ICDL ONLINE

COLLABORATION
Syllabus 1.0
Learning Material

Provided by:
«Name»

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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 (“ICDL Foundation”).

This courseware may be used to assist candidates to prepare for the ICDL Foundation Certification Programme as titled on the
courseware. ICDL Foundation does not warrant that the use of this courseware publication will ensure passing of the tests for that ICDL
Foundation Certification Programme.

The material contained in this courseware does not guarantee that candidates will pass the test for the ICDL 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 ICDL Foundation in respect of the ICDL Foundation Certification Programme or
any other ICDL Foundation test. This material does not constitute certification and does not lead to certification through any other process
than official ICDL Foundation certification testing.

Candidates using this courseware must be registered with the National Operator before undertaking a test for an ICDL 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 at an Approved Test Centre.

Screen shots used with permission from Microsoft. Tool and application-specific details are correct as of May 2016. Online tools and
applications are subject to frequent update and change.

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ICDL Online Collaboration

The ICDL Online Collaboration module is designed to give you the skills to set up and use
online collaborative tools, including file storage, productivity applications, social media, web
meetings and more. An increasing number of work-related meetings and projects are being
carried out online through collaborative methods, allowing people to work together without
having to be in the same room, or even country.

On completion of this module you will be able to:

 Understand the key concepts relating to online collaboration and cloud computing.
 Set up accounts to prepare for online collaboration.
 Use online storage and web-based productivity applications to collaborate.
 Use online and mobile calendars to manage and plan activities.
 Collaborate and interact using social networks, blogs, and wikis.
 Schedule and host online meetings and use online learning environments.
 Understand key mobile technology concepts and use features such as e-mail,
applications, and synchronisation.

What are the benefits of this module?

Being capable of hosting and taking part in online work sessions and meetings is a core
skill for the modern professional. This module covers the key skills needed to understand
the main concepts relating to online collaboration and cloud computing. Once you have
developed the skills and knowledge set out in this book, you will be in a position to become
certified in an international standard in this area - ICDL Online Collaboration.

What collaborative tools are covered in this book?

A range of different tools from different technology providers are covered in this book.
Because there are so many different collaborative tools – and because these tools change
so quickly – it is not possible to provide a comprehensive set of specific instructions relating
to all tools that you may use. Instead, examples of typical tools are provided. You can then
generalise the relevant skill from these examples to the tools that you actually use, if they
differ.

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ICDL ONLINE COLLABORATION
LESSON 1 - COLLABORATION CONCEPTS ....................................................................... 1
1.1 Key Concepts of Online Collaboration ............................................................................ 2
1.2 Cloud Computing ........................................................................................................... 5
1.3 Review Exercise ............................................................................................................ 7

LESSON 2 – PREPARATION FOR ONLINE COLLABORATION........................................... 8

2.1 Common Setup Features ............................................................................................... 9
2.2 Setup of Online Collaborative Tools ..............................................................................11
2.3 Managing Account for a Collaborative Tool ...................................................................19
2.4 Review Exercise ...........................................................................................................22

LESSON 3 – USING ONLINE COLLABORATIVE TOOLS ....................................................23

3.1 Understand and Use Online Storage.............................................................................24
3.2 Use Common Productivity Applications .........................................................................28
3.3 Use Online Calendars ...................................................................................................35
3.4 Identify and Use Social Media Tools .............................................................................41
3.5 Use Online Meeting Tools .............................................................................................53
3.6 Understand and Access Online Learning Environments................................................69
3.7 Review Exercise............................................................................................................74

LESSON 4 – MOBILE COLLABORATION ...........................................................................75

4.1 Mobile Devices and Operating Systems ........................................................................76
4.2 Using Mobile Devices....................................................................................................78
4.3 Managing Apps .............................................................................................................82
4.4 Synchronising content ...................................................................................................83
4.5 Review Exercise............................................................................................................85

ICDL SYLLABUS ...................................................................................................................86

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LESSON 1 -
COLLABORATION CONCEPTS

In this section, you will learn about:

 Key concepts of online collaboration

 Cloud computing
Lesson 1 – Collaboration Concepts ICDL Online Collaboration

1.1 KEY CONCEPTS OF ONLINE COLLABORATION

Concepts

Online collaboration has risen to great prominence in recent years, especially with
the rise of social networking; “Web 2.0”, with its emphasis on user-generated
content; and virtual technologies. Information and Communication Technology
(ICT) can support and promote online collaboration.

The main types of services and tools supporting online collaboration include:

Services Tools
 Cloud computing  Productivity applications
 Mobile technology  Social media
 Online calendars
 Online meetings
 Online learning environments

Key Characteristics of Online Collaborative Tools

 Multiple users
Multiple users can access, work and contribute on the same document or
projects.

 Real time
Responses, editing and updates are shown immediately, thus saving time
for all involved.

 Global reach
As long as there is Internet connection, almost all of the available online
collaboration tools can be accessed from any location. Dispersal of
information globally is also greatly enhanced.

 Concurrent access
Concurrent multiple user access allows for faster editing and decision
making on tasks.

Benefits of Using Online Collaborative Tools

 Shared files and calendars

Web-based file management and collaboration platforms offer the freedom
to access stored documents no matter where they happen to be. The tools
have a variety of tracking capabilities that make it easy for users to see the
evolution of shared files and scheduling tasks, from tracking who made the
latest changes to a document, to how the document was before the
changes, to tagging a colleague to review the document.

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ICDL Online Collaboration Lesson 1 – Collaboration Concepts

 Reduced travel expense

Co-workers in different states or even countries can easily work together
on the same project, helping organisations put together the best possible
team for a project, regardless of employees’ various locations. This saves
a lot of monetary resources for an organisation when arranging for
meetings, training or reviews.

 Ease of communication
Collaboration raises the communication level among the team members,
groups or organisations, thereby leading to a better understanding and
tolerance of others on a more personal and professional level. With
improved communications comes more reliable information, which can be
attributed to the variety of tools available.

 Enhanced teamwork
When there is teamwork and collaboration there is an increase in
productivity, as members work together while having their individual
interests heard. When people work as a team to collaborate, they combine
their knowledge with their resources and skills in order to reach their
overall goal.

 Global access
As long as there is an Internet connection, users can be working remotely
from anywhere in the world. This means that it is possible for a team to be
completely dispersed while still working in an organised way.

Risks Associated with Using Online Collaborative Tools

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Lesson 1 – Collaboration Concepts ICDL Online Collaboration

 Unauthorised access to shared files

It is essential to protect documents and the information they contain from
improper disclosure to unauthorised parties, especially when files are
shared across the extended enterprise. This requires strong authentication
and access controls to ensure that only the right people can see the
information.

 Insufficient management of version control

While many may have legitimate access needs to see and review files, not
everyone needs the ability to change them. Access and version controls
must be enforced to ensure that only the right people can make changes
to the information in order to protect the integrity of the information in the
files.

Providing access while protecting confidentiality and integrity of electronic

files requires that there is a robust audit trail to understand who did what to
a file and when. Organisations need the ability to track what happens to a
file as well as the information contained within it.

 Malware threats
Malware is short for malicious software and is an umbrella term used to
refer to viruses, worms, Trojans, spyware, adware, and other forms of
malicious code. It is designed to disrupt computer operation, gather
sensitive information, or gain unauthorised access to computer systems.

 Identity or data theft

Identity theft is a method of stealing someone's personal information and
pretending to be them by assuming that person's identity, typically in order
to access resources or obtain credit and other benefits in that person's
name.

Data theft is the illegal access (reading, editing, or copying) of data without
the data owner’s authorisation.

 Service interruptions
Internal and external network and server downtime can impact on the
availability of collaborative tools.

Importance of Intellectual Property Rights

Technology licensing and collaboration can put intellectual property at risk through
intentional or inadvertent exposure. The ownership of copyrights, trademarks,
patents, and products must be protected to prevent theft, misuse and illegal
financial gains.

