Restructured Extension Listserv Lists and Outlook: Creating Rules and Tips By: Greg Price, Northwest District Director and Brenda Rodgers, CAES OIT

Objectives Review restructured Extension Listserv Lists Review Usage Recommendations and Guidelines Review charts of Lists Outlook  Create & Edit Rules to Manage  Learn Tips to Organize Inbox

Restructured – Why? To reduce number of s received by all To better target Program Areas To allow for more efficient and accurate management of lists at the District level

Reduction in s Using lists based on program areas will allow for more targeted audiences Standardization of list names will increase ease of use and benefit creating Outlook Rules Outlook Rules will enable s to automatically be moved to folders or forwarded to others – reducing inbox clutter

Target Program Areas Everyone is assigned to a specific Program Area and title ‘Foundation’ list within District, ex. NEANRAGT Choose listserv list based on target audience Can choose Extension and State lists by program area Can choose specific district lists by program area

Managed at District Level Reduces time of management at all levels Decreases inaccuracies on all lists since name is added to only one foundation list at district level Decreases time to add new employees or remove employees from lists

All Extension State and County Lists  EXTALL  EXTANNOUNCE  EXTRETIRED  EXTANR  EXT4H  EXTFACS Includes County + District + State Faculty and Staff + UGE addresses + Extra Names EXTALL is Moderated from within the Associate Dean for Extension’s Office

All County and District Lists Includes County + District Faculty and Staff + UGE addresses + Extra Names  EXTCOALL  EXTCOAGT  EXTCEC – UGE does not receive No State Specialist or Staff on these lists

State Extension Faculty and Staff Lists Includes State Faculty and Staff  STEXTALL  STEXTANR  STEXT4H  STEXTFACS

Individual District Lists  NEALL  NEAGT  NEANR  NE4H  NEFACS  NECEC Includes County + District Faculty and Staff + UGE addresses + Extra Names UGE addresses are copied on all lists except the CEC list

EXTALL Usage Guidelines Use for Official business only Significant information of interest to ALL program areas at State and County levels Limited service interruptions for a single office or person should be communicated at District or Departmental levels instead of EXTALL

EXTALL - Moderated List Usage Guidelines Managed by an Moderator  Approval is based on content and whether the was sent to the most appropriate list  Moderator must approve before it is sent to EXTALL  Moderator will inform sender if is rejected for EXTALL Target your s to the appropriate Program Areas

EXTANNOUNCE Usage Guidelines Use this list to distribute non-business information of interest to all Extension employees Personal information concerning a death or sickness of an employee’s family should only be shared with the employee’s permission and limited to immediate family Do not send information on personal ‘For Sale’ items

General Usage Guidelines Choose ONE list that targets your audience To send to a list enter the list name followed or Click on the name of the list on the ‘Listserv Description’ web page and a ‘mail to:’ window will appear

Attachments Usage Guidelines Attachments are accepted by all lists except:  EXTALL  EXTANNOUNCE  EXTRETIRED Attachment formats are PDF and Word only Do Not send extremely large files If the system is abused, the privilege will be revoked

Chart Representations of Lists’ Hierarchy

Foundation Lists  Backbone of Extension Listserv Lists  Management of names at this level by Districts  Not intended for regular use  NEANRAGT, NEANRED, NEANRCEPA  NE4HAGT, NE4HED, NE4HCEPA  NEFACSAGT, NEFACSED, NEFACSCEPA  NECEC  NEOFFICES

EXTALL (Everyone, except EXTRETIRED, and including State Personnel)

EXTANNOUNCE (Same as EXTALL plus EXTRETIRED)

EXTCOALL (No State Extension Personnel)

EXTCOAGT (No Educators or CEPAs and no State Personnel)

EXTANR (Includes STEXTANR, All District ANR Agents, Educators and CEPAs)

EXT4H (Includes STEXT4H, All District 4-H Agents, Educators and CEPAs)

EXTFACS (Includes STEXTFACS, All District FACS Agents Educators and CEPAs)

EXTCEC (Includes District CECs)

EXTRETIRED (Includes Extension Retirees)

STEXTALL (Includes State Extension ANR, 4-H, and FACS Specialist and Staff)

STEXTANR (Includes State Extension ANR Specialist and Staff)

STEXT4H (Includes State Extension 4-H Specialist, Managers, Environmental Educators, Centers, Staff, and Technical Personnel)

STEXTFACS (Includes State Extension FACS Specialist and Staff)

Individual District Lists  NEALL  NEAGT  NEANR  NE4H  NEFACS  NECEC Includes County + District Faculty and Staff + UGE addresses + Extra Names UGE addresses are copied on all lists except the CEC list

NEALL (Includes NE District Personnel)

NEAGT (Includes NE District ANR, 4-H, and FACS Agents)

NEANR (Includes NE District ANR Agents, Educators and CEPAs)

NECEC (District CECs and District Office)

Q & A

Outlook: Creating Rules and Organizing Tips

What you can do with Rules?

