1. Created: 3/22/2006 Revised: 1/17/2012Office of Information, Technology and Accountability 1 SPS Email System MS Outlook 2010 Desktop & Web App

2. Office of Information, Technology and Accountability 2 Created: 3/22/2006 Revised: 1/17/2012 While waiting (Do Now) Access your Web-based SPS email account Go to SPS homepage www.sps.springfield.ma.us Click on Access Email at bottom of page Sign in

3. Office of Information, Technology and Accountability 33 Nine Elements of Digital Citizenship Student Learning and Academic Performance 1. Digital Access: full electronic participation in society 2. Digital Literacy: the process of teaching and learning about technology and the use of technology 3. Digital Communication: electronic exchange of information School Environment and Student Behavior 4. Digital Security & Safety: electronic precautions to guarantee safety/physical well-being in a digital technology world 5. Digital Etiquette: electronic standards of conduct or procedure 6. Digital Rights and Responsibilities: those freedoms extended to everyone in a digital world Student Life Outside the School Environment 7. Digital Commerce: electronic buying and selling of goods 8. Digital Health and Wellness: physical and psychological well-being 9. Digital Law: rights and restrictions Created: 3/22/2006 Revised: 1/17/2012

4. Office of Information, Technology and Accountability 44 Digital Citizenship Links www.digitalcitizenship.net www.digitalcitizenshiped.com/Curriculum.aspx www.netsmartz.org http://cybersmart.org/ www.bpscybersafety.org/index.html www.staysafeonline.info/ Created: 3/22/2006 Revised: 1/17/2012

5. Office of Information, Technology and Accountability 5 Standard 1: Demonstrate proficiency in the use of computers and applications as well as an understanding of concepts underlying hardware, software, and connectivity. Standard 3: Demonstrate the ability to use technology for research, critical thinking, problem solving, decision-making, communication, collaboration, creativity and innovation. Standard Addressed Created: 3/22/2006 Revised: 1/17/2012

6. Office of Information, Technology and Accountability 6 Created: 3/22/2006 Revised: 1/17/2012 SPS E-mail By the end of this session you will know and be Create a new message  Find a contact  Use cc and bcc  Understand e-mail etiquette Sort emails by: from, subject and received  Locate emails with attachments  Flag important emails Send, open and save an attachment Create a signature line Add a contact  Create a distribution list Create folders Create Events  Schedule meetings and appointments  Respond to meeting notices View by fields

7. Office of Information, Technology and Accountability 7 Created: 3/22/2006 Revised: 1/17/2012 You will demonstrate this by~ Add three people to your contacts Create an e-mail and send an email with an attachment Create a distribution list for your department and send them an email with a file attach. Create and invite three individuals to a meeting Create a folder where important emails can be stored.

8. Software vs. Web App MS Office 2010 - OutlookOutlook Web App Office of Information, Technology and Accountability 8 Created: 3/22/2006 Revised: 1/17/2012

9. Create a new message MS Office 2010 - OutlookOutlook Web App Office of Information, Technology and Accountability 9 Created: 3/22/2006 Revised: 1/17/2012

10. Enter in an email address MS Office 2010 - OutlookOutlook Web App Office of Information, Technology and Accountability 10 Created: 3/22/2006 Revised: 1/17/2012

11. Find contacts using “Check Names” feature MS Office 2010 - OutlookOutlook Web App Office of Information, Technology and Accountability 11 Created: 3/22/2006 Revised: 1/17/2012

12. Find Name and email address MS Office 2010 - OutlookOutlook Web App Office of Information, Technology and Accountability 12 Created: 3/22/2006 Revised: 1/17/2012

13. Highlight name and click MS Office 2010 - OutlookOutlook Web App Office of Information, Technology and Accountability 13 Created: 3/22/2006 Revised: 1/17/2012

14. Same for CC and BCC MS Office 2010 - OutlookOutlook Web App Office of Information, Technology and Accountability 14 Created: 3/22/2006 Revised: 1/17/2012

15. Subject Line create meaningful subject lines MS Office 2010 - OutlookOutlook Web App Office of Information, Technology and Accountability 15 Created: 3/22/2006 Revised: 1/17/2012

16. Type Message MS Office 2010 - OutlookOutlook Web App Office of Information, Technology and Accountability 16 Created: 3/22/2006 Revised: 1/17/2012 Type desired message here

17. Office of Information, Technology and Accountability 17 Created: 3/22/2006 Revised: 1/17/2012 Proper E-Mail etiquette Be formal – follow standard writing protocol… proper spelling, grammar, and punctuation. Use proper sentence case. ALL CAPS is the same a yelling Keep messages brief and to the point. Remember … Email isn’t private.