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ICDL Online Collaboration Lesson 1 – Collaboration Concepts

1.2 CLOUD COMPUTING

Concepts

Cloud computing is the use of computing resources that are delivered as a service
over the Internet. End users access cloud-based applications through a web
browser or a light-weight desktop / mobile app while the business software and
user's data are stored on servers at a remote location.

Cloud computing facilitates online and mobile collaboration in 2 main ways:

1. Provides storage of shared documents and files.

2. Has a range of online applications and tools.

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Lesson 1 – Collaboration Concepts ICDL Online Collaboration

Benefits of Cloud Computing for Users

 Reduced cost
Upfront infrastructure and travel costs can be avoided.

 Enhanced mobility
Cloud computing provides the opportunity to work and access information
and services from virtually anywhere.

 Scalability
Cloud computing has “on-demand” provisioning of resources on a self-
service basis in near real-time across a large pool of users

 Automatic updates
With applications hosted centrally, updates can be released without the
need for users to install new software.

Risks of Cloud Computing

 Dependence on provider
The most basic drawback of cloud computing is that you need an Internet
connection and a service provider to access the cloud. This direct tie to the
Internet and a provider means that this system is prone to outages and
service interruptions at any time. This could occur in the middle of a task or
transaction, meaning the action could be delayed or lost entirely.

 Data protection and control

Even data hosted in-house is not secure, so organisations are sometimes
understandably concerned about moving data offsite. With data offsite, new
avenues for attack are available, and the fact that it will be travelling over
an external network may make it easier to be intercepted.

 Potential loss of privacy

Increased use of collaborative tools by its nature facilitates sharing
information with potentially large numbers of people. This creates a
heightened risk of sensitive data relating to either an individual or
organisation being shared widely.

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ICDL Online Collaboration Lesson 1 – Collaboration Concepts

1.3 REVIEW EXERCISE

1. Which of the following is not a key characteristics of online collaborative tools:
a. Global reach
b. Concurrent access
c. Single user
d. Real time

2. Two of the benefits of using online collaborative tools are reduced

and access.
a. cost and global
b. time and single
c. security and multiple
d. cost and local

3. Which of the following is an example of using an online collaborative tool?

a. Noting down meeting minutes.
b. Taking photos during company event using a smart phone.
c. Sending a meeting invite to project team members using online calendar
d. Recording a sales training using video camera.

4. Protect the ownership of copyrights, trademarks and patents. This statement

describes the importance of .
a. Data protection act
b. Intellectual property rights
c. Cyber bullying
d. Internet protocols

5. Which of the following is a risk associated with cloud computing?

a. Enhanced mobility
b. Automatic updates
c. Scalability
d. Loss of privacy

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LESSON 2 – PREPARATION FOR ONLINE
COLLABORATION

In this section, you will learn how to:

 Understand common setup features

 Set up software to support online collaboration
ICDL Online Collaboration Lesson 2 – Preparation for Online Collaboration

2.1 COMMON SETUP FEATURES

Concepts

First of all, a successful online collaboration tool needs to be easy to use and set
up. It also needs to be secure and to have the features that will fit your purposes.
The three most sought after features in collaboration tools are:

1. Group connections
Helps you keep in touch with your group on a frequent basis.

2. Communications services
Essential in collaboration tools, although it will vary from one tool to another.
The best bet is to have several alternatives to choose from, whether it is
chat / IM, email, or video conferencing.

3. Document libraries
Document libraries are needed to store product literature, presentations,
meeting notes, policies, and so on. Organisations with up-to-date
documentation will give you knowledge resources to help in your job.

Additional Applications and Plug-ins

Additional applications and plug-ins may need to be installed to use certain online
collaborative tools. A plug-in is a small program needed by the collaborative tools
to function.

Examples of additional applications and plug-ins include:

 Java
http://java.com/en/download/index.jsp

 Flash Player
http://get.adobe.com/flashplayer/

 Microsoft Silverlight
http://www.microsoft.com/getsilverlight/Get-Started/Install/Default.aspx

 Internet browsers such as Google Chrome or Mozilla Firefox

https://www.google.com/intl/en/chrome/browser/
http://www.mozilla.org/en-US/firefox/new/

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Lesson 2 – Preparation for Online Collaboration ICDL Online Collaboration

Common Equipment Used to Support Online Collaboration

Webcam A video camera connected to the computer that

transmits video feeds. Most modern day laptops come
with a built in video camera.

Microphone A microphone is used to convert sound, such as

speech, to a digital signal. Generally laptops have a
built in microphone.

Speakers Computer speakers, or multimedia speakers, are

used to play digital audio so that it can be heard.

Firewall Restrictions

Firewalls are a key part of keeping networked computers safe and secure. A
network's firewall builds a bridge between the internal network or a computer it
protects and, usually, an external network, such as the Internet. The firewall only
allows traffic from the external network if it is secure and trusted. Firewall
restrictions may cause accessibility issue for users of collaborative tools.

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ICDL Online Collaboration Lesson 2 – Preparation for Online Collaboration

2.2 SETUP OF ONLINE COLLABORATIVE TOOLS

Concepts

VoIP

Voice over Internet Protocol (VoIP) caters for the delivery of voice
communications and multimedia sessions over the Internet. By using some of the
free VoIP software that is available to make Internet phone calls, you can
bypassing the phone company (and its charges) entirely.

One the most popular free VoIP software is Skype.

Steps

To download Skype:

1. Go to http://www.skype.com/en webpage.

2. Click on the Join us link.

3. For those with an existing Microsoft or Facebook account it is possible to

sign in using existing credentials. Otherwise, proceed with the registration.

4. Download the software using the link provided.

5. Save the Skype Setup Application to the computer.

6. Double click on the Skype Setup file and then follow the instructions to
complete the installation.

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Lesson 2 – Preparation for Online Collaboration ICDL Online Collaboration

7. Launch the Skype application and sign in with your Skype Name and
Password.

8. Follow through the steps to setup the profile.

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ICDL Online Collaboration Lesson 2 – Preparation for Online Collaboration

 Skype Name The name you use to sign in to Skype. If you first signed
in to Skype with your Microsoft or Facebook account, you
will see the name displayed in the live:xxx or fb:xxx
format.

 Menu Bar Includes Skype commands.

 Status Bar Change Skype status and display name from here.

 Skype Toolbar Most used Skype features.

Skype Home Call phones

Group Voice Call Add contacts

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Lesson 2 – Preparation for Online Collaboration ICDL Online Collaboration

Concepts

IM

Instant messaging (IM) is a type of online chat which offers real-time text
transmission over the Internet. More advanced instant messaging can add file
transfer, clickable hyperlinks, Voice over IP, or video chat.

An example of popular IM software is Yahoo Messenger.

Steps

To install Yahoo Messenger:

1. Go to http://messenger.yahoo.com/ webpage.

2. Follow the instructions to install Yahoo Messenger on your mobile device.

Concepts

Document Sharing

OneDrive is an option available for sharing documents online. It lets you sync all
your files and folders across your computers and devices, and provides enough
cloud storage for your most important files. An additional storage option from
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ICDL Online Collaboration Lesson 2 – Preparation for Online Collaboration

Microsoft include Hotmail, which offers enough storage for you to store your
email, calendar, and contacts.

Steps

To set up an account with OneDrive:

1. Go to the webpage https://onedrive.live.com and click on Sign up.

If you use outlook.com or Xbox LIVE, you already have a Windows Live
ID. It can be used to sign in to OneDrive.

2. Create required folders by clicking on New and selecting the Folder option.

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Lesson 2 – Preparation for Online Collaboration ICDL Online Collaboration

3. Drag and drop the files into the box or use the Upload button to select
them from your computer.

OneDrive for Windows allows you to access OneDrive from your computer.
When you install OneDrive, a OneDrive folder is created on your computer and
the content is automatically kept in sync between your device(s) and
OneDrive.com, so you can get to your latest files from virtually anywhere.