How to Create Rules… From messages in the Inbox From the ‘Tools’ Menu

From a Message in the Inbox Right-click the message you want to create the rule for Select ‘Create Rule..’

Select Conditions & Actions Check ‘Sent to’ box Click ‘Select Folder…’ button

Select Move-To Folder: Existing Folder Navigate to your existing folder Select the folder Select ‘OK’

Select Move-To Folder: New Folder Or, Click the ‘New…’ button to create a new folder for the message

Location & Name Folder: For a New Folder Select Parent folder (rec. Inbox) Type name of new folder in ‘Name:’ field Select ‘OK’

Conditions Set – Finish Rule ‘Move to…’ box is now checked Folder is displayed Select ‘OK’

Run Rule on Current Folder Check the box to run the rule now Select ‘OK’

Example of Moved Messages Navigate to the folder to see the moved messages Create a shortcut to your folders with Rules in the ‘Favorites Folders’ section

Creating a Rule to Forward Messages

Creating Forward Rule from Message Follow same process as creating a rule, but click ‘Advanced Options’ button

Rules Wizard: Select Conditions Select Conditions - ex. ‘Sent to’ or ‘specific subject’

Rules Wizard: Select & Define Actions Select Actions such as  Forward  Move  Play a sound You can select all from this box Click underlined actions to define Click ‘Next’

Rules Wizard: Define ‘Sound’ Action  Clicking ‘Sound’ brings up the Windows Media folder  Select Sound to play  Click Open

Rules Wizard: Define ‘Forward’ Action  Clicking ‘people or distribution list’ brings up your Contacts box  Select person(s) or distribution list to forward to  Click OK

Rules Wizard: Define ‘Move’ Action  Clicking ‘Specified folder’ brings up box  Select Folder to move to  Click OK

Rules Wizard: Exceptions  Select any Exceptions you may want to apply  Notice the actions are all defined with the information you provided

Creating Rules from the Tools Menu

Create Rules from the Tools Menu Select ‘Tools’ Select ‘Rules and Alerts’

Create New Rule Click the ‘New Rule’ button

Rules Wizard

Select Actions to Perform on Message Move Forward Sound Click the blue links to fill in the appropriate information

Select the ‘From’ Address

Select the ‘Forward’ Address

Select the Folder to Move the Message

Finish the Rule Name the Rule Check box to run rule now Verify settings

Q & A

Outlook Tips Organizing your Inbox  Creating Folders  Using Colors  Using Flags  Sorting s by various options  From, Conversation, Flags, Size Using Categories

Creating Folders Easiest Method  Right – Click the Parent folder  Select ‘New Folder’  Type the name of the folder Or,  Select ‘File’ from the main menu  Then ‘New’  Then ‘Folder’ Or,  Press Ctrl + Shift + E, and the new folder box will appear

Using Colors for Easy ID Select ‘Tools’ > ‘Organize’ Click ‘Using Colors’ Make your selections

Color Applied

Automatic Formatting

Adding Reminders for Follow-Up Rt. Click Msg Select Follow-Up Reminder

Adding Flags to Distinguish This message indicates a reminder and a flag has been applied

Sorting Messages in Inbox Rt. Click ‘Arranged by:’ Select how you want to sort the Inbox Conversation is beneficial when you have been out of the office

Sorted by Conversation

Categories

What can I do with categories: View s by categories View calendar appointments by categories  Can help with Ga. Counts View Contacts by categories

Edit and Create Categories Select Edit Categories Delete or Add categories

Assign Categories to: Right click the message Select ‘Categories’ Select the category to assign Your message will now have

Assign Categories to: Select the category to assign your message Click ‘OK’

View Folder by Categories Select ‘View’ from main menu Select ‘Arrange by’ Select ‘Categories’

View Folder by Categories Here you can see the s sorted by categories This can be helpful when making sure you have all the information

Assigning Categories to Calendar Items Create your calendar item  Appointments  Daily Events Select the ‘Categories’ button in the bottom right  2007 – Select Category on the Ribbon at the top

Assigning Categories to Calendar Items

Sort Calendar Items By Categories

Extension Listserv List Web Site See all the lists discussed with a brief description of audience and general usage guidelines View files of the charts to help decide best list for target audience Click list name to bring up Outlook mailto: window Review FAQs

Extension Listserv List Web Site coextopr/structure/listserv/

When will the list be ready to use? An will be sent to the new EXTALL when the new lists are available for use (12/23/09)  Reminder in January too  Notify your District Office / State Program Leader if you do not receive the Please have patience as the new system gets fine tuned over the next couple months

Conclusion Target Your Audience and choose the most appropriate list EXTALL is moderated Create Rules to help manage Use tips to Organize your Inbox Organize and use categories in Outlook

Q & A

THANK YOU!