1. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES Introduction to Stanford Email and Calendar Instructor Ammy Hill Jo-Ann Cuevas-Pagliaro

2. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES 8/15/2015 IT Services Email Migration page 1 Agenda  Upcoming Changes and How It Affects You  Standard or Advanced Web Client  Browser Compatibility  Which Email Program do I use?  Navigation and Features  Mobile Devices  Help/Job Aids  Additional Training Opportunities

3. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES 8/15/2015 IT Services Email Migration page 2 Upcoming Changes and How It Affects You  Email migrates to a new server between October 29 th and December 15 th, 2008.  There is no requirement for you to change from your current desktop email client. Works with:  Outlook  Apple Mail  Thunderbird  Eudora*  and others  If you’re using a desktop email client, you may not notice the change. Things you might notice:  More storage – most go from 500 MB to 1 GB  New Webmail interface  *Eudora users should consider moving to a new email program soon, but not because of this change.  Work with your local tech support and submit a HelpSU ticket before making big changes.

4. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES 8/15/2015 IT Services Email Migration page 3 Which Email Program Do I Choose? You may want to choose:  Webmail only Perfect for people who want to access their mail from more than one computer and who don’t have large email stores (limited to 1gb)  Outlook (w/ Outlook Connector) Works best for PC/Windows users who have years of stored email and want to archive those stores on their hard drive. Can be used exclusively or paired with webmail.  Mail, iCal, and Address Book (w/ iSync Connector) Works best for Macintosh users who have years of stored email and want to archive those stores on their hard drive. Can be used exclusively or paired with webmail.  Thunderbird Works best for Unix or Linux users or folks who want to avoid Outlook or Apple Mail. Allows local storage of email. Can be used exclusively or paired with webmail.

5. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES 8/15/2015 IT Services Email Migration page 4 Browser Compatibility  Works equally well on: Firefox Safari Internet Explorer 7.0 (PC)  Users report much slower performance when using Internet Explorer, especially IE 6.  Works in Standard mode only: Google Chrome  Must have minimum screen resolution of 1024 x 768

6. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES 8/15/2015 IT Services Email Migration page 5 Navigation (tabs)  Navigation (tabs) Mail Address Book Calendar Tasks Preferences

7. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES Navigation - The Mail Anatomy 8/15/2015 IT Services Email Migration page 6 1 2 3 4 5 6 1.Stanford link, Search Bar, Standard/Advan ced toggle, Help, and Log out. 2.User Name, Quota, and Application Tabs. The applications that you can access are listed in the tabs. 3.Toolbar. Changes depending on the application in use. 4.Overview Pane. Displays your folders, saved searches, tags, and zimlets. Displays different items for different application tabs. 5.Mini Calendar 6.Content Pane. Changes depending on the application in use.

8. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES 8/15/2015 IT Services Email Migration page 7 Navigation - Mail Views View By Message or By Conversation  By Conversation groups messages with the same subject together so that you can see the message and any replies together  By Message puts messages in the Inbox in the order received  View By Conversation is the default Reading Pane  With Reading Pane on, messages display in the lower half of the screen  With Reading Pane off, double-click to see the message  Reading Pane on is the default

9. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES 8/15/2015 IT Services Email Migration page 8 Navigation - Mail Features  Default Folders Inbox – all new incoming mail Sent – all outgoing mail Drafts – saved unsent messages Junk – for spam Trash – deleted mail. Deleted mail is emptied from trash every 30 days.  Create Folders Embed folders in folders  Tags  Mail Filters Create filters from the Preferences tab. ( See Preferences section.)  Attach documents to display in email body  Sort your mail  Search your mail

10. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES 8/15/2015 IT Services Email Migration page 9 Searching  Basic search searches left to right for a string of text  Click the Advanced search button to access additional searching options  You may search for appointments, tasks, emails, etc. using the same search to search across item types

11. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES 8/15/2015 IT Services Email Migration page 10 Advanced Search  Advanced Search allows you to search by more than just the basic options.  As you add each search term, the results update dynamically. AttachmentSearch for documents with or without an attachment, or for a specific type of attachment BasicSearch the From, To, CC, Subject and Content (body) DateSearch for a message that received before, after, or on a specific date DomainSearch for messages from a specific domain like @stanford.edu FolderLimit your search to a specific folder Saved SearchIf you build the same search regularly, you can save it and it will add to the navigation bar (on the left) and will be available in the Advanced Search SizeSearch for messages that are smaller or larger than a size value you specify ZimletsSearch for messages that contain a URL or phone number StatusSearch for messages that are Flagged, Read or Unread, or that you’ve Replied to or Forwarded. TagSearch for messages with one or more tags. TimeSearch for messages using relative time frames like items that were received in the last hour, last 4 hours, today, yesterday, this week, last week, this month, last month, this year, or last year.

12. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES 8/15/2015 IT Services Email Migration page 11 Navigation - Address Book Address Book is where you store contact details.  By default a Contacts and an Emailed Contacts address book are included to be used in Stanford Email and Calendar. In Stanford Address Book you can: Access the Global Address List (GAL) (also called Company Contacts). This is StanfordWho with Stanford View access. Create your own Contact Groups (aka “personal distribution lists” in Eudora). Add additional contact information when the name is in a list in your Address Book.

13. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES 8/15/2015 IT Services Email Migration page 12 Navigation - Calendar  The new Stanford Calendar lets you track and schedule your appointments, meetings, and events. With the new calendar, you can: Create appointments and schedule meetings. Mark them private or public Create all-day events Create different personal calendars Use Quick Add to quickly create an appointment View other peoples free/busy schedules to facilitate group scheduling Display your free/busy status by managing your schedule Print your calendar or sync with a mobile device (iPhone,Windows Mobile 6, or Treo 650) Share your calendar with coworkers

14. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES Meeting Status Meeting status is displayed by color saturation.  New – needs action  Accepted  Tentative  Declined 8/15/2015 IT Services Email Migration page 13

15. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES 8/15/2015 IT Services Email Migration page 14 Calendar Views  View the calendar in five modes: Day View Work Week View Week View Month View Schedule View  View your calendar or calendars that have been shared to you Additional calendars are displayed overlaid over your calendar Schedule view displays calendars side-by-side

16. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES 8/15/2015 IT Services Email Migration page 15 Viewing Others Calendars  Calendars you have access to display in the left hand column below your calendar(s)  For new shares, you will receive an email. Accept the share from the email The shared calendar will display in your calendar in the left hand column. It is on by default. Uncheck the box to remove the overlay.

17. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES 8/15/2015 IT Services Email Migration page 16 Sharing in Stanford Email and Calendar  You may share email folders, calendars, address book folders, and task lists  To Share a Calendar, right-click (or Control+click) and select Share Calendar  Enter the email address Internal – anyone on Stanford Email and Calendar External – any other email address Public – use with caution!  and select a role Viewer - see what’s on your calendar Manager – like Designate in Sundial Admin – may share this calendar to others

18. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES 8/15/2015 IT Services Email Migration page 17 Printing Your Calendar  In the left hand column, check the calendars you would like to have included when you print  Select the view (Day, Work Week, Week, Month, or Schedule) you would like to print  Click the Print icon  Click OK on the Printer dialog screen  Close the Print View window

19. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES 8/15/2015 IT Services Email Migration page 18 Navigation - Tasks  The Tasks feature lets you create to-do lists and manage tasks through to completion. Some things you can do with tasks, include: Add tasks to the default Tasks list Create other task lists to organize your to-do lists by more specific activities, such as by work or personal projects. Share a Task list with others. Sort task lists by subject, status, percentage complete, and due date. Move a task to another list

20. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES 8/15/2015 IT Services Email Migration page 19 Standard or Advanced Web Client  The Advanced Web Client offers the full set of Ajax based web collaboration features. The advanced web client works with the newer browsers and faster internet connections.  Standard Web Client is a good option when internet connections are slow or users prefer HTML-based messaging for navigating within their mailbox.  Stanford Email and Calendar defaults to the Advanced Web Client Each time you log in you can choose which web client version you want to use, either default Advanced or Standard. If your preferred client type is not the default, you can change it in the Preferences>General tab.

21. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES 8/15/2015 IT Services Email Migration page 20 Mobile Devices  iPhone 2.0 and Windows Mobile 6 are best recommendations.  Palm Treo 650 is compatible.  Palm Treo 680 has issues and cannot do over-the-air sync.  If you use Windows Mobile 5, find out if an upgrade to 6 is available for your device.  Blackberry push mail requires a BES license. There will be an additional charge (TBD) for this service.  See the Zimbra Mobile Device Capability page for more info.

22. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES 8/15/2015 IT Services Email Migration page 21 Help / Documentation  Help: HelpSU – http://helpsu.stanford.eduhttp://helpsu.stanford.edu Request Category: Email and Calendar Request Type: Email = Webmail Calendar = Stanford Calendar Searchable Helphttps://zimbra- prod.pobox.stanford.edu/zimbra/help/en_US/advanced/Zimbra_User_He lp.htmhttps://zimbra- prod.pobox.stanford.edu/zimbra/help/en_US/advanced/Zimbra_User_He lp.htm  Documentation: Stanford Email and Calendar Web Sitehttp://www.stanford.edu/services/emailcalendarhttp://www.stanford.edu/services/emailcalendar Project Web Site: http://iec.stanford.edu http://iec.stanford.edu Migration Checklist: http://iec.stanford.edu/checklist.html http://iec.stanford.edu/checklist.html

23. STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES What questions do you have? For more information, go to: http://iec.stanford.eduhttp://services.stanford.edu/emailcalendar