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Unit Standard 116945 Learner Guide

Download Learner guide in course materials


Use electronic mail to send and receive messages

NQF Level: 2

Credits: 2


This unit standard is intended for people who need to use electronic mail to send and receive messages either as a user of computers or as basic knowledge for a career in the ICT industry.

The performance of all elements is to a standard that allows for further learning in this area

Learning assumed to be in place

The credit value of this unit standard is calculated assuming a person has the prior knowledge and skills to:

  • Read, write, communicate and comprehend at least at GET level.
  • Operate a personal computer system.
  • Use generic functions in a Graphical User Interface (GUI)-environment

Unit standard range

This standard is applicable to any messaging application program that allows the assessment of the specific outcomes of the standard

Specific Outcomes and Assessment Criteria

Specific Outcome 1: Understand the concepts and terms of electronic messaging.

Assessment Criteria

  1. The structure of an email address is explained using an example
  2. Aspects of Network Etiquette are described. Aspects: content, subject line, privacy, confidentiality, viruses
  3. The benefits of using Email are explained. May include but is not limited to – speed, cost, time, time zones, portability
  4. The limitations of using the Internet are explained. May include but is not limited to – viruses, security, inappropriate use of Email, attachments

Specific Outcome 2: Create and send an E-mail message.

Assessment Criteria

  1. The electronic mail application is opened
  2. The message is addressed to the required recipients. Single and multiple recipients; addressee and CC
  3. The message header (subject) is consistent with the message purpose, and target audience.
  4. The message is checked for spelling mistakes prior to sending
  5. Text is manipulated. Manipulation: copied, moved, deleted. Copy and move to be demonstrated within and Email message and between E-mail messages
  6. A file is attached to the email message
  7. An attachment is deleted from an E-mail message
  8. The message conforms to organisation standards for E-mail
  9. A connection is established with an Internet Service Provider
  10. The E-mail is sent and received by the intended recipients
  11. Application Help functions are used
  12. The electronic mail application program is closed

Specific Outcome 3: Receive and respond to e-mails.

  1. E-mail messages are received
  2. The senders of the incoming mail are recognised
  3. The contents of incoming E-mails are displayed. Message, attached files
  4. Attached files are saved
  5. Incoming mail is highlighted. Flagged for future follow-up, marked as read / unread
  6. Response to incoming mail is initiated. Reply to sender, reply to all, forward; inclusive and exclusive of the original message.
  7. Precautions are observed when receiving mail. Includes but is not limited to – viruses, discussion lists, spam

Specific Outcome 4: Print an E-mail message

An E-mail is printed to the default printer.  A whole E-mail, specific text within an E-mail message

Specific Outcome 5: Work with multiple E-mail messages

  1. A number of E-mail messages are opened. Minimum 3 E-mail messages
  2. Control is switched between the open E-mail messages
  3. Text is manipulated between active E-mail messages. Minimum of 2 active E-mail messages; type of manipulation: move, copy
  4. Text is copied to an E-mail message from another source. Any source other than an E-mail source
  5. Text is deleted from an E-mail message
  6. An E-mail message is deleted: Sent to an archive facility and deleted completely

Specific Outcome 6: Adjust settings to customise the view and preferences of the application

  1. Toolbar menus are switched off and on
  2. The current view headings are changed
  3. Additional columns are added or deleted from the current view


Unit Standard Essential Embedded Knowledge

  • Proficient in relevant application packages.
  • Performance of all elements is to be carried out in accordance with organisation standards and procedures, unless otherwise stated. Organisation standards and procedures may cover: quality assurance, documentation, security, communication, health and safety, and personal behaviour.
  • Performance of all elements complies with the laws of South Africa, especially with regard to copyright, privacy, health and safety, and consumer rights.
  • All activities must comply with any policies, procedures and requirements of the organisations involved, the ethical codes of relevant professional bodies and any relevant legislative and/ or regulatory requirements.
  • Performance of all elements is to be completed within the normal range of time and cost that would be expected in a professional environment (e.g. In a commercial or government organisation).

Critical Cross-field Outcomes (CCFO)

  • Unit Standard CCFO Identifying Identify and solve problems in which responses display that decisions using critical and creative thinking have been made
  • Unit Standard CCFO Organising: Organise and manage oneself and one’s activities responsibly and effectively
  • Unit Standard CCFO Collecting: Collect, analyse, organise, and critically evaluate information
  • Unit standard CCFO Communicating: Communicate effectively using visual, mathematical and/or language skills in the modes of oral and/or written persuasion when engaging with the subject
  • Unit Standard CCFO Science: Use science and technology effectively and critically, showing responsibility towards the environment and health of others