How to Use Microsoft Outlook Web Access Training Module Design Plan

1. How to Use Microsoft Outlook Web Access Training Module Design Plan Dora Elia Rodriguez March 14, 2010 EDTC 3332 Instructional Technology Practicum

2. Needs Assessment : • In my current workplace, the Family Service Worker is responsible for informing the teachers of upcoming trainings, meetings, workshops or other events for upcoming month. Currently, the Family Service Workers are spending too much time trying to create, send, or reply to the e-mails being they are receiving and they are losing key recruiting time necessary to keep the center enrollment list updated. It is also creating problem because valuable trainings are being missed by teaching staff due to the lack of information being received.

3. Needs Assessment continued… • After close analysis it has been determined that the Family Service Workers are having the most difficulty creating, sending, forwarding and replying to e-mails. It has been determined that Family Service Workers are in need of a training solution that would improve their understanding of the agency’s current e-mailing system and allow them to work in a more efficient and timely manner and improve their organizational skills.

4. Needs Assessment continued… • Our agency has decided to implement the use of Microsoft Outlook Web Access. The implementation of this new software program is going to require staff training for the Family Service Workers because they are currently the ones who are going to be responsible for managing our center email systems.

5. Instructional Goal: • The Family Service Workers will be able to create, send, reply and forward e-mails using Microsoft Outlook Web Access. They will have access to computer with the installed software available to them at the computer lab where the training takes place. • The Family Service Workers will be able to understand basics functions of the program and be able to use it efficiently . This in turn will downsize the current time of 45 minutes to an hour that is being spent to open, create, send or reply to an email.

6. Performance Objectives : After completing this training, learners will be able to: • Using Microsoft Outlook Web Access, the Family Service Worker will be able to create and reply to e-mail more effectively and efficiently. • Explain file features, the Family Service Workers will learn how to create and forward mail more efficiently. • Explain and identify the basic features of Microsoft Outlook Web Access.

7. Assessment of Learning Outcomes:

8. Learner Characteristics • Intended audience for this web/based training module are the Family Service Workers of the company who need to use this module on a day to day basis to communicate. • All Family Service Workers have the basic computer knowledge to successfully complete the program. • All the Family Service Workers need is an open mind to try new things and not be afraid of technology.

9. Learning Context : • The instructional setting: • Instruction will take place at a computer lab at the local college where the trainees will have access to computers and internet service. Also they have access to Microsoft Outlook Web Access and the training manual.

10. Instructional Strategies: • Training overview. • Microsoft Outlook Web Access overview. • Brief definition • Visuals • Training’s goal and objectives • Learn how to create and send an e-mail • Learn how to reply and forward to e-mail • Training coverage • Quick review on Microsoft Outlook Web Access • Practice: hands on. • Assessments: question, quiz, sample presentation.

11. Instructional Strategies continued: • Creating a presentation. • Step-by-step explanation • Select Microsoft Outlook Web Access. • Select create mail at the top and open. • From within the inbox, click on new. • Select the person you want to send the message to. • Enter a subject in the line provided. • Enter the text of the message. • When done, click on send. • Select forwarding a message. • While reading the message, click on forward. • Select the person you want to forward the message to. • Enter any text you may want to include. • When done, click on send.

12. Cont. • Time for practice: Family Service Workers to get familiar with program. • Summarize • Review learned skills. • Review training goals. • Review training objectives.

13. Con’t 7) Assessment: 1) True or False Questions. • Outlook allows you to request a receipt that will notify you when the message was delivered and/or read. • To create a new message, click on the Send button. • CC stands for Custom Creation. • Outlook saves a copy of messages sent to a folder labeled Sent Items. • Outlook places all new mail in your Outbox. • The Preview Pane can be disabled. • When replying to a message, Outlook automatically addresses the reply to the original sender of the message. • A message can be forwarded to another recipient using the Forward button. • Microsoft Outlook Web Access does not require an internet connection. • The Contacts feature stores names, phone numbers, and addresses of contacts.

14. Con’t • Testing beginning and end of Microsoft Outlook Web Access training. • They will be asked to open and reply to an e-mail.

15. Instructional Resources • The Family Service Worker will need the following resources to complete training module: • A computer with internet access. • A Microsoft Outlook Web Access training manual • Paper and pencil – to write down notes and take pre/post test.

16. Training Module Blueprint:

17. Formative Evaluation: • Two strategies to evaluate the design plan are small group evaluation and an evaluation from an onsite expert. • Small group of co-workers from other content areas to evaluate: I want to measure existing strengths and weakness of the learners during the training and if needed provide feedback to the learner and make necessary changes to training module. • The onsite expert will evaluate training module and give back feedback for modifications, if needed, before is presented to more co-workers.

18. Summary • Many times we are frightened by change in the workplace. We become self-satisfied with the things as they are and refuse to change with the times. I would like to show the Family Service Workers the benefits of using this new technology and how it would benefit them in their work environment with their supervisor and with their coworkers. They could use Microsoft Office Outlook Web Access to e-mail to each other, share key information and become more resourceful. I feel that by providing a hands-on approach they will become comfortable with using the new technology in the workplace. Furthermore, posting the training online will allow them to go refer back to the training material whenever needed and use it as an additional resource. I believe that by providing this training to the Family Service Workers it will enhance their working environment, benefit the company and in turn make our program a success.