Important Notice. Registration Numbers are obtainable from ICDL/ECDL Training and Testing Centres or directly from Specto j

Transcription

1 Important Notice All candidates who follow an ICDL/ECDL course must have an official ICDL/ECDL Registration Number (which is proof of your Profile Number with ICDL/ECDL and will track all tests taken). Without such a Registration Number, no tests can be taken and the candidate will not be able to obtain an International Computer Driving Licence, nor any other form of certificate or recognition for the course Registration Numbers are obtainable from ICDL/ECDL Training and Testing Centres or directly from Specto j

2 This Manual was compiled by: Marianne Lubbe Published by: Let s Do It! PO Box 589, Melkbosstrand, 7437 Phone: +27 (0) leonard@letsdoit.co.za Revised Edition 2015 First Edition 2011 Published in the Republic of South Africa, Cape Town ISBN: Copyright Let s Do It! 2003 All rights reserved. This publication and accompanying materials, or any part thereof, may not be reproduced, or transmitted in any form or by any means, electronic or mechanical including storage in an information retrieval system, recording, photocopying, or otherwise without express written permission from Let s Do It! (Publisher) or the authors. This publication may not be circulated in any form of binding or cover other than that in which it is published and without a similar condition imposed on any subsequent purchaser or user. Disclaimer European Computer Driving Licence, ECDL, International Computer Driving Licence, ICDL, e- Citizen and related logos are all registered Trade Marks of The European Computer Driving Licence Foundation Limited ("ECDL Foundation"). Let s Do It is an entity independent of Specto and is not associated with ECDL Foundation or Specto in any manner. This courseware may be used to assist candidates to prepare for the ECDL Foundation Certification Programme as titled on the courseware. Neither Specto nor Let s Do It Education Centre warrants that the use of this courseware publication will ensure passing of the tests for that ECDL Foundation Certification Programme. This courseware publication has been independently reviewed and approved by Specto as covering the learning objectives for the ECDL Foundation Certification Programme Confirmation of this approval can be obtained by reviewing i

3 The material contained in this courseware publication has not been reviewed for technical accuracy and does not guarantee that candidates will pass the test for the ECDL Foundation Certification Programme. Any and all assessment items and/or performance-based exercises contained in this courseware relate solely to this publication and do not constitute or imply certification by ECDL Foundation in respect of the ECDL Foundation Certification Programme or any other ECDL Foundation test. Irrespective of how the material contained in this courseware is deployed, for example in a learning management system (LMS) or a customized interface, nothing should suggest to the candidate that this material constitutes certification or can lead to certification through any other process than official ECDL Foundation certification testing. For details on sitting a test for an ECDL Foundation certification programme, please contact your country's designated National or visit ECDL Foundation's website at Candidates using this courseware must be registered with the National Operator before undertaking a test for an ECDL Foundation Certification Programme. Without a valid registration, the test(s) cannot be undertaken and no certificate, nor any other form of recognition, can be given to a candidate. Registration should be undertaken with your country's designated National Operator at an Approved Test Centre. ii

4 H o w t o u s e t h i s M a n u a l Using this manual you will encounter the following features:! Let s Remember! Take note of the informative reminders. Let s Do It! Practical Exercises. The following applications are covered in this manual: Online Storage and Productivity Applications: Google Drive, OneDrive (SkyDrive) Online Calendars: Google Calendar, Outlook.com Calendar (OneDrive) Social Media: Google+, People (OneDrive), Facebook Online Meetings: Google+ Hangouts, People (OneDrive), Skype For some of these applications, an account must be created. It is at the discretion of the facilitator and individual to create these accounts or not. Not all the applications need to be covered. You can, for example, only cover the sections on Google applications if desired. The data associated with these exercises must be downloaded from Specto website. Go to: data. Follow the on screen instructions to download the appropriate data file. Copy and paste the complete Let s Do It! folder to the hard drive (C-Drive) of your computer. Open the templates from this folder. A.separate folder can be created to save completed exercises if necessary This manual was written for Windows 8 users. If a different operating system is used, some dialog boxes or windows may look different, but the content is the same. As many of the applications covered in this manual are browser based, other operating systems can also be used. A screen resolution of 1366 x 768 was used in compiling this manual. Working in a different screen resolution, or with an application window which is not maximized, will change the look of the Office 2013 Ribbon. The Ribbon appearance is dynamic, as it will change to fit the space available. For example, the full Ribbon may show a group containing several options, but if space is restricted it may show a single button that you need to click to see the same options. Exercises Note: Websites are updated regularly. Website addresses and links used in this manual may change. Windows 8 Modern Apps The Windows 8 operating system experience is broken down into two basic application features. The first is the traditional desktop-based applications, where the app runs the same as what you re used to from Windows 7 and earlier. The second option is completely different from what the OS has offered in the past and is known as Modern Apps. The Windows 8 Modern Apps are designed to run much like mobile apps that a user might find on their smartphone or tablet. These applications are essentially designed to access small amounts of data and stay away from file information that is not important to the application. iii

