32 Using Email IT Learning Programme Email Etiquette Some Tips
Short is sweet Check your spelling Make the Subject line meaningful Watch what you say Avoid flamming, dont SHOUT Check attachments you send for viruses Protect the privacy of others 34
Effective email Management Some tips Create a hierarchy of folders and name them sensibly Move messages out of the Inbox Optimise your 2Gb quota - delete emails you dont require immediately
Use contact lists - avoids misspelling names, stores addresses reliably 36 Instant search facility For Windows XP
users, youll need to install the Windows Desktop Search 37 Managing your emails
Create some kind of structure 38 Creating a Message Folder 1. Use a meaningful
name 2. Move messages in the folder, (dragndrop, or with a rule) 39
Recalling sent emails 40 Creating Rules IT Learning Programme
Rules to handle incoming emails 42 Out of office assistant 43
Setting out of office rules 1. You can choose from people in your contact list(s) or from the Global Address List 2. You can set up
actions to handle incoming messages 3. You can set up a custom reply 44
Working with Calendars IT Learning Programme Multiple calendars side by side 47
Multiple calendars overlay mode 48 Sharing a calendar 49
Using a specific calendar Tick the calendar(s) you want to work with 50 Creating Appointments
IT Learning Programme Creating appointments 1. Fill in the details to create the appointment 2. When saved, the
appointment will appear in the calendar 52 Making appointments private If the calendar is shared, the people you share it with will know you have
an appointment, but they will not be able to see any details of the appointment 53 Free and busy times 54
Scheduling Meetings IT Learning Programme Scheduling meetings This is where we come back to distribution lists
You can use your distribution list(s) you can plan meeting with people or groups of people from one meeting request You will be able to see when people are free and so choose a date suitable for everyone The recipients of you meeting request will then accept, reject or tentatively accept your proposed date
56 Scheduling a meeting 57 Scheduling a meeting
58 Responding to requests You can choose how you want to deal with meeting requests by clicking the appropriate button in the Respond toolbar
59 Tracking meeting responses You can track the progress by opening the event in the calendar and pressing the tracking button 60
Using categories, rules and tasks IT Learning Programme Using categories to manage items 62
Applying categories to messages 1. Group your messages according to your own categories 2. Rules can be
created to attach categories to incoming messages 63 Create a rule to apply a category
Incoming messages are tagged with the ITSS-D category 64 To-do bar
1. The To-Do Bar can show your upcoming appointments and flagged items 2. The flags are even shaded the brighter the flag, the closer you are to the due date of that particular task
65 SharePoint IT Learning Programme SharePoint lists
1. You can see your SharePoint Lists in the navigation pane of Outlook 2007 2. Requires you enabling this from your SharePoint site
67 Viewing shared files through Outlook 2007 68 Delegate Access
IT Learning Programme Delegating Invite others to share your information View another persons shared information Share Outlook folders Reply to another persons email on their
behalf 70 Granting access Thee levels of permission:
1.Reviewer 2.Author 3.Editor 71 Other email clients
IT Learning Programme Outlook 2003 whats missing with email? Previewing attachments in emails Colour categories Delay message delivery Out of office scheduling
Instant search 74 Outlook 2003 whats missing with calendars? Viewing multiple calendars in overlay mode Calendar publishing / snapshot
Calendar view showing tasks by day Share free / busy details Scheduling assistant Task integration on calendar 75 Outlook 2003
what about collaboration? Shared workspace integration SharePoint lists 76 Outlook 2003 what about the user interface /
productivity? RSS feeds To-Do Bar Flag a message as task
77 Thunderbird or other IMAP client? Youll be able to use email Individual Calendar plug-in is available Lightning Need OWA to share information (not OWA light)
78 Entourage 2008? Youll be able to use Entourage 2008 in much the same way as Outlook 2007 The SharePoint lists feature is not available at the moment
Install Exchange Web Services for better performance http://www.microsoft.com/mac/itpros/entourageews.mspx 79 Entourage 2008 Calendar view
80 Mac mail? Youll be able to use email Use separate iCal program for calendar Upgrade to Snow Leopard ? Snow Leopard is built with Exchange integration
Mail, iCal and Address Book fully interact iCAl with Snow Leopard Outlook Web Access IT Learning Programme
OWA Features Available Calendaring View your calendar (day/week/month) Show time as busy Track attendee meeting responses Show time as busy Create a recurring event
Make events private Respond with Accept, Decline, Tentative Make a calendar event private View a shared calendar Set a standard workday Email Create/view email
Out of Office message Set message priority Request read receipt Full view of headers Reply to/ Forward Create email rules Request delivery receipt
Recover deleted items Contacts and Tasks View University address book Add contacts View tasks Edit tasks
View contacts Edit contacts Create tasks Other features Spell checker Reading pane Notifications and reminders Windows SharePoint Services
HTML Windows file share Integration Right-click menu Type-down search Appearance (colour scheme) Weekly calendar views Compose messages by using
Arrange by Drag and drop Explicit logon Resource mailbox management Voicemail options 84
OWA Light Features Available Calendaring Make events private Respond with Accept, Decline, Tentative Make a calendar event private View a shared calendar Set a standard workday
Show time as busy Track attendee meeting responses Show time as busy Create a recurring event Calendar day view only Email Create/View email
Out of Office message Reply to/Forward Contacts and Tasks View University address book Add contacts
View contacts Edit contacts Other features Arrange by (limited) 85
Internet Explorer 86 Internet Explorer Calendar View 87
Other browsers OWA Light 88 Other browsers Calendar view
89 Other browsers Calendar view with Messageware addon https://webmail.nexus.ox.ac.uk/ owa 90
Resources IT Learning Programme Nexus web pages http://www.oucs.ox.ac.uk/nexus http://tinyurl.com/portfolioITLP
Links to on-line training materials Information on byte-size courses at OUCS Setup instructions for mail clients Quick start cards 92 Thank You! Your feedback will be much appreciated
Please look at the resource pages If you have any questions, please contact: [email protected] 93 Questions?
94 IT Learning Programme Oxford University Computing Services
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