IT Learning Programme Nexus Demonstration See instructions to use this at

IT Learning Programme Nexus Fundamentals Rob Eadie Nexus Team

3 Nexus Tasks Calendar Contacts Meetings Collaboration Room Bookings To Dos Sharing Scheduling Availability

Today’s arrangements Your teacher is Your demonstrators are We finish at You should haveClass notes Copies of slides 4

Your safety is important Where is the fire exit? Beware of hazards:  Tripping over bags and coats Please report any equipment faults to us Let us know if you have any other concerns 5

Your comfort is important The toilets are along the corridor outside the lecture rooms The rest area is where you registered; it has vending machines and a water cooler The seats at the computers are adjustable You can adjust the monitors for height, tilt and brightness ♫♪ 6

IT Learning Programme Introduction to Presentation

Topics in Presentation

IT Learning Programme Working with Contact Lists

If you… send plan meetings with colleagues use a shared calendar forget people from s have problems keeping everyone up to date You need distribution lists 10

Typical Department John Head of Dept Admin Jeni Manager Michael Alice Peter Finance Adam Manager Sue Matthew Beverley Services Paul Manager Tracy Jill Tony Sally Research Ruth Manager Bruce Clive Richard Jane PA 11

Sending to a distribution list 12

Distribution Lists 13

Distribution Lists - Creating 14

Distribution Lists – Viewing Members 15

Distribution Lists Notes on how to create distribution lists are available in pdf format You can find a link to them in WebLearn under the ITLP Portfolio 16

IT Learning Programme Using Contacts

Electronic Business Cards 18

Location of a contact from address details 19

Can give you directions to the contact 20

Editing a Business Card 21

Viewing your Contacts 22

View by Detailed Address 23

View by Category 24

Sending a Business Card 25

Sending a Business Card 26

Receiving a Business Card When you receive a business card, just right-click over the card to add it to your contacts 27

IT Learning Programme Journal Entries

Creating a Journal Entry 29

Viewing Journal Entries 30

Displaying the Journal button 31

Journal Entries - Automatically Recording 32

IT Learning Programme Using

Etiquette – Some Tips Short is sweet Check your spelling Make the Subject line meaningful Watch what you say Avoid flamming, don’t SHOUT Check attachments you send for viruses Protect the privacy of others 34

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Effective Management – Some tips Create a hierarchy of folders and name them sensibly Move messages out of the Inbox Optimise your 2Gb quota - delete s you don’t require immediately Use contact lists - avoids misspelling names, stores addresses reliably 36

Instant search facility 37 For Windows XP users, you’ll need to install the Windows Desktop Search component

Managing your s Create some kind of structure 38

Creating a Message Folder 1.Use a meaningful name 2.Move messages in the folder, (drag’n’drop, or with a rule) 39

Recalling sent s 40

IT Learning Programme Creating Rules

Rules to handle incoming s 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

IT Learning Programme Working with Calendars

Creating a new calendar 1.Select File>New>Folder 2.Give it a meaningful name 3.Select calendar items from the Folder contains drop- down 4.Click on OK 5.Click on the Calendar tab of the Navigation Pane to view the calendar 46

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

IT Learning Programme Creating Appointments

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

IT Learning Programme Scheduling Meetings

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

IT Learning Programme Using categories, rules and tasks

Using categories to manage items 62

Applying categories to messages 63 1.Group your messages according to your own categories 2.Rules can be created to attach categories to incoming messages

Create a rule to apply a category 64 Incoming messages are tagged with the ITSS-D category

To-do bar 65 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

IT Learning Programme SharePoint

SharePoint lists 1.You can see your SharePoint Lists in the navigation pane of Outlook Requires you enabling this from your SharePoint site 67

Viewing shared files through Outlook

IT Learning Programme Delegate Access

Delegating Invite others to share your information View another person’s shared information Share Outlook folders Reply to another person’s on their behalf 70

Granting access Thee levels of permission: 1.Reviewer 2.Author 3.Editor 71

IT Learning Programme Other clients

Outlook 2003 Vs Outlook 2007 Main differences fall into the following areas   calendar  collaboration  user interface / productivity  search 73

Outlook 2003 – what’s missing with ? Previewing attachments in s Colour categories Delay message delivery Out of office scheduling Instant search 74

Outlook 2003 – what’s 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? 77 RSS feedsTo-Do Bar Flag a message as task

Thunderbird or other IMAP client? You’ll be able to use Individual Calendar plug-in is available - Lightning Need OWA to share information (not OWA light) 78

Entourage 2008? You’ll 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 79

Entourage 2008 – Calendar view 80

Mac mail? You’ll be able to use 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

IT Learning Programme Outlook Web Access

OWA Features Available 84 Calendaring View your calendar (day/week/month)Make events private Show time as busyRespond with Accept, Decline, Tentative Track attendee meeting responsesMake a calendar event ‘private’ Show time as busyView a shared calendar Create a recurring eventSet a standard workday Create/view Reply to/ Forward Out of Office messageCreate rules Set message priorityRequest delivery receipt Request read receiptRecover deleted items Full view of headers Contacts and Tasks View University address bookView contacts Add contactsEdit contacts View tasksCreate tasks Edit tasks Other features Spell checkerReading pane Notifications and remindersWeekly calendar views Windows SharePoint Services Compose messages by using HTML Windows file share Integration Arrange by Right-click menuDrag and dropExplicit logon Type-down searchResource mailbox management Appearance (colour scheme)Voic options

OWA Light Features Available 85 Calendaring Make events privateShow time as busy Respond with Accept, Decline, TentativeTrack attendee meeting responses Make a calendar event ‘private’Show time as busy View a shared calendarCreate a recurring event Set a standard workdayCalendar day view only Create/View Reply to/Forward Out of Office message Contacts and Tasks View University address bookView contacts Add contactsEdit contacts Other features Arrange by (limited)

Internet Explorer 86

Internet Explorer – Calendar View 87

Other browsers – OWA Light 88

Other browsers – Calendar view 89

Other browsers – Calendar view with Messageware add-on 90

IT Learning Programme Resources

Nexus web pages 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: 93

Questions? 94

Oxford University Computing Services IT Learning Programme