Whenever you add, change, or delete files in one location, all the other locations
will be updated.

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ICDL Online Collaboration Lesson 2 – Preparation for Online Collaboration

Steps

To install OneDrive:

1. In the OneDrive account, click on Get the OneDrive apps.

2. On the Microsoft OneDrive webpage, click the Download button.

3. Click the button Run for the File Download dialog box.

4. Once the installation is completed, click on the Get Started button.

5. Accept the default assigned folder or create a new folder by clicking the
Change button.

6. Click Next.

Click Done. A folder synchronised with OneDrive will be created.

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Lesson 2 – Preparation for Online Collaboration ICDL Online Collaboration

Concepts

Dropbox

Dropbox is a free service that lets you bring your photos, documents, and videos
anywhere and share them easily. It is one of the most popular cloud storage
services available on the web.

Steps

To install Dropbox:

1. Go to https://www.dropbox.com/install and click on Free download.

2. Run the Dropbox installer.

3. Click the Yes button.

4. Follow the Dropbox Setup instructions to set up Dropbox on your

computer.

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ICDL Online Collaboration Lesson 2 – Preparation for Online Collaboration

2.3 MANAGING ACCOUNT FOR A COLLABORATIVE

TOOL
Concepts

Google Docs is a freeware web-based office suite offered by Google within its
Google Drive service. It allows users to create and edit documents online while
collaborating in real-time with other users.

Steps

Set up a User Account

1. Go to http://docs.google.com/ web page.

2. Click on the Sign Up link.

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Lesson 2 – Preparation for Online Collaboration ICDL Online Collaboration

3. Fill in the form to register for a user account.

Steps

Close a User Account

Google Docs account:

1. Sign in on the Google Docs web page.

2. Under Account Management, click on the Close account and delete all
services and information associated with it link.

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ICDL Online Collaboration Lesson 2 – Preparation for Online Collaboration

3. Confirm the account deletion.

Yahoo account:

1. Visit the Account Termination page at

https://edit.yahoo.com/config/delete_user.

2. Enter the Yahoo! ID and password for the account you are deleting.

3. Confirm your password in the field provided and enter the CAPTCHA
code.

4. Select the Terminate this Account button.

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Lesson 2 – Preparation for Online Collaboration ICDL Online Collaboration

2.4 REVIEW EXERCISE

1. Ensure the following accounts are available:
a. Skype
b. Yahoo Messenger
c. OneDrive
d. Dropbox
e. Yahoo Mail, Hotmail Mail or Gmail as necessary

2. Find another alternative tool for each of the online collaboration task below:
a. Sharing photos with colleagues
Tool:

b. Making phone calls

Tool:

c. Conducting a meeting using live video feeds

Tool:

3. Which of the following may pose an access problem when using certain online
collaboration tool?
a. IM
b. Skype
c. Windows
d. Firewall

4. A plug-in is .
a. a password to access the web page
b. a small program needed by the collaborative tool
c. a built-in video camera
d. a virus

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LESSON 3 –
USING ONLINE COLLABORATIVE TOOLS

In this section, you will learn how to:

 Understand and use online storage

 Use common productivity applications

 Use online calendars

 Identify and use social media tools

 Use online meeting tools

 Understand and access online learning environments

Lesson 3 – Using Online Collaborative Tools ICDL Online Collaboration

3.1 UNDERSTAND AND USE ONLINE STORAGE

Concepts

Online storage is a web-based file hosting service. It is also referred to as a cloud

storage service, an online file storage provider, or cyberlocker.

It allows users to upload files that could then be accessed over the Internet from a
different computer, tablet, smart phone or other networked device, by the same
user or possibly by other users, after a password or other authentication is
provided.

Common Examples

Scribd, Docstoc, Google Docs, and Issuu are examples of document-sharing

services. These services allow users to share and collaborate on document files,
such as PDFs, word processor documents, and spreadsheets, but may
not support storage of other types of files.

http://www.scribd.com/ http://www.docstoc.com/

http:// docs.google.com/ http://issuu.com/

Several more recently-launched file storage services such as Dropbox and

OneDrive are aimed at allowing users to share and synchronise all types of files
across all the devices they use.

https://www.dropbox.com/ https://onedrive.live.com/

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ICDL Online Collaboration Lesson 3 – Using Online Collaborative Tools

Limitations

 Size limit
Certain online file storage services offer space on a per-gigabyte basis, and
may include a bandwidth cost component. These are typically charged monthly
or yearly. Some companies offer the service for free by relying on advertising
revenue.

There are also hosting services that do not place any limit on account space.
Some may require a software download which makes files available on
computers which have that software installed; or may allow other users to
retrieve files through any web browser.

Many users have started using their webmail service as an online drive as they
now offer increased inbox space. Some sites even offer free unlimited file
storage; however, there’s usually a limitation on the individual file sizes.

 Time limit and connectivity

Some online storage providers offer services based on time trial. Usually when
the time expires, users will no longer have access to their data unless they
decide on the paid option.

 Connectivity
With inexpensive, high-speed Internet service becoming the norm at home as
well as on the go, and free Wi-Fi hotspots being increasingly available in most
urban regions, a lot of us are always connected to the Internet. However, this
connectivity cannot be 100% reliable.

There are server downtimes, weather issues causing disruptions to wireless

broadband access, speed hiccups and other often unavoidable circumstances
when we just cannot get data access, even temporarily. Thus, there is always
a risk of not being able to access online data due to connectivity issues,
making online storage unreliable to a certain extent.

 Sharing restrictions
A wireless local area network (WLAN) links two or more devices using some
wireless distribution method and usually providing a connection through an
access point to the wider Internet. This gives users the mobility to move
around within a local coverage area and still be connected to the network.
Most modern WLANs are marketed under the Wi-Fi brand name.

 Security
For sensitive data, online storage can pose a security threat. When someone
else has access to your data, there is always a chance of abuse of this access.
In certain jurisdictions, governmental agencies are legally entitled to have
access to any data stored online at any time. Furthermore, the process of
uploading and downloading the data adds to this risk. Unless a strongly
encrypted connection is used, the data can be intercepted while being
transferred.

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Lesson 3 – Using Online Collaborative Tools ICDL Online Collaboration

Steps

Managing Files and Folders

Use the OneDrive account (which has been setup in the previous lesson) for the
following activities:

Create Folder

1. Click on New.

2. Click on the option Folder.

3. Type in a name for the new folder.

4. Press ENTER.

Upload File

1. Click on the folder to add the file to.

2. Click on Upload.

3. Do one of the following:

a. Drag the file to upload from the computer to the drop area.
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ICDL Online Collaboration Lesson 3 – Using Online Collaborative Tools

b. Click on the select them from your computer link, select the
required file, and click Open.

A panel pops up at the bottom right, displaying the upload progress.

Download File

1. Click on the folder to download the file from.

2. Point to the file to download.

3. Click the check box at the top right corner to select the file. If required,
repeat the steps to select other files.

4. Click on Download.

5. Select a location to save the file to.

Delete File

1. Point to the file to delete.

2. Click on the check box at the top right corner to select the file.
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Lesson 3 – Using Online Collaborative Tools ICDL Online Collaboration

3. Click on Delete.

4. If the Delete button is not visible, hit the … button, and then select Delete.

Once the deletion is complete, another panel pops up, displaying the delete
confirmation. For a short period, you can undo the action by clicking on the Undo
button.

Delete Folder

1. Point to the folder to delete.

2. Click on the check box at the top right corner to select the folder.

3. Click on the option Delete.

The folder and its content will be removed.

3.2 USE COMMON PRODUCTIVITY APPLICATIONS

Concepts

Nowadays a variety of web apps such as word processors, spreadsheets, and

presentation software can be accessed from almost any browser.

