technology training 11-10-2016

Technology TrainingNOVEMBER 10, 2016

William Mann,Chief Information Officer

Class AgendaEmail Management Get Control of the Crazy World of Email1. Messaging Protocols2. Follow Good Email Rules3. Email Security4. Stop Letting Email Control Your Life!

PDF Documents5. Why & When to use PDF instead of MS Word6. Creating Bookmarks7. Converting office documents to PDF8. Creating forms with Adobe Acrobat

Working With Shared Resources in Outlook9. Room Calendars10.Meeting Room Management / Reservations

Exploring ….• SKYPE for Business• Office 365 Portal• Microsoft 365 Mobile Apps

Digital Document Management Project Update

Q & A

Technology Training November 10,

2016

Email Management Did you know that thinking about the way you handle email can save you an amazing amount of time?

Well it can!

It’s easier then you think.

Email Management Do you ever feel like this when opening your inbox?

It doesn’t have to be that way.

Email Management

First Rule – You do not have to read and respond to most email messages as soon as they arrive.

I know this can be a difficult habit to change – but believe me, if you can – you will save an amazing amount of time and become more productive.

Email Management Here is what happens if you try to answer every email as it arrives.

1. You are minding your own business and working at your desk.

2. “Ta-da” a message arrives in your inbox.3. You stop working on your original task and open the

email.4. You read it.5. You consider what action to take. Does it need a

response? What is the sender asking for? Do you respond now? Do you take the time to find the information the sender wants. Do you take the time to write a response.

6. Once you are done responding you have to stop and think, “what was a doing before that email?”

7. Then you have to start the original task all over again.Each and every time you go through this process you are losing time!

Email Management Controlling Your Email and Becoming a More Productive – Happier Person.

Pick 4 times a day that you read and respond to email.

For me I try to stick to (1) first thing in the morning, (2) mid morning, (3) after lunch and (4) at the end of the day.

Handling your email in this fashion will save you time!

Try this!

Email Management Following Good – Sound Email Rules Will Protect You.

• Include a clear, direct subject line.• Think twice before hitting “reply all”.• Include a signature block.• No jargon . Use the proper word selection.• Use exclamation points sparingly.• Be caution with humor.• Reply – do not ignore.• Proofread every message.• Add the email address last.• Double check that you have selected the correct

recipient. • Keep your fonts classic.• Watch your tone.• Nothing is confidential – so write

accordingly.

Email Management Email Security Tips To Live By

• Use Separate Email Accounts• Create a Unique Password• Beware of Phishing Scams• Never Click Links in Email• Do Not Open Unsolicited Attachments• Scan for Viruses and Malware• Avoid Public Wi-Fi

Email Management Creating Rules in Outlook

There are a couple of easy ways to create rules. 1. From the “Home” menu select Rules to create one from

“scratch”.2. Right click on an email and select “Rules”.

Creating rules will help you manage incoming messages and keep your inbox clean and allow you to better manage workflow.

Working with PDF documentsPortable Document Format (Adobe Acrobat)

1. You will not need to worry about if the reader of your document has the correct program top open the document.

2. The reader of your document will see what you intended.

3. The PDF document is secure and cannot be changed.

Why use PDF documents as opposed to the native application when sharing documents?

Working with PDF documentsPortable Document Format (Adobe Acrobat)Creating PDF Documents right from Word or Excel is

very easy.

Working with PDF documentsPortable Document Format (Adobe Acrobat)Creating Bookmarks in Your PDF document.

First – make sure you have a Professional version of Acrobat. If you do not let us know.

There are 2 ways of creating bookmarks. One is using “hyperlinks” and the other is a “bookmark menu”.

Working with PDF documentsPortable Document Format (Adobe Acrobat)Creating Bookmarks in Your PDF document.

Option 1 – The Bookmark Menu

walkthrough

Working with PDF documentsPortable Document Format (Adobe Acrobat)Creating Bookmarks in Your PDF document.

Option 1 – Hyperlinkswalkthroug

h

Working with PDF documentsPortable Document Format (Adobe Acrobat)Creating

Forms.

Once you create a PDF document you can – very easily build a fillable form!

walkthrough

Working with Shared Resources in Outlook

We are now managing our meeting rooms in Outlook.

Adding Rooms to Your Outlook Calendars

Working with Shared Resources in Outlook

We are now managing our meeting rooms in Outlook. Room Reservations are

a click away now!

Working with Shared Resources in Outlook

Skype for Business

Q & A

walkthrough

Working with Shared Resources in Outlook

Microsoft Online Portal

Q & A

Working with Shared Resources in Outlook

Microsoft 365 Mobile AppsThere are many great Microsoft apps available for your mobile device that connect you to your work files and more.

Free to Download

Your Email, Your Calendar, Your Contacts and Cloud Storage all in One App!

Skype for Business

Q & A Time

I love tech questions but please keep them incredibly simple because I don’t

want to look bad.