5 On the other hand, a traditional desktop application is larger, is able to work with more information and can receive approval from the admin of the device to access information from other outside sources. The desktop application provides more settings and features and gives a more in-depth experience. Modern Apps are streamlined versions of larger desktop applications. It is possible to have the exact same application in tile form as well as on the desktop, but the two will look a bit different. While these are two distinct applications, it is not a good idea to run both applications at the same time. Despite having many different features, the two apps do utilise many of the same files and resources on the drive. Open Modern apps are shown in the desktop taskbar, though the feature can be disabled. They behave just like traditional desktop programmes down there, with support for pinning and jump lists. For the purpose of this manual, we will focus on the desktop applications. iv

6 Table of Contents Module Goals... 1 Collaboration Concepts... 1 Key Concepts... 1 Recognise that ICT can Support and Promote Online Collaboration... 1 Main Types of Services Supporting Online Collaboration... 3 Cloud Computing... 3 Mobile Technology... 3 Main Types of Tools Supporting Online Collaboration... 4 Common Productivity Applications... 4 Social Media... 5 Online Calendars... 5 Online Meetings... 5 Online Learning Environments... 6 Key Characteristics of Online Collaborative Tools... 6 Multiple Users... 6 Real Time... 6 Global Reach... 7 Concurrent Access... 7 Benefits of Using Online Collaborative Tools... 7 Shard Files and Calendars... 7 Reduced Travel Expenses... 8 Ease of Communication... 8 Enhanced Teamwork... 8 Global Access... 9 Risks Associated with Using Online Collaborative Tools... 9 Unauthorised Access to Shared Files... 9 Insufficient Management of Version Control... 9 Malware Threats... 9 Identity / Data Theft Service Interruptions Importance of Intellectual Property Rights Appropriate Use of Content Cloud Computing Understand Ways in which Cloud Computing Facilitates Online and Mobile Collaboration Storage of Shared Documents and Files Access to Range of Online Applications and Tools Benefits of Cloud Computing Reduced Costs Enhanced Mobility Scalability Automatic Updates Risks of Cloud Computing Dependence on Provider Data Protection and Control Potential Loss of Privacy Preparation for Online Collaboration Common Setup Features Additional Applications and Plug-Ins Equipment Used to Support Online Collaboration v

7 Webcam Microphone Speakers Firewall Restrictions Setup Download Software to Support Online Collaborative Tools Voice over Internet Protocol (VoIP) Instant Messaging (IM) Document Sharing Register, Set Up a User Account for a Collaborative Tool Using Online Collaborative Tools Online Storage and Productivity Applications Limitations of Online Storage Size Limit Time Limit Sharing Restrictions Upload, Download, Delete Online Files and Folders Access Productivity Applications via the Web Identify Features of Web-Based Productivity Applications Create, Edit and Save Files Online Share, Unshare a File or Folder View, Restore Previous Versions of a File Online Calendars Share a Calendar Show, Hide Shared Calendars Create an Event in a Shared Calendar Set a Reminder for an Event Invite, Uninvite People and Resources to an Event Edit, Cancel an Existing Event Social Media Identify Social Media Tools that Support Online Collaboration Social Networks Wikis Forums and Groups Blogs Micro Blogs Content Communities Set Up, Modify Available Privacy Options Find, Connect to Social Media Users and Groups Use a Social Media Tool to Post a Comment or Link Reply to or Forward a Comment Upload Images, Videos and Documents Remove Posts from Social Media Use a Wiki to Add or Update a Specific Topic Online Meetings Open and Close an Online Meeting Application Invite, Uninvite Participants, Set Access Rights Start, End a Meeting Share, Unshare Desktop, Files in an Online Meeting Use Available Chat Features in an Online Meeting Use Video, Audio Features in an Online Meeting Online Learning Environments vi