Both Google and Microsoft are two of the big players in providing browser-based
environments that allow you to access documents, spreadsheets, calendars,
contacts, and more, all in one place online. OneDrive will let you access web

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ICDL Online Collaboration Lesson 3 – Using Online Collaborative Tools

versions of Microsoft's famous suite of productivity applications; a web-based

suite that competes directly with Google Docs.

Features of Web-Based Productivity Applications

 Multiple users can update files in real time

This allows everyone involved to work together from anywhere and at any
time, thereby facilitating global web-based collaboration and virtual teamwork.

 Allows sharing of files

A group of people can share a document without the need to run their own
server.
Steps
Create, Edit and Save Files Online

Use the OneDrive account for the following activities:

Create Files

1. Click on New.

2. Click on the required application.

3. The application will open in your browser allowing you to use it as you
would on a desktop application.

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Lesson 3 – Using Online Collaborative Tools ICDL Online Collaboration

Edit Files

1. Select the file to edit by clicking at the check box at the top right corner.

2. Click Open.

3. Edit the file as required.

4. Click on the FILE tab and choose Exit.

Save Files

Files created or edited in the OneDrive web apps is automatically saved. Do the
following to save files as another copy within the OneDrive storage:

1. Click on FILE tab and choose Save As.

2. Click on Save As.

3. Type a new name for the file

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ICDL Online Collaboration Lesson 3 – Using Online Collaborative Tools

4. Click on Save.

Concepts
Sharing

Files and folders can be shared to allow other users to view, edit or own them.
This saves having to send different versions of documents between workers and
allows for a coherent tracking system.

Steps
Share Files and Folders

1. Select the file or folder to share.

2. Click on Share.

3. Enter the email address of the person whom you wish to share with.

4. If required, enter a message in the box provided.

Concepts

Setting Permissions

Choose one of the following options to set permission options:

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1: Send email

Sending a file or folder through emails allows you to give specific individuals and
groups permission to a file or folder. This lets you remove permission for specific
individuals and groups later if you need to. Another benefit of sharing a file and
folder this way is that when the recipients view their OneDrive, the file or folder
will appear in the list of files shared with them.

1. On the Send email tab, add the email addresses, contact names, or a
group you want to share with.

2. Add an optional message.

3. If you want recipients to be able to sign in with a Microsoft account and

edit the file or folder, check the option Recipients can edit.

The people who edit a file or folder will be displayed under Sharing in the
details view of the file or folder.

If you want recipients to sign in with a Microsoft account before they can
view the file or folder, check the option Require everyone who accesses
this to sign in. This also helps prevent other people who could be
forwarded the email from being able to access your file or folder.

4. Click Share to save the permission settings and send the email with the
link.

You can also post a link on a social networking service that you have connected
to your Microsoft account.

1. Click the Post to tab and select a service to post to, or add one by clicking
Add services. Click Find more services and follow the instructions to
add a service that does not appear in the list.

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2. Add an optional message.

If you want the people on your social network to be able to edit the file or
folder you're sharing, check the option Recipients can edit.

3. Click Post.

The post will be published to the site along with a message if you have included
one, and a link to the file or folder. Anyone viewing the link on your social network
can forward it. If you selected Recipients can edit, people who receive the
forwarded link will be able to view and edit your file or folder.

2: Get a link

Choosing one of these options allows you to share a file or folder with a large
number of people you might not even know personally.

1. Click the Get a link tab.

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2. Choose the type of option you wish to attribute with this link. You can
select Edit or View Only.

a. View only
People with this link can only view your file or folder. Anyone who
has this link can also forward it, meaning people you might not
intend to share your file or folder with could get access to it.

b. Edit
People with this link can view your file or folder. They can also edit
Office documents using Office Web Apps without needing a
Microsoft account. Other edits, such as uploading to a folder, will
require signing in with a Microsoft account.

Anyone who has this link can forward it, and anyone who receives it
will also be able to edit your file or folder.

3. If you want to include the link in a message with a limited number of

characters (such as a text message), or share the link in a printed
document, click Shorten to make the URL shorter. This makes the link
easier to manually enter in the address bar.

To remove permission:

1. Select the shared file or folder.

2. Click on Sharing.

3. Choose the permission option.

4. Click on Remove Permissions.

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5. Click Close.

Concepts
Versions

You may wish to recover older versions of your files should considerable work be
done on one that may be incorrect or need to be checked against a previous
version.

Steps
To view previous versions of a file:

1. Select the file.

2. Click on the … icon.

3. Click on Version History.

4. Click on version on the left pane.

To restore previous version of a file:

1. Select the file you want to restore.

2. Click on the … icon and then Version History.

3. Select the version you are looking for.

3.3 USE ONLINE CALENDARS

Concepts

Online calendar allows you to keep tracks of your events and activities. You can
let others see your calendar, and view schedules that others have shared with
you.
Steps
Sharing Calendar and Granting Permission

To share a calendar and grant permission:

1. Click on the OneDrive drop down and choose Calendar.

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2. Click on Share.

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3. Click on the calendar name.

4. Enter the email address of the person with whom you want to share the
calendar with.

5. Choose a permission option from the drop down list.

6. Click Share.

Showing and Hiding Calendars

To show shared calendar:

1. Open the email containing the shared calendar link.

2. Click Accept.
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3. Set the required options for the shared calendar.

4. Click Save.

Managing Events

To create an event in a shared calendar:

1. Click on New drop down.

2. Choose the type of Event you wish to create.

3. Type in a name for the event on the Add a title area.

4. If required, type in the event description in the Add a description area.

5. In the Details pane below, enter the start and end date for your event.

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6. Choose the shared calendar name from the Calendar drop down list.

7. Specify the frequency if it is a recurring event using the Repeat drop down
list.

8. If required, set the reminder for the event.

To manage invitees and resources:

1. Type into the Add people search bar.

2. Type in the email addresses of the invitees.

3. To remove an invitee, click on the cross next to the invitee’s name.

4. To add a resource, such as a location, type the name of the location into
the Add a location bar. You can also use the Add room button to use
locations located on your directory.

5. Click Send in the top left corner of the event.

To accept or decline an invitation:

1. Open the email containing the event invite.

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2. Click on Accept or Decline as necessary.

3. If required, enter descriptive reply.

4. Click Send.

To edit an existing event:

1. Click on the event name on the calendar.

2. Click on the link View details for more options.

3. Click Send update.

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To cancel an existing event:

1. Click on the event name on the calendar.

2. Click on the link View details.

3. Click Cancel event.

4. Click Delete.

3.4 IDENTIFY AND USE SOCIAL MEDIA TOOLS

Concepts

Social media tools provide various means of interactions among people, allowing
them to create, share, and exchange information and ideas in virtual communities
and networks.

Tools Description Examples

Social networks A platform to build social networks or
relations among people, for example,
with common interests, activities,
backgrounds, or real-life connections. www.facebook.com

Wikis A website which allows users to add,

modify, or delete its content via a web
browser usually using a simplified
markup language or a rich-text editor.

en.wikipedia.org
Forums and Online discussion site of common http://www.topix.com/
groups interest. forum/us
Blogs A web site on which an individual or
group of users record opinions,
information, etc. on a regular basis. www.blogger.com

Wordpress.com

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Micro blogs A broadcast medium in the form of

blogging with typically smaller
content.
twitter.com
Content Allow users to share online
communities multimedia materials.

www.youtube.com

www.flickr.com

Steps
How to set up a social media account will differ between services, but there are
common features.

Set up Social Media Account

Social media platform: Facebook

To set up an account:

1. Go to www.facebook.com web page.

2. Fill in the details under the Sign Up section.

3. Click Sign Up.

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4. Follow the remaining steps to set up the account.

