1. Communicating Effectively with Outlook 2013 Gareth Johns IT Skills Development Advisor 1

2. Course Aim 2 Explore features of Outlook 2013 that can help you manage your email, calendar and to-do list.

3. Objectives By the end of this session you should be able to: Use tags to categorise emails, calendar items and tasks. Flag email messages to remind yourself to action an email Setup Quick Steps to automate frequently performed actions. Create rules to process email automatically. Use search tools and refinement options to find emails quickly. Create Search Folders to retain searches that you perform often. Use Outlook calendar features to manage your availability and utilise other people’s availability to efficiently schedule meetings. Share calendar details with colleagues, if appropriate. Create tasks and track outstanding items using the To-Do bar 3

4. Organising Your Mailbox - Techniques Filer – meticulously move emails into specific folders. Laissez-faire – leave it all in inbox. Let search do the work. Mixed mode – move some important emails into specific folders. 4

5. Organising your Mailbox - Tools Filer Laissez- Faire 5 Quick Steps Rules Search Flags Tags Search Folders

6. Tags & Flags Category Tags - categorise emails, calendar entries, contacts & tasks. Customisable. For your information &… Used in searches, sorts & rules. 6 Flags add the item as a to-do item. Can set a due date and reminder options.

7. Quick Steps Automate frequently used actions. Located on the Home tab on the ribbon in Outlook and mail messages. Easy to setup and run. 7

8. Rules Automatically process emails. Messages are processed when specified conditions are met. E.g. from specified people or with certain words in subject or body. Actions process the email. Possible actions include: move to a folder, reply, forward, flag and delete. 8

9. Searching Your Mailbox 9 Search is very efficient. Search for name, subject, attachment or body of the message. Refinement options available. E.g. From, Subject. Scope can be set to current folder or all mail items.

10. Search Folders Virtual folders - organise your mailbox without doing anything! Contents are determined by criteria Messages aren’t moved from folders – just a different perspective 10

11. People Profiles & the People Pane Mouse over a sender or recipient for their profile: School/Unit Availability Shortcut to email/invite. Double Click on the name - meetings & more. 11

12. Outlook Calendar Displays scheduled activities. Five main views available: Day Work Week Week Month Schedule Advanced views available under View tab. Active 12

13. Calendar Appointments vs Meetings Two types of calendar entries. Appointments – a scheduled activity that only you are involved in. E.g.: Lecture Dentist appointment. Meeting – also scheduled but can invite other people by using a meeting request. E.g.: team meeting committee meeting staff performance review 13

14. Availability Status Each calendar entry has an availability status. Free, tentative, busy, out of office. Used when viewing other people’s calendars or scheduling meetings through the Scheduling Assistant. 14

15. Scheduling Assistant Tool available when scheduling meetings. Displays other people’s schedules and suggests appropriate times for a meeting. 15

16. Viewing Other People’s Calendars Can view other people’s schedule. Only availability status is displayed (busy, tentative etc.). Their calendar appears alongside and can be overlaid onto yours. 16

17. Sharing Your Calendar Calendars can be shared with others to display more detailed event information. Can also grant others the ability to modify your calendar. Permission levels define the level of access. 17

18. Shared Calendars A calendar to schedule events relevant to a specific group of people. Setup by request – contact Helpdesk. Behaves in similar manner to personal calendars, but access permissions are typically broader. 18

19. Tasks 19 Things to be done! Simple or more complex: Subject & Notes Start & Due date Status/Priority/% Complete Reminder can be set. Task can be assigned to someone else.

20. To-Do Bar 20 To-Do Bar displays current task list. Flagged email messages also appear. Mark Complete to remove from the task list. Sortable by due date or Arrange by: flag, category, folder, type, importance, start date.

21. Recap By the end of this session you should be able to: Use tags to categorise emails, calendar items and tasks. Flag email messages to remind yourself to action an email Setup Quick Steps to automate frequently performed actions. Create rules to process email automatically. Use search tools and refinement options to find emails quickly. Create Search Folders to retain searches that you perform often. Use Outlook calendar features to manage your availability and utilise other people’s availability to efficiently schedule meetings. Share calendar details with colleagues, if appropriate. Create tasks and track outstanding items using the To-Do bar 21

22. Feedback Your feedback is valuable to us. Please help us to improve the relevance, content and delivery of our IT Training courses by completing a brief questionnaire. Please check your emails for survey link Thank you for attending 22

23. Additional Information Session hand outs and other resources available at: tsr.cardiffmet.ac.uk/Learning/Help/Training/ Upcoming training sessions: New schedule – mid July 23

24. Contact Us 24 training@cardiffmet.ac.uk Visit an IT Advisor in the Learning Centres 029 2041 70007000

25. Email Best Practice @ Cardiff Met Follow good email etiquette. Beware of using email for confidential or sensitive communication Link rather than attach – SharePoint. Use Out of Office assistant Avoid using Cardiff Met email account for personal email. 25

26. Email Etiquette Use a meaningful subject line Brief and to the point. Know your recipient(s) To smiley or not to smiley. Consider tone. Well formatted. Be informal, not sloppy. Avoid the (email) chain gang. Use a useful signature. 26

27. Mobility Matters 27 Access email, calendar and tasks through browser https://staffemail.cardiffmet.ac.uk Outlook can be configured on home computers. Mobile devices (iOS, Android, Windows RT) can be configured with Cardiff Met accounts. Email, calendar and tasks available through Apps. 5 Minute Guides: tinyurl.com/5MinGuide