8 Understand the Concept of an Online Learning Environment (OLE) Virtual Learning Environment Learning Management Systems Features and Functions within an Online Learning Environment Access a Course in an Online Learning Environment Upload, Download a File in an Online Learning Environment Upload a File Download a File Using a Course Activity Mobile Collaboration Key Concepts Mobile Devices Smartphone Tablet Operating Systems Understand the Term Bluetooth Internet Connection Options Wireless (WLAN) Third Generation (3G) and Fourth Generation (4G) Key Security Considerations Using Mobile Devices Connect to the Internet Securely Search the Web Send and Receive Add, Edit and Remove a Calendar Event Add a Calendar Event Edit a Calendar Event Delete a Calendar Event Share Pictures and Videos Applications Common Applications App Stores Search for a Mobile Device Application Install, Uninstall an Application Update Applications Use an Application Voice / Video Social Media Maps Synchronisation The Purpose of Synchronising Content Set Up Synchronisation Settings Synchronise Mobile Devices with Other Devices Additional Exercises vii

9 Some cloud storage services will require users to have the same application installed to be able to share and edit files. Also, when inviting users to share files / folders, the invitation must usually be sent to the address that is associated with the users account. If the invitation is sent to the wrong address, it can cause problems and a waste of time. It is also important to note that many cloud storage providers will limit what kind of files you can keep in your account. If you store files that violates the terms of service, the service provider may delete the file and block your account. Upload, Download, Delete Online Files and Folders Google Drive Upload a File or Folder If you are using Google Drive for the first time, you may be required to download and install additional software. 1. Open a web browser and navigate to the Google Drive sign in page ( Sign in with your username and password. 2. Select the folder where you wish to upload the file by clicking it once. 3. Click the NEW button at the top left of the screen. Select either File upload or Folder upload. Select File upload or Folder upload 4. If File upload is chosen, navigate to the correct drive and folder where the file is stored. Select the file and click Open. 5. If Folder upload is chosen, navigate to the correct drive in the window and select the folder. Click OK. 6. The file or folder will be uploaded into My Drive or into the selected folder. A box that indicates the progress of your file or folder upload appears in the bottom right of the screen.! Let s Remember! You can create folders to organise your files, just as you would on your computer file management system. To create a new folder, click NEW and select Folder from the dropdown menu. Enter a name for the folder and click Create. Setting upload preferences make it easier to have consistency when you're uploading files or folders. Every time you upload a file or folder, these preferences will apply. To change upload settings, click the Gear icon and then place the mouse pointer on Settings. Select the relevant setting. For example, when you select Convert uploaded files to Google Docs editor format, all files will be converted when uploaded and it will be easier to edit, share and manage the files. If the setting is not chosen, the file will be uploaded in its original format. 24 Online Collaboration

10 Note that Google Docs and Microsoft Office are not the same product, so there will inevitably be formatting inconsistencies between the two. A file converted to Google Docs format may therefore appear different from when opened in a Microsoft application. Remember that in general, on any file-type conversion there are likely to be format and layout changes, as well as formula failures, even a loss of information. It is best to check an uploaded file for any errors before sharing it with other users. Download a File or Folder 1. Display the Google Drive application and select the file or folder you wish to download. 2. Click the drop-down arrow next to the folder name or right-click the relevant file name. Select the Download option from the menu. 3. In the Save As dialog box, navigate to the correct drive and / or folder where you want to store the file or folder. Depending on your settings, the file may be downloaded directly in the designated folder, e.g. the Downloads folder. 4. Click Save. Selected folder Folders are downloaded as zipped folders. When Google Drive is installed on your computer, a Google Drive folder will be created automatically in File Explorer (Windows Explorer). You can copy and paste a file or folder from your hard drive to the Google Drive folder to upload the file or folder. You can copy and paste a file or folder from the Google Drive folder to your hard drive to download the file or folder. In other words, all activity in Google Drive will reflect in the Google Drive folder in File Explorer. Delete a File or Folder 1. Select the file or folder you wish to delete. 2. Click the Remove button at the top of the screen. 3. The deleted file or folder will be placed in the Bin folder. Upload a File or Folder OneDrive 1. Open a web browser and navigate to the OneDrive sign in page ( Sign in with your username and password. 2. Open the folder where you wish to upload the file or folder by clicking it once. If no folder is opened, the file or folder will be placed straight in Files. 3. Click the Upload button at the top of the screen. 4. Navigate to the correct drive and folder or file. Online Collaboration 25