5. Activate the account using the verification email sent.

Concepts

Modify Permissions or Privacy Options

Facebook allows us to manage the privacy of our postings and links to apps.
Reviewing your privacy settings with regards to who can see your posts, find you
in searches both within and outside of Facebook (such as through Google) and
who can contact you is highly recommended to provide a safe and pleasant
experience on the site.
Steps
To set the privacy settings:

1. Log in to your Facebook account.

2. Click the lock icon at the top right.

3. Click on See More Settings.

4. Under Who can see my stuff? Option, click the Edit link.

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5. Use the Audience Selector to set read access.

6. Under Who can look me up?, click the Edit link. This option allows you to
control who can search for you.

7. Select the appropriate options.

8. On the left panel, click Timeline and Tagging. This option allows you to
set options for the tags.

9. Set the required options to control the write access such as who can post
on your timeline.

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10. Click Done.

Concepts

You can block users on Facebook should you feel the need to do so (such as in
the event of spamming, or online harassment) as well as applications.

Steps

To manage user invites:

1. On the left panel, click Blocking.

2. Set the required email address of users under the Block app invites and
Block event invites.

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3. Click Home.

Concepts

Manage Connections

You can use Facebook search to find people you know, pages to follow,
applications and many other items related to the site. You can also organise your
friends and / or family members into groups, allowing you to easily find them on
the homepage and message them collectively. Facebook also gives you the
option to delete users from your friends list.

Steps
To find users or groups:

1. Click on Find friends on the left pane.

2. Search for friends using accounts provided or search using the search box
at the top.

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To group connections:

1. On the left pane, click Friends.

2. Click on a category.

3. Add required contacts into the category the On This List option.

4. On the left pane, click Friends.

Click Create List to create a custom list category.

To remove connections or contacts:

1. Click the required list.

2. Click on the cross next to the email address.

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Concepts

Posting is one of the most popular features on Facebook, allowing users to share
updates from their lives through text or media. Users can also post links to articles
or videos, as well as other quirky features such as emoji and reactions that
Facebook updates on a regular basis. You can also share updates posted by
other people, make comments on posts, and directly reply to comments made on
posts.

Steps
Post Comments and Links

To post comments or links:

1. Click Home on the top right.

2. Type your comment in the Update Status box.

3. Click Post.

Reply and Forward Comments

To reply or comment on existing post:

1. Click the Write a comment box underneath the post.

2. Type your comment.

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3. Press ENTER.

To forward or share a status:

1. Click on the Share button.

2. Use the drop down list to specify how you would like to share the status.

3. Hit Share Now (Public) to instantly share the status, Share… to add a
comment to the shared status, or Send as Message to share it privately
with an individual or group.

4. Click Post or Send for the latter options.

Upload Content

To upload images:

1. Click on the Add Photo/Video link.

2. A pop-up window will appear allowing you to find the content on your
computer.

3. Select the image file you want to upload.

4. Click Open.

5. Click Post.
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6. You can tag people you were with, what you are doing or feeling, and the
location of the photograph by clicking the symbols below the picture.

To upload videos:

1. Click on the Add Photo/Video link.

2. A pop-up window will appear allowing you to find the content on your
computer.

3. Select the video file you want to upload.

4. Click Post.

It is also possible to upload and send documents through Facebook chat by

clicking the File icon and choosing the appropriate document. Once you have
selected the document, clicking Open will automatically send it to the receiver.

Remove Posts

To remove a post:

1. Mouse over an existing posting.

2. Click on the icon in the top right hand corner.

3. Click Delete.

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As the posting could have been shared by others, permanently deleting them may
not be possible.

Concepts
As mentioned previously, a wiki is a website which allows users to add, modify, or
delete its content via a web browser usually using a simplified markup language or
a rich-text editor. You can create wikis on certain sites, as well as edit pages that
have already been created.

Steps
Add and Update a Topic using Wiki

Wiki platform: Wikia

To set up a Wiki account:Go to www.wikia.com web page, scroll to the bottom of

the page and click Start a Wikia.

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1. Fill in both spaces and click Next.

2. Click on Sign Up and follow the instructions on screen.

3. Activate the account by using the link provided in the registered email.

4. Fill in what your Wiki is about, as well as selecting what category and
subcategory it falls under.

5. Choose a theme for your Wiki’s layout.

Once your Wiki is created you can edit the content by clicking the Edit icon on the
wiki page.

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3.5 USE ONLINE MEETING TOOLS

Concepts

Online meeting tools play a significant role in modern day business, providing
companies with a variety of options for planning and carrying out meetings over
the Internet.

Online meeting platform: AnyMeeting

Steps

To set up AnyMeeting account:

1. Go to www.anymeeting.com web page.

2. Click on Sign Up.

3. Click on either Signup with Google or Connect with Facebook.

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4. Fill in the rest of the form.

5. Click on Sign Up Now!

6. After you have signed up, you will have to download and install the
AnyMeeting app for your desktop.

Schedule and Cancel Meetings

To schedule a meeting in the AnyMeeting app:

1. Click on Schedule and the type of meeting you want to arrange.

2. Enter a topic for the meeting in the Title box.

3. Select the date, time, duration and time zone, and hit Schedule.

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4. Click on Go to Meeting Details.

5. Click on Schedule Meeting Now button.

6. Click on Go to Account Manager.

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To cancel a scheduled meeting:

1. Click on View Meeting Details.

2. Next to Status, click on Cancel This Meeting.

3. If required, enter a message.

4. Click Cancel this Meeting.

5. Click OK.

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Concepts

Meeting Invitations
Once a meeting has been created it is time to invite participants. You can also
remove participants after they have been invited, if they were mistakenly added or
are no longer needed in the meeting.

Steps
To invite participants:

1. Click on Invite More People.

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2. Click in the Attendees box and enter the email addresses of the invitees.

a. Emails separated with a comma

b. Emails separated with a line break

3. Click in the E-mail Message box.

4. Enter a message if required.

5. Click on Send Invitation.

To remove participants:

1. Click on Go to Meeting Details.

2. Click on the Registrations tab.

3. Click on Enable Registration Form.

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4. Click on the Edit link next to the email address of the participant to be
uninvited from the meeting.

5. Click on Delete this Registration.

6. Click OK.

7. Click on My Meetings.

Start and End Meetings

To start a meeting:

1. Click on the Upcoming Meetings tab if necessary.

2. Click on Start This Meeting button.

3. Install the screen share plug in if prompted.

4. When installation is complete, click the Enter This Meeting button.

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5. Specify the audio setting using the two options provided:

a. Use my computer
b. Use my telephone

6. Click the Got it, thanks! button.

7. Check the option Allow to enable the microphone and web camera.

8. Click Close.

The meeting window appears.

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Choose the mode under Meeting Options.

To end a meeting:

1. Click on the End Meeting icon at the top right of the window.

2. Click Yes, end the meeting.

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Concepts

When a meeting invite is sent out, participants will receive an email containing a
link for them to join the meeting. If you have been sent an invitation to a meeting
you need to understand how to accept or decline the invitation.
Steps
To join a meeting:

1. Open the email containing the invite.

2. Click on the link provided to join the meeting.

3. Enter name and email address.

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4. Click the Join the Meeting button.

The meeting window appears.

Concepts

Sharing and Unsharing Desktop and Files

Some of the most popular features with online meeting applications is the option
to share files and desktop view. Sharing a desktop is a useful feature when
presenting in a meeting or demonstrating how to do something.

Steps

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To share desktop or screen display:

1. In the meeting window, click on the Share icon.

2. Click on the monitor icon to share desktop and files directly.

3. Click on Share Full Screen.

Presenter screen display:

To unshare the desktop or screen display, click the Stop Screen Sharing button.

To share files:

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1. In the meeting window, click on the Share icon if necessary.

2. Click on the projector screen icon to share PowerPoint presentations or

PDF files.

3. Click the Upload button to select the required file.

4. Select the file and click Open.

5. Click Open Presentation.

To unshare files:

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1. Click the button Close.

2. Click on the projector screen icon.

3. Select the file to unshare.

4. Click the button Delete.

5. Click the button Close.

Concepts

Using Chat Features

The Text Chat pane works like many popular instant messaging and chat room
services currently available on the Internet.