18. Send Message MS Office 2010 - OutlookOutlook Web App Office of Information, Technology and Accountability 18 Created: 3/22/2006 Revised: 1/17/2012 Type desired message here

19. Returned to inbox after sending MS Office 2010 - OutlookOutlook Web App Office of Information, Technology and Accountability 19 Created: 3/22/2006 Revised: 1/17/2012

20. Flagging Important Emails Office of Information, Technology and Accountability 20 Created: 3/22/2006 Revised: 1/17/2012 Click on Flag MS Office 2010 - Outlook Outlook Web App

21. Sorting Emails by date, from, subject MS Office 2010 - OutlookOutlook Web App Office of Information, Technology and Accountability 21 Created: 3/22/2006 Revised: 1/17/2012

22. Sorting Emails even by attachment and flags MS Office 2010 - OutlookOutlook Web App Office of Information, Technology and Accountability 22 Created: 3/22/2006 Revised: 1/17/2012

23. Sending Attachments MS Office 2010 - Outlook Outlook Web App Office of Information, Technology and Accountability 23 Created: 3/22/2006 Revised: 1/17/2012

24. Finding the attachment to send MS Office 2010 - Outlook Outlook Web App Office of Information, Technology and Accountability 24 Created: 3/22/2006 Revised: 1/17/2012

25. Make sure file is attached MS Office 2010 - OutlookOutlook Web App Office of Information, Technology and Accountability 25 Created: 3/22/2006 Revised: 1/17/2012

26. Send the email with attachment MS Office 2010 - OutlookOutlook Web App Office of Information, Technology and Accountability 26 Created: 3/22/2006 Revised: 1/17/2012 Fill in Subject, write Message, Fill in To, and Send

27. Receive and save attachments MS Office 2010 - OutlookOutlook Web App Office of Information, Technology and Accountability 27 Created: 3/22/2006 Revised: 1/17/2012

28. Receive attachments Office of Information, Technology and Accountability 28 Created: 3/22/2006 Revised: 1/17/2012 MS Office 2010 Outlook Outlook Web App

29. Save attachments MS Office 2010 - Outlook Office of Information, Technology and Accountability 29 Created: 3/22/2006 Revised: 1/17/2012

30. Save attachments Outlook Web App Office of Information, Technology and Accountability 30 Created: 3/22/2006 Revised: 1/17/2012

31. Signature Line What should be included Complete name Your official title Name of your organization Location of office Street, City, State, Zip Code Phone number with area code Fax number with area code Email address Mr. John J. Jones, Jr. Director of Public Relations Springfield Public Schools Central Office – 1550 Main Street – 2 nd floor Springfield, MA 01103 413.555.5551 Phone 413.555.5555 Fax jonesj@sps.springfield.ma.us Office of Information, Technology and Accountability 31 Created: 3/22/2006 Revised: 1/17/2012

32. Creating a Signature Line MS Office 2010 – Outlook Options Outlook Web App See All Options….. Office of Information, Technology and Accountability 32 Created: 3/22/2006 Revised: 1/17/2012

33. Creating a Signature Line MS Office 2010 - Outlook Office of Information, Technology and Accountability 33 Created: 3/22/2006 Revised: 1/17/2012

34. Creating a Signature Line Outlook Web App Office of Information, Technology and Accountability 34 Created: 3/22/2006 Revised: 1/17/2012

35. Creating a Signature Line MS Office 2010 - Outlook Office of Information, Technology and Accountability 35 Created: 3/22/2006 Revised: 1/17/2012

36. Adding a Contact MS Office 2010 - OutlookOutlook Web App Office of Information, Technology and Accountability 36 Created: 3/22/2006 Revised: 1/17/2012

37. Adding a Contact MS Office 2010 - OutlookOutlook Web App Office of Information, Technology and Accountability 37 Created: 3/22/2006 Revised: 1/17/2012 Be sure to save and close when finished

38. Creating a Contact Group MS Office 2010 - OutlookOutlook Web App Office of Information, Technology and Accountability 38 Created: 3/22/2006 Revised: 1/17/2012

39. Creating a Contact List MS Office 2010 - Outlook Office of Information, Technology and Accountability 39 Created: 3/22/2006 Revised: 1/17/2012 Be sure to save and close when finished

40. Creating a Contact List Outlook Web App Office of Information, Technology and Accountability 40 Created: 3/22/2006 Revised: 1/17/2012 Be sure to save and close when finished

41. Creating a Folder MS Office 2010 - Outlook Office of Information, Technology and Accountability 41 Created: 3/22/2006 Revised: 1/17/2012

42. Create a New Folder Outlook Web App Office of Information, Technology and Accountability 42 Created: 3/22/2006 Revised: 1/17/2012 Right-click the folder in which you want to create a new folder. For example, to create a subfolder in your Inbox, right-click Inbox. To create a new folder at the same level as your Inbox, right-click your name at the top of the folder list. Click Create New Folder. Type a name for your new folder. Press ENTER to save your changes.

