Outlook 2010 and Office Communicator Improving communications at Anglia Ruskin University

Today’s session BRIEFING1 hr Quick tour: Outlook 2010, including top 3 features to improve your productivity 15 mins Quick tour: Office communicator including live cross-campus demonstration 10 mins Quick guide: communication best practice at Anglia Ruskin University 10 mins What next? Information on how and when you can use these new tools 5 mins Quick hands-on: Try the top features yourself15 mins TRAINING2 hrs In-depth tour & hands-on: Outlook 2010 In-depth tour & hands-on: Office communicator

Highlights Outlook 2010 – Major changes from Outlook 2003 – ‘the Ribbon’ – Find messages quicker – improved search – Conversation view – to see message threads – Clean up your mailbox conversations – less clutter – Improved calendaring – Overlay view to compare Calendars – Improved web-based mail/Calendar Office communicator – Instant messaging (like MSN messenger/Skype) – Start a conversation from Outlook or the VLE – Screen sharing – Voice and video calls with multiple people – Available on and off campus

Communication Best Practice 1 – Anglia policy and tips and etiquette – is not instantaneous but used for wider dissemination of information and attachments. – To/cc/bcc if you use cc ensure the person being copied to understands the reason, and whether they are required to act on the contents – Do you need to Reply to all – s which may be mis-read: speak to the person – Lengthy exchange: use the phone/face-to-face – Appropriate signature, salutation and sign off according to whether internal or external – It is possible to switch off ‘ghost or audible alerts’ to avoid being distracted by

Communication Best Practice 2 Calendar – Anglia policy and tips and etiquette – Many business areas benefit significantly by ensuring that their Calendar is Open for all to see. This facilitates meeting bookings, etc – Even only publishing free and busy times may be useful – Hide Personal appointments by marking them as such

Communication Best Practice 3 OCS – OCS chat for quick conversations when the users are known to be available through ‘presence’ and urgent response needed. – Less ‘formal’ that – Same rules and etiquette rules apply as those contained in policy and etiquette guide – Screen Sharing of desktop to aid collaboration. – Use Web cam when you need to see contacts and avoid travel. – Conversation histories can be saved for reference as aide memoire

Communication Best Practice 4 Telephone – External calls have costs associated – and OCS is ‘free’. – No conversation histories – Use of audio conferencing to bring in multiple callers – need a ‘lead participant’ to maintain control