Steps
To send a message:

1. Type your message in the area provided at the bottom of the pane.

2. Click the drop down to choose who will receive the message.

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a. Send to Everyone
Default option. Anyone can view the messages sent. This allows for
participants to interact with each other as well as the presenter.

b. Send to Presenters
Private Chat mode that allows messages sent by a Presenter to only
be seen by other Presenters within the meeting and will not be
viewable by the meetings Attendees.

c. Send to a Participant (select their name)

Allows a meetings participant to chat privately with another participant.

3. Press ENTER.

Chat Toolbar

    

Command Description
 Clear Chat History For Everyone Remove previous chat dialogues.

 Enable Private Chat Between Enable or disable the Private Chat

Attendees feature.

 Show Attendee Chat Only to To disable the ability for all attendees to
Presenters see other people’s chat messages.
Click the icon a second time to enable
the feature.

 Enable Sound Notification of Chat To enable an audible chime for chat

Messages messages.

 Remove from Audience View Allows the presenter to move the chat
feature to the meeting control bar.

Using Video and Audio Features

To broadcast video:

1. Click the Cam icon.

2. Choose to use a different webcam device if you have multiple ones by

clicking on the drop down menu below the preview feed.

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3. If necessary, set the bandwidth settings here to adjust the refresh rate
according to the speed of your connection.

4. Click the I’m ready! Broadcast my webcam! button.

Click the Cam icon to stop the broadcast.

To broadcast audio:

1. Click the Mic icon.

The default computer mic that is connected should automatically start

broadcasting now.

2. Mouse over the Mic icon to adjust the volume using the Volume Control
slider.

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3. Click on Audio Options for more options.

4. Click Close.

3.6 UNDERSTAND AND ACCESS ONLINE LEARNING

ENVIRONMENTS
Concepts

An online learning environment can be described as a virtual classroom that offers

students and teachers opportunities to interact with instructional materials,
interactions and events normally encountered in a real classroom setting.

The features of a typical online learning environment are:

1. Course notes

2. Resources

3. Calendar

4. Activities
a. Discussion forum or notice board
b. Chat
c. Quiz
d. Assignment
e. Assessment records
f. Journal

5. Email

An online course should offer as much support as possible in the form of

resources that will help learners to achieve the objectives and complete
assignments successfully. The facilitator can provide resources for their learners
to interact with and get rich information about the concepts and skills to be taught.

These resources can be files such as:

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 Presentations and tutorials

 Documents with handouts, study guide or worksheets

 Audio and movie files

 Hyperlinks to articles on the World Wide Web

Specific examples of Online Learning Environments include Virtual Learning

Environments and Learning Management Systems.

Virtual Learning Environments (VLEs)

 A web-based e-learning educational environment that models conventional

in-person education by providing equivalent virtual access to classes,
class content, tests, homework, grades, assessments, and other external
resources.

 A social space where students and teacher can interact through threaded
discussions or chat.

 Typically uses Web 2.0 tools for two-way interaction, and includes a
content management system.

Learning Management Systems (LMS)

 A software application for the administration, documentation, tracking,

reporting and delivery of e-learning education courses or training
programs.

 Ranges from systems for managing training and educational records to

software for distributing online or blended/hybrid college courses over the
Internet with features for online collaboration.

Steps
Access a Course

Online learning portal: Udemy.com

To access a course:

1. Go to udemy.com web page.

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2. Click on the Log In option at the top right corner of the page.

3. Click on a category to view for available courses.

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4. Click on a required course.

5. Click Start Learning Now.

6. Click on Continue to Course and view the course’s topics.

Steps
Upload and Download File

Upload and download option may not be available for all courses.

To upload a file:

1. Select the Content Area from the Course menu that holds the upload
section for assignment.

For example, the Course Documents area.

2. Click the name of the Assignment.

3. Click Browse next to File To Attach option,

4. Browse your computer and select a file to attach.

5. Click Open.

6. Click Submit when the page is complete.

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To download a file:

1. Click on the link provided in the course page.

2. Save the file to a specific location in your computer.

Concepts

Use a Course Activity

Course activities can consists of elements such assessments, quizzes, and

projects.
Steps
To use a course activity:

1. Click on the activity link provided.

2. Answer the questions based on the instructions provided.

3. Depending on the way the activities are structured, the result may be
shown immediately after each question or at the end of the activity.

To post a review or comment:

1. Click in the comment box provided or the Discussion Forums link.

2. Enter the required question, comment or review.

3. Click Post Comment / Review.

4. You can also post a comment when viewing a lecture by clicking the
discussion tab.

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3.7 REVIEW EXERCISE

1. In your online storage account, create a folder called My Work.

2. Upload a document from your computer to the online folder My Work.

3. Share the folder My Work by creating a link that can be emailed to anyone who
needs to view the file.

4. Create the following event in your calendar:

a. Event: Department Meeting

b. When: 1st Monday of next month, 9am
c. Duration: 1 hour

5. Send out an invite to a person of your choosing for this meeting.

6. In your social media account, create a group named as Class and add some people
from your class.

7. Post the following status update and ensure only the group Class can view it:

I’m completing my course on <enter date here>.

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MOBILE COLLABORATION

In this section, you will learn how to:

 Identify types of mobile devices and operating systems

 Understand Bluetooth and its use

 Understand Internet connection options and key security considerations

 Use mobile devices

 Manage apps

 Synchronise content
Lesson 4 – Mobile Collaboration ICDL Online Collaboration

4.1 MOBILE DEVICES AND OPERATING SYSTEMS

Concepts

Types of Mobile Devices

Mobile devices generally have the ability to connect to the Internet, support user
input and interaction, offer multiple functionality, and are physically the size of a
tablet computer or smaller. They have increased in popularity in recent years due
to a number of affordable products becoming available to a growing number of
people.

Examples of mobile devices include:

 Smartphones

 Tablets

A mobile device uses an operating system. Common operating systems for mobile
phones are:

 Apple's iOS
Popular operating system from Apple, running devices such as the iPhone,
iPad, and iPod Touch.

 Google's Android
Google's mobile device operating system, powering smartphones and
tablets from a range of device manufacturers.

 Microsoft's Windows Phone

Microsoft’s operating systems ships on devices from a variety of vendors.
Windows Phone 10 is particularly focused on integration with Windows 10,
Microsoft’s PC operating system

Understand Bluetooth and its Use

Bluetooth is a wireless technology standard for exchanging data over short

distances between fixed and mobile devices.

Uses for Bluetooth include:

 Cable replacement

 Voice and data access points

 Ad-hoc or temporary networking

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Internet Connections

Internet connection options available for mobile devices:

 Wireless (WLAN)
Wireless Local Area Network links two or more devices using a wireless
distribution method, and usually providing a connection through an access
point to the wider Internet. Wi-Fi hotspots are public locations (airports,
hotels, coffee shops) where you can connect your smartphone or laptop
wirelessly to the establishment's Internet service.

 Mobile Internet (3G, 4G)

4G is the fourth generation of mobile phone mobile communication
technology standards. It is a successor of the third generation (3G)
standards. A 4G system has the potential to provide high-speed Internet
access.

Although the above two can be considered complementary technologies,

sometimes you have to choose one over the other for either budget reasons
(mobile Internet data plans, especially for multiple devices, can be costly) or
technological limitations (when the Apple iPad first came out, for example, users
had to choose between getting a Wi-Fi-only model or wait for the version that
offered 3G as well as Wi-Fi).

Associated features:

Feature Wireless Mobile Internet

Speed Generally DSL or cable speeds Not as fast as Wi-Fi
Cost Many hotspots are free Depends on the data plan
Availability Must be connected to a specific Virtually everywhere: Connect
wireless network, for example at a wherever you can get a cellular
cybercafé signal

Key security considerations:

 Use a PIN
Enable a passcode (PIN) to restrict access to the device. This helps
prevent unauthorised individuals from getting at your data.