43. Move an Email into a Folder Open Up Email Click Move icon on toolbar Select Folder where you wish to move the email Office of Information, Technology and Accountability 43 Created: 3/22/2006 Revised: 1/17/2012 MS Office 2010 - Outlook

44. Move an email to a Folder Outlook Web App Office of Information, Technology and Accountability 44 Created: 3/22/2006 Revised: 1/17/2012 Open up Email Click Move Icon on toolbar Select Folder where you wish to move the email Click Move

45. Outlook Calendar Views MS Office 2010 - OutlookOutlook Web Apps Office of Information, Technology and Accountability 45 Created: 3/22/2006 Revised: 1/17/2012 Views - Daily, Weekly, Monthly

46. Adding a new Appointment MS Office 2010 - Outlook Office of Information, Technology and Accountability 46 Created: 3/22/2006 Revised: 1/17/2012 1.Schedule appointment/meeting, subject, location, date, time, All day event 2.Recurrence of appointment/meeting 3.Invite Attendees and send 4.Save and Close

47. Adding a new Appointment Outlook Web App Office of Information, Technology and Accountability 47 Created: 3/22/2006 Revised: 1/17/2012 1.Schedule appointment/meeting, subject, location, date, time, All day event 2.Recurrence of appointment/meeting 3.Invite Attendees and send 4.Save and Close

48. Responding to an invitation MS Office 2010 - Outlook Office of Information, Technology and Accountability 48 Created: 3/22/2006 Revised: 1/17/2012

49. Responding to an invitation Outlook Web App Office of Information, Technology and Accountability 49 Created: 3/22/2006 Revised: 1/17/2012

50. Arrange Inbox by Fields MS Office 2010 - Outlook Office of Information, Technology and Accountability 50 Created: 3/22/2006 Revised: 1/17/2012

51. Arrange Inbox by Fields Outlook Web App Office of Information, Technology and Accountability 51 Created: 3/22/2006 Revised: 1/17/2012

52. Looking for something that you knew where it was on the desktop version MS Outlook 2003 and now cannot find it in 2010? http://office.microsoft.com/en-us/outlook- help/make-the-switch-to-outlook-2010- RZ101809884.aspx http://office.microsoft.com/en-us/outlook- help/make-the-switch-to-outlook-2010- RZ101809884.aspx http://www.lynda.com/Outlook-2010- tutorials/essential-training/63143-2.html http://www.lynda.com/Outlook-2010- tutorials/essential-training/63143-2.html Office of Information, Technology and Accountability 52 Created: 3/22/2006 Revised: 1/17/2012

53. Office of Information, Technology and Accountability 53 Created: 3/22/2006 Revised: 1/17/2012 Your turn- Add three people to your contacts Create an e-mail and insert a file, a clipart and send to a set of people Create a distribution list for your department and send them an email with a file attach. Create an event to three people in the room using the calendar in outlook

54. Office of Information, Technology and Accountability 54 Created: 3/22/2006 Revised: 1/17/2012 CATEGORY321 Use email to communicate within and across organizations.  Create e-mail messages in accordance with established business standards (e.g., grammar, word usage, spelling, sentence structure, clarity)  Manage mailboxes by deleting and organizing messages.  Use e-mail features such as reply requested, return receipt, out-of-office notices.  Create entry in address book.  Use address book to send e- mail.  Forward and redirect an e- mail.  Demonstrate knowledge e- mail etiquette (do not flame people, no all caps, reply all when only appropriate).  Use find and sort functions.  Create an e-mail account.  Access e-mail system using login and password.  Send, receive, and reply to an e-mail.  Save, delete, and print e- mail. Use email to share files and documents.  Open (or detach) and save attachments to the intended location.  Select appropriate strategy (attachment vs. link) for sharing information.  Use appropriate e-mail security measures. (e.g., use virus scan to check virus, do not download attachments from unknown sources.)  Access (open or detach) attached files and documents from e-mail message  Attach files, documents, and links to messages Open attachments for available applications. Rubric

55. Office of Information, Technology and Accountability 55 Created: 3/22/2006 Revised: 1/17/2012 55 Resources ISTE Publications, Digital Citizenship in Schools by Mike Ribble and Gerald Bailey, copyright 2007, ISBN No: 978-1-56484-232-9.