communicating effectively with outlook 2013 gareth johns it skills development advisor 1
TRANSCRIPT
Communicating Effectively with Outlook 2013
Gareth Johns IT Skills Development Advisor
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Course Aim
Explore features of Outlook 2013 that can help you manage your email, calendar and to-do list.
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Objectives
By the end of this session you should be able to:• Use tags to categorise emails, calendar items and tasks.• Flag email messages to remind yourself to action an email• Setup Quick Steps to automate frequently performed actions.• Create rules to process email automatically.• Use search tools and refinement options to find emails
quickly.• Create Search Folders to retain searches that you perform
often.• Use Outlook calendar features to manage your availability
and utilise other people’s availability to efficiently schedule meetings.• Share calendar details with colleagues, if appropriate.• Create tasks and track outstanding items using the To-Do bar
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Organising Your Mailbox - Techniques
Filer – meticulously move emails into specific folders.
Laissez-faire – leave it all in inbox. Let search do the work.
Mixed mode – move some important emails into specific folders.
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Organising your Mailbox - Tools
Filer Laissez-Faire
Quick Steps
Rules
Search
Flags
Tags
Search Folders
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Tags & Flags
Category Tags - categorise emails, calendar entries, contacts & tasks.• Customisable.• For your information &… • Used in searches, sorts & rules.
Flags add the item as a to-do item.Can set a due date and reminder options.
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Quick Steps
Automate frequently used actions. Located on the Home tab on the ribbon in Outlook and mail messages.
Easy to setup and run.
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Rules
Automatically process emails. Messages are processed when specified conditions are met.
E.g. from specified people or with certain words in subject or body.
Actions process the email. Possible actions include: move to a folder, reply, forward, flag and delete.
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Searching Your Mailbox
Search is very efficient. Search for name, subject, attachment or body of the message.
Refinement options available. E.g. From, Subject. Scope can be set to current folder or all mail items.
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Search Folders
Virtual folders - organise your mailbox without doing anything!
Contents are determined by criteria
Messages aren’t moved from folders – just a different perspective
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People Profiles & the People Pane
Mouse over a sender or recipient for their profile:• School/Unit• Availability
Shortcut to email/invite. Double Click on the name - meetings & more.
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Outlook Calendar
Displays scheduled activities. Five main views available:• Day• Work Week• Week• Month• Schedule
Advanced views available under View tab.• Active
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Calendar Appointments vs Meetings
Two types of calendar entries. Appointments – a scheduled activity that only you are involved in. E.g.:• Lecture• Dentist appointment.
Meeting – also scheduled but can invite other people by using a meeting request. E.g.:• team meeting• committee meeting• staff performance review
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Availability Status
Each calendar entry has an availability status.
Free, tentative, busy, out of office.
Used when viewing other people’s calendars or scheduling meetings through the Scheduling Assistant.
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Scheduling Assistant
Tool available when scheduling meetings. Displays other people’s schedules and suggests appropriate times for a meeting.
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Viewing Other People’s Calendars
Can view other people’s schedule. Only availability status is displayed (busy, tentative etc.). Their calendar appears alongside and can be overlaid onto yours.
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Sharing Your Calendar
Calendars can be shared with others to display more detailed event information.
Can also grant others the ability to modify your calendar.
Permission levels define the level of access.
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Shared Calendars
A calendar to schedule events relevant to a specific group of people.
Setup by request – contact Helpdesk. Behaves in similar manner to personal calendars, but access permissions are typically broader.
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Tasks
Things to be done! Simple or more complex:• Subject & Notes• Start & Due date• Status/Priority/%
Complete
Reminder can be set. Task can be assigned to someone else.
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To-Do Bar
To-Do Bar displays current task list.
Flagged email messages also appear.
Mark Complete to remove from the task list.
Sortable by due date or Arrange by: flag, category, folder, type, importance, start date.
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Recap
By the end of this session you should be able to:• Use tags to categorise emails, calendar items and tasks.• Flag email messages to remind yourself to action an email• Setup Quick Steps to automate frequently performed actions.• Create rules to process email automatically.• Use search tools and refinement options to find emails
quickly.• Create Search Folders to retain searches that you perform
often.• Use Outlook calendar features to manage your availability
and utilise other people’s availability to efficiently schedule meetings.• Share calendar details with colleagues, if appropriate.• Create tasks and track outstanding items using the To-Do bar
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Feedback
Your feedback is valuable to us.
Please help us to improve the relevance, content and delivery of our IT Training courses by completing a brief questionnaire.
Please check your emails for survey link
Thank you for attending
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Additional Information
Session hand outs and other resources available at:
tsr.cardiffmet.ac.uk/Learning/Help/Training/
Upcoming training sessions:• New schedule – mid July
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Contact Us
Visit an IT Advisor in the Learning Centres
029 2041 7000 7000
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Email Best Practice @ Cardiff Met
Follow good email etiquette. Beware of using email for confidential or sensitive communication
Link rather than attach – SharePoint.
Use Out of Office assistant Avoid using Cardiff Met email account for personal email.
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Email Etiquette
Use a meaningful subject line Brief and to the point. Know your recipient(s)• To smiley or not to smiley.• Consider tone.
Well formatted. Be informal, not sloppy. Avoid the (email) chain gang. Use a useful signature.
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Mobility Matters
Access email, calendar and tasks through browser
https://staffemail.cardiffmet.ac.uk Outlook can be configured on home computers. Mobile devices (iOS, Android, Windows RT) can be configured with Cardiff Met accounts.
Email, calendar and tasks available through Apps. 5 Minute Guides: tinyurl.com/5MinGuide