 Back up content
Back up content regularly to ensure it can be restored when needed or
transferred to another device if, for example, you lose your device.

 Turning wireless/Bluetooth off

Turning off wireless and Bluetooth can prevents unauthorised access to
your device although these services.

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Lesson 4 – Mobile Collaboration ICDL Online Collaboration

4.2 USING MOBILE DEVICES

Concepts

Connecting to the Internet Securely

Setting up a wireless connection differs from model to model and operating

system so the steps below are the basic way of connecting.

Steps
To connect using wireless:

1. Go to Settings.

2. Turn on Wi-Fi.

3. If necessary, select the wireless network based on the hotspot area.

To connect using mobile technology:

1. Go to carrier settings.

2. Turn on 3G/4G.

3. Turn on the mobile data feature.

Concepts

Searching the Web

Mobile devices come with web browsers built into them, and give you access to
mobile versions (and sometimes desktop versions) of websites. Mobile devices
may have limited access to certain types of web features however, in comparison
to using a PC or laptop.

Steps

1. Go to the web browser app (for example: Safari in iOS).

2. Tap in the URL or address box.

3. Enter the web site address or a search engine address.

4. Enter required keywords.

5. Tap Search.

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ICDL Online Collaboration Lesson 4 – Mobile Collaboration

Concepts
Send and Receive E-mail
Mobile devices have proven to be a popular choice with users who want to keep
track of their e-mails quickly and on the go. While many devices come with a built-
in mail application, you can also download specific apps for e-mail services (for
example Gmail or Outlook) on the respective device’s app store.
Steps
1. Tap the Mail app.

2. Tap on the Inbox.

3. If connected, new e-mails will be downloaded. Click on a mail to see the

content.

4. Compose a mail using new mail or message and tap Send.

Concepts
Managing Calendar Event
Similar to e-mail, calendar apps on mobile devices have proven a popular feature
with users. They allow users to keep track of events and even synchronise them
with their social media accounts to automatically update with any event they agree
to go to.
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Lesson 4 – Mobile Collaboration ICDL Online Collaboration

Steps
To add a calendar event:

1. Tap the Calendar app.

2. Select the date to add the event to.

3. Tap the add event option.

4. Enter the event details.

To edit a calendar event:

1. Select the date with the event.

2. Tap the event name.

3. Tap the Edit option.

4. Edit the event as required.

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ICDL Online Collaboration Lesson 4 – Mobile Collaboration

To delete a calendar event:

1. Select the date with the event.

2. Tap the event name.

3. Tap the option to delete the event.

Concepts
Sharing Pictures or Videos
You can share pictures and videos that you’ve saved to your device in a variety of
methods.

Steps
1. Select the picture or video in the gallery.

2. Tap the Share or Send option.

3. Choose the Mail, Message or a social media option. You can also use
Bluetooth to share through AirDrop on iOS devices, or share it directly
between Android devices.

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Lesson 4 – Mobile Collaboration ICDL Online Collaboration

4. Send or post the picture or video.

4.3 MANAGING APPS

Concepts

A mobile application (or mobile app) is a software application designed to run on

smartphones, tablet computers and other mobile devices. They are usually
available through application distribution platforms, which are typically operated by
the owner of the mobile operating system, such as the Apple App Store and
Google Play. Some apps are free, while others must be bought. Usually, they are
downloaded from the platform to the device.

The most common types of mobile apps include:

 News
 Social media
 Productivity
 Maps
 Games
 eBooks

The following steps are for a mobile device operating with the iOS operating
system. Similar options are available in other operating systems.

Steps
Searching for Apps

To search for an app:

1. Go to the app store (Apple App Store / Google Play.)

2. Use the Search feature to search for an app.

It is important to remember that there may be purchase costs for some

applications, as well as potential usage costs.

Install and Uninstall Apps

To install an app:

1. Tap on the required app.

2. Tap the Install option.

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ICDL Online Collaboration Lesson 4 – Mobile Collaboration

To uninstall an app:

1. Go to Settings.

2. In the general settings, tap the usage option.

3. Select the app to uninstall.

4. Tap the Delete App option.

Update Apps

If any update is available, it can be downloaded to the mobile device. In the app
store, simply tap the updates option and select the applications how wish to
update.

Using Apps

Voice / Video communication:

1. Tap the App (for example, FaceTime).

2. Use your contact list to call the person of choice.

For communication apps such as FaceTime, WhatsApp and Viber the recipient of
messages or calls also needs to have the app.

Social media:

1. Tap the App (for example, Facebook).

2. Use the app as you would on your desktop Internet browser.

Map:

1. Tap the App (for example, Google Maps).

2. Use the search bar to find the location of choice.

4.4 SYNCHRONISING CONTENT

Concepts

Synchronisation technologies are designed to synchronise a single set of data

between two or more devices, automatically copying changes back and forth. For

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Lesson 4 – Mobile Collaboration ICDL Online Collaboration

example, a user's contact list on one mobile device can be synchronised with
other mobile devices or computers.

Data synchronisation can be local synchronisation where the device and computer
are side-by-side and data is transferred or remote synchronisation when a user is
mobile and the data is synchronised over a mobile network.

Synchronisation is important because it:

 Acts as a backup.

 Can be used to restore apps and data.

 Allow you to manage what content is added to and removed.

Steps
To set up synchronising settings and synchronise (the iOS operating system is
used, but similar options are available in other operating systems):

1. Connect your device to your computer with the USB cable provided.

2. In iTunes, select the phone.

3. Decide whether you want iTunes to automatically synchronise your iPhone

and your contacts, calendars, e-mail accounts, and bookmarks.

4. If you want iTunes to sync your iPhone automatically whenever you

connect it to your computer, select the Automatically Sync When This
iPhone Is Connected check box (in the Options area).

5. If you want to sync only items that are selected in your iTunes library,
select the Only Sync Checked Songs and Videos check box.

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ICDL Online Collaboration Lesson 4 – Mobile Collaboration

4.5 REVIEW EXERCISE

1. Name two mobile devices.

2. List two operating system for mobile devices.

3. Which of the following is NOT an Internet connection option for mobile devices?
a. Wi-Fi
b. Android
c. 3G
d. 4G

4. Name one application distribution platform.

5. Synchronisation .
a. creates better sounding music files.
b. is used to manage apps and data.
c. is used to browse the web.
d. plays video files on mobile devices.

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ICDL Syllabus

Ref ICDL Task Item Location Ref ICDL Task Item Location
1.1.1 Recognise that ICT 1.1 Key Concepts 1.2.1 Understand ways in which
1.2 Cloud
(Information and of Online cloud computing facilitates Computing
Communication Collaboration online and mobile
Technology) can support collaboration like: storage
and promote online of shared documents and
collaboration. files, access to a range of
online applications and
1.1.2 Identify the main types of tools.
1.1 Key Concepts
services supporting online of Online
collaboration like: cloud Collaboration 1.2.2 Outline the benefits of
1.2 Cloud
computing, mobile cloud computing for users Computing
technology. Identify the like: reduced costs,
main types of tools enhanced mobility,
supporting online scalability, automatic
collaboration like: common updates.
productivity applications,
social media, online 1.2.3 Outline the risks of cloud
1.2 Cloud
calendars, online meetings, computing like: Computing
online learning dependence on provider,
environments. data protection and control,
potential loss of privacy.
1.1.3 Identify key characteristics
1.1 Key Concepts 2.1.1 Understand that additional
of online collaborative tools of Online 2.1 Common
like: multiple users, real applications, plug-ins may Setup Features
Collaboration
time, global reach, need to be installed to use
concurrent access. certain online collaborative
tools.
1.1.4 Outline the benefits of
1.1 Key Concepts 2.1.2 Identify common equipment
using online collaborative of Online 2.1 Common
tools like: shared files and used to support online Setup Features
Collaboration
calendars, reduced travel collaboration like: webcam,
expense, ease of microphone, speakers.
communication, enhanced
2.1.3 Recognise that firewall
teamwork, global access. 2.1 Common
restrictions may cause Setup Features
1.1.5 Be aware of the risks access issues for users of a
1.1 Key Concepts collaborative tool.
associated with using of Online
online collaborative tools Collaboration 2.2.1 Download software to
like: unauthorised access to 2.2 Setup of
support online collaborative Online
shared files, insufficient
tools like: VOIP, IM, Collaborative
management of version
document sharing. Tools
control, malware threats,
identity/data theft, service 2.2.2 Register and/or set up a
interruptions. 2.3 Managing
user account for a Account for a
collaborative tool. Collaborative
1.1.6 Recognise the importance
1.1 Key Concepts Deactivate, delete/close a Tool
of intellectual property of Online user account.
rights and the appropriate Collaboration
use of content when using 3.1.1 Understand the concept of
online collaborative tools. 3.1 Understand
online storage solutions and Use Online
and identify common Storage
examples.