11 5. Select the relevant folder or file. Click Open (file) or OK (folder). 6. The folder or file will be uploaded into the selected folder. Click to open a folder! Let s Remember! You can create folders to organise your files, just as you would on your computer file management system. To create a new folder, click the Create drop-down menu at the top and select Folder from the menu. Enter a name for the folder and click Create. The following default folders will be available: Documents, Pictures and Public. Download a File or Folder 1. Display the OneDrive application. 2. Select the file or folder you wish to download. Click the Download button at the top of the screen. 3. On the Download bar at the bottom of screen, select the Save or Save As option. Navigate to the correct drive and / or folder where you want to store the file or folder. Depending on your settings and web browser, the file may be downloaded directly in the designated folder, e.g. the Downloads folder. 4. Click Save. Selected folder Download bar When OneDrive is installed on your computer, an OneDrive folder will be created automatically in File Explorer. You can copy and paste a file or folder from your hard drive to the OneDrive folder to upload the file or folder. You can copy and paste a file or folder from the OneDrive folder to your hard drive to download the file or folder. In other words, all activity in OneDrive will reflect in the OneDrive folder in File Explorer. 26 Online Collaboration

12 Delete a File or Folder 1. Select the file or folder you wish to delete. 2. Click the Manage drop-down menu and select Delete. 3. The deleted file or folder will be placed in the Recycle bin. Access Productivity Applications via the Web Productivity applications are a suite of functions, usually including word processing, spreadsheets, presentation software and an application. You will find these applications on computers where they are installed locally on the hard drive. These applications can however also be accessed on the Web using services such as Google Drive and OneDrive. Documents can be created, edited and shared with other users or colleagues. These applications usually have less features than full desktop versions, but one of the benefits is that users can collaborate on these documents regardless of specific file formats. Word processing applications are used to create and edit text documents. Spreadsheet applications are used to calculate numerical data. Presentation applications are used to create and display slide shows. Identify Features of Web-based Productivity Applications For OneDrive, Office Web Apps allow users to upload, create, edit, and share Microsoft Office documents directly within a web browser. Users can create, view and edit Word, Excel, PowerPoint and OneNote documents within the web browser. Users can also view the version history of Office documents stored on OneDrive. Documents can be shared, opened, and edited by multiple users simultaneously. Google Docs is a web-based office suite offered by Google within its Google Drive service. It allows users to create, edit and share documents online while collaborating with other users live. Documents, spreadsheets and presentations can be created with Google Docs, imported through the web interface, or sent via . Documents can be saved to a user's local computer in a variety of formats. Documents are automatically saved to Google's servers to prevent data loss, and a revision history is automatically kept so past edits may be viewed. Google Docs serves as a collaborative tool for editing documents in real time. Documents can be shared, opened, and edited by multiple users simultaneously. Create, Edit and Save Files Online Google Drive Create a File 1. Open the folder where you want to create the file. If no folder is selected, the new document will be saved in My Drive. 2. Click the NEW button at the top left of the screen. 3. Select an option, e.g. Google Docs. 4. The application will open in a new tab. 5. Create the document and close the tab. You can name the document by clicking Untitled document (spreadsheet / presentation) at the top left of the screen and entering a name. Online Collaboration 27

13 Edit a File 1. Double-click the name of the document you wish to edit. The document will open in a new tab. If the file was not converted to a Google Docs format when uploaded, you will need to convert the file before you will be able to edit it. Open the file, then click the Open with drop-down arrow and select the correct application, e.g. Google Docs. 2. The document will open in a new tab. Make the necessary changes. 3. Close the tab. Save a File New documents and documents where changes were made are saved automatically when the tab is closed.! Let s Remember! If you create or upload a file or folder, you are the owner of the file or folder and have control over who to share the file or folder with. OneDrive Create a File 1. Click the Create button at the top of the screen. 2. Select an option to create the file, e.g. Excel workbook. 3. The application will open in a new tab or new window. 4. Create the document and close the tab. You can name the document by clicking Document1 (Book1 / Presentation1) at the top middle of the screen and entering a name for the document. Edit a File 1. Click the name of the document you wish to edit. Alternatively, click the document check box and then click the Open button and then select Open in Word Online from the drop-down menu. If necessary, select Edit Document from the Menu bar. 2. The document will open in a new tab or new window. 3. Make the necessary changes. 4. Close the tab. When you select Open in Word Online, you can edit the file in OneDrive as well as collaborate with other users. If you select Open in Word, the file will open in the Word application and you will not be able to collaborate on the file. Save a File New documents and documents where changes were made are saved automatically when the tab is closed. 28 Online Collaboration