1. IT Learning Programme Nexus Demonstration See instructions to use this at http://www.oucs.ox.ac.uk/nexus/itss

2. IT Learning Programme Nexus Fundamentals Rob Eadie Nexus Team

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

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

5. 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

6. 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

7. IT Learning Programme Introduction to Presentation

8. Topics in Presentation

9. IT Learning Programme Working with Contact Lists

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

11. 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

12. Sending to a distribution list 12

13. Distribution Lists 13

14. Distribution Lists - Creating 14

15. Distribution Lists – Viewing Members 15

16. 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 http://tinyurl.com/portfolioITLP 16

17. IT Learning Programme Using Contacts

18. Electronic Business Cards 18

19. Location of a contact from address details 19

20. Can give you directions to the contact 20

21. Editing a Business Card 21

22. Viewing your Contacts 22

23. View by Detailed Address 23

24. View by Category 24

25. Sending a Business Card 25

26. Sending a Business Card 26

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

28. IT Learning Programme Journal Entries

29. Creating a Journal Entry 29

30. Viewing Journal Entries 30

31. Displaying the Journal button 31

32. Journal Entries - Automatically Recording 32

33. IT Learning Programme Using Email

34. Email 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

35. 35

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

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

38. Managing your emails Create some kind of structure 38

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

40. Recalling sent emails 40

41. IT Learning Programme Creating Rules

42. Rules to handle incoming emails 42

43. Out of office assistant 43

44. 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

45. IT Learning Programme Working with Calendars

46. 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

47. Multiple calendars – side by side 47

48. Multiple calendars – overlay mode 48

49. Sharing a calendar 49

50. Using a specific calendar Tick the calendar(s) you want to work with 50

51. IT Learning Programme Creating Appointments

52. Creating appointments 1.Fill in the details to create the appointment 2.When saved, the appointment will appear in the calendar 52

53. 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

54. Free and busy times 54

55. IT Learning Programme Scheduling Meetings

56. 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

57. Scheduling a meeting 57

58. Scheduling a meeting 58

59. Responding to requests You can choose how you want to deal with meeting requests by clicking the appropriate button in the Respond toolbar 59

60. Tracking meeting responses You can track the progress by opening the event in the calendar and pressing the tracking button 60

61. IT Learning Programme Using categories, rules and tasks

62. Using categories to manage items 62

63. 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

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

65. 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

66. IT Learning Programme SharePoint

67. SharePoint lists 1.You can see your SharePoint Lists in the navigation pane of Outlook 2007 2.Requires you enabling this from your SharePoint site 67

68. Viewing shared files through Outlook 2007 68

69. IT Learning Programme Delegate Access

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

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

72. IT Learning Programme Other email clients

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

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

75. 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

76. Outlook 2003 – what about collaboration? Shared workspace integration SharePoint lists 76

77. Outlook 2003 – what about the user interface / productivity? 77 RSS feedsTo-Do Bar Flag a message as task

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

79. 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 http://www.microsoft.com/mac/itpros/entourage-ews.mspx 79

80. Entourage 2008 – Calendar view 80

81. Mac mail? You’ll be able to use email Use separate iCal program for calendar Upgrade to Snow Leopard ? Snow Leopard is built with Exchange integration Mail, iCal and Address Book fully interact

82. iCAl with Snow Leopard

83. IT Learning Programme Outlook Web Access

84. 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 Email Create/view emailReply to/ Forward Out of Office messageCreate email 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)Voicemail options

85. 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 Email Create/View emailReply to/Forward Out of Office message Contacts and Tasks View University address bookView contacts Add contactsEdit contacts Other features Arrange by (limited)

86. Internet Explorer 86

87. Internet Explorer – Calendar View 87

88. Other browsers – OWA Light 88

89. Other browsers – Calendar view 89

90. Other browsers – Calendar view with Messageware add-on 90 https://webmail.nexus.ox.ac.uk/owa

91. IT Learning Programme Resources

92. Nexus web pages http://www.oucs.ox.ac.uk/nexus http://tinyurl.com/portfolioITLP Links to on-line training materials Information on byte-size courses at OUCS Setup instructions for mail clients Quick start cards 92

93. Thank You! Your feedback will be much appreciated Please look at the resource pages If you have any questions, please contact: help@oucs.ox.ac.uk 93

94. Questions? 94

95. Oxford University Computing Services IT Learning Programme