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 Ref ICDL Task Item Location Ref ICDL Task Item Location
3.1.2 Identify the limitations of 3.2.6 Edit, cancel an existing
3.1 Understand 3.3 Use Online
online storage like: size and Use Online event. Calendars
limit, time limit, sharing Storage
restrictions. 3.3.1 Identify social media tools
3.4 Identify and
that support online Use Social Media
3.1.3 Upload, download, delete collaboration like: social Tools
3.1 Understand
online files, folders. and Use Online networks, wikis, forums and
Storage groups, blogs, micro blogs,
content communities.
3.1.4 Understand that common
3.2 Use Common
productivity applications Productivity 3.3.2 Set up, modify available
3.4 Identify and
can be accessed via the Applications permissions/privacy options Use Social Media
web. Identify common like: read access, write Tools
examples of web-based access, user invites.
productivity applications
like: word processing, 3.3.3 Find, connect to social
3.4 Identify and
spreadsheets, media users, groups. Use Social Media
presentations. Remove connections. Tools

3.1.5 Identify features of web- 3.3.4 Use a social media tool to

3.2 Use Common 3.4 Identify and
based productivity post a comment, link. Use Social Media
Productivity
applications: allows files to Applications Tools
be updated by multiple
3.3.5 Use a social media tool to
users in real-time, allows 3.4 Identify and
reply to, forward a Use Social Media
files to be shared.
comment. Tools
3.1.6 Create, edit and save files
3.2 Use Common 3.3.6 Use a social media tool to
online. 3.4 Identify and
Productivity upload content like: Use Social Media
Applications images, videos, Tools
3.1.7 Share, unshare a file, folder documents.
3.2 Use Common
to allow other users to view, Productivity
3.3.7 Remove posts from social
edit, own a file, folder. Applications 3.4 Identify and
media. Be aware that Use Social Media
3.1.8 View, restore previous permanently deleting posts Tools
3.2 Use Common
versions of a file. and photos may be difficult.
Productivity
Applications 3.3.8 Use a wiki to add to or
3.4 Identify and
3.2.1 Share a calendar. Grant update a specific topic. Use Social Media
3.3 Use Online
permission to view, edit a Calendars Tools
shared calendar.
3.4.1 Open, close online meeting
3.5 Use Online
3.2.2 Show, hide shared application. Create a Meeting Tools
3.3 Use Online
calendars. meeting: time, date, topic.
Calendars
Cancel the meeting.
3.2.3 Use a shared calendar to
3.3 Use 3.4.2 Invite, uninvite participants,
create an event, recurring Online 3.5 Use Online
event. set access rights. Meeting Tools
Calendars
3.2.4 Set a reminder for an 3.4.3 Start, end a meeting.
3.3 Use Online 3.5 Use Online
event. Calendars Meeting Tools

3.2.5 Invite, uninvite people, 3.4.4 Share, unshare desktop,

3.3 Use Online 3.5 Use Online
resources to an event. files in an online meeting. Meeting Tools
Calendars
Accept, decline an
3.4.5 Use available chat features
invitation. 3.5 Use Online
in an online meeting. Meeting Tools

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 Ref ICDL Task Item Location Ref ICDL Task Item Location
3.4.6 Use video, audio features 4.1.4 Understand Internet
3.5 Use Online 4.1 Mobile
in an online meeting. Meeting Tools connection options Devices and
available for mobile Operating
3.5.1 Understand the concept of devices: wireless (WLAN),
3.6 Understand Systems
an online learning and Access mobile Internet (3G, 4G).
environment. Identify online Online Learning Understand associated
learning environments like: Environments features of these options
Virtual Learning like: speed, cost,
Environments (VLEs) and availability.
Learning Management
Systems (LMS). 4.1.5 Understand key security
4.1 Mobile
considerations for mobile Devices and
3.5.2 Understand the features, devices like: use a PIN,
3.6 Understand Operating
functions available within and Access backup content, turn Systems
an online learning Online Learning wireless/Bluetooth on/off.
environment like: calendar, Environments
noticeboard, chat, 4.2.1 Connect to the Internet
4.2 Using Mobile
assessment records. securely using wireless, Devices
mobile technology.
3.5.3 Access a course in an
3.6 Understand
online learning 4.2.2 Search the web.
and Access 4.2 Using Mobile
environment. Online Learning Devices
Environments
4.2.3 Send, receive e-mail.
4.2 Using Mobile
3.5.4 Upload, download a file in
3.6 Understand Devices
an online learning and Access
environment. 4.2.4 Add, edit, remove a
Online Learning 4.2 Using Mobile
Environments calendar event. Devices
3.5.5 Use a course activity like: 4.2.5 Share pictures, videos
3.6 Understand 4.2 Using Mobile
quiz, forum. and Access using options like: e-mail, Devices
Online Learning messaging, social media,
Environments Bluetooth.

4.1.1 Identify types of mobile 4.3.1 Identify common

4.1 Mobile 4.3 Managing
devices like: smartphone, Devices and applications like: news, Apps
tablet. Operating social media, productivity,
Systems maps, games, ebooks.
4.1.2 Understand that mobile 4.3.2 Understand that
4.1 Mobile 4.3 Managing
devices use an operating Devices and applications are obtained
system. Identify common Apps
Operating from application stores.
operating systems for Systems Identify common
mobile devices. application stores for
mobile devices.
4.1.3 Understand the term
4.1 Mobile
Bluetooth and its use. Devices and 4.3.3 Search for a mobile device
4.3 Managing
Operating application in an application Apps
Systems store. Recognise that there
may be purchase, usage
costs associated with an
application.

4.3.4 Install, uninstall an

4.3 Managing
application on a mobile Apps
device.

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 Ref ICDL Task Item Location
4.3.5 Update applications on a
4.3 Managing
mobile device. Apps
4.3.6 Use an application on a
4.3 Managing
mobile device like: voice or Apps
video communication,
social media, map.

4.4.1 Understand the purpose of

4.4 Synchronising
synchronising content. Content
4.4.2 Set up synchronisation
4.4 Synchronising
settings. Content
4.4.3 Synchronise mobile
4.4 Synchronising
devices with mail, calendar, Content
other devices.

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Congratulations! You have reached the end of the ICDL Online Collaboration book.

You have learned about the key skills relating to online collaborative tools, including:

 Understanding the key concepts relating to online collaboration and cloud computing.
 Setting up accounts to prepare for online collaboration.
 Using online storage and web-based productivity applications to collaborate.
 Using online and mobile calendars to manage and plan activities.
 Collaborating and interacting using social networks, blogs, and wikis.
 Scheduling and hosting online meetings and using online learning environments.
 Understanding key mobile technology concepts and using features such as e-mail,
applications, and synchronisation.

Having reached this stage of your learning, you should now be ready to undertake ICDL
certification testing. For further information on taking this test, please contact your ICDL test
centre.
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