Perimeter Church

1. Perimeter Church Outlook Introduction, 2005

2. Multiple functions, all within one program The Extremely Obvious: Email The fairly obvious: Calendar Tasks (to do’s) Contacts Notes Outlook Basics

3. Outlook Basics, continued The Worthless (mostly): • Journal The less obvious: • Meeting requests • Task requests • Postings • Additional folders

4. The #1 application Q: Of all the applications at Perimeter (Word, Excel, Shelby, Internet Explorer, etc.), which one receives the most use? A: Outlook • Outlook is a key