IT Learning Programme The Oxford Nexus Groupware Service Coming soon to a computer near you! Note to ITSS: There are 3 packaged custom shows – brief, longer and full. Feel free to customise.

The Oxford Nexus Timelines 15 June. Beta adopters commence – copies of mailboxes 22 (most 29) June. Early adopters commence 13 July. OUCS as a department migrates 3 August. Early adopter departments migrate 1 September. New user mailboxes created. Students commence migration, inc taught Masters 7 Sept. Migration of staff and post grads (4 weeks) 19 Oct. Migration of remaining staff and post grads (3 weeks) End 09. Sharepoint pilot established Early 2010 Migration from non-Herald services 1 April 2010 – Oxford Nexus becomes a service

Communications Train the Trainer sessions allow for local support Opt outs allow ITSS to delay migration for users Online material to explain set up Webmail users – will be redirected to OWA Lots of training sessions focusing on group working Simple briefing cards, Outlook, OWA, Entourage

What should I do? Clean up any anomalies with current –Strange folder characters like / or “” –Folders differentiated solely by upper/lower case –Any tags, marks, or flags to categorise s will be lost: move these into separate sub-folders –Please delete and purge out your deleted items Read online documentation Arrange to go on a one-hour session as close to migration as possible Debate how the new features create efficiency Login to the new service once migrated

The central ‘glue’ to Oxford Nexus 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 5

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 6

Sending to a distribution list 7

View contacts by Detailed Address 8

Location of a contact from address details 9

View by Category 10

Effective Management Standard quota doubled to 2Gb Create a hierarchy of folders, name them, apply Rules to sort information Deleted mail–automatically purged after 90 days Use contact lists - avoids misspelling names, stores addresses reliably Distribution lists ensure appropriate recipients If using Outlook: flag messages, use categories Outlook2007 has Instant Search 11

Overlay calendars –see the big picture 12

Sharing a calendar 13

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 14

Scheduling meetings This is where we come back to distribution lists Use your distribution list(s) to plan meetings with people or groups of people from one request You will be able to see when people are free and so choose a date suitable for everyone Can book rooms and resources in a similar way The recipients of your meeting request will then accept, reject or tentatively accept your proposed date 15

Scheduling a meeting (1) 16

Scheduling a meeting (2) 17

Applying categories to messages 18 1.Group your messages according to your own categories 2.Rules can be created to attach categories to incoming messages

To-do bar 19 1.The To-Do Bar can show your upcoming appointments and flagged items 2.The flags are shaded—the brighter the flag, the closer you are to the due date of that particular task

Delegating Access Invite others to share your information View another person’s shared information Share Outlook folders Reply to another person’s on their behalf Accept calendar invitations Ideal for PA and Principal Applies to variety of sources, not just 20

Granting access Thee levels of permission: 1.Reviewer 2.Author 3.Editor 21

Out of office assistant 22

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 23

Client comparisons Outlook 2007 gives the optimum service Outlook Web Access (IE7+) gives a superior service Outlook 2003 gives a standard service Other clients give functionality as now Outlook Web Access Light gives reasonable access and limited own calendar Entourage for mac gives a standard service Snow Leopard will provide good integration Evolution may be the client for linux 24

Outlook Web Access on Internet Explorer – Look and feel of Outlook

Outlook Web Access on Internet Explorer – Tasks View 26

Outlook Web Access on Internet Explorer – Calendar View 27

Outlook Web Access on Internet Explorer – Contacts View 28

Other browsers – OWA Light Light version - limited functions, good accessibility 29

OWA Light on Firefox – Calendar view 30

OWA Light on Firefox – Contacts view 31

FAQ "When you are migrated webmail will become OWA" "You do not have to change client if you do not want to" "If you are using IMAP (i.e. Thunderbird, Eudora etc. etc.) you may need to re-subscribe to all folders"

Nexus web pages Links to on-line training materials Information on byte-size courses at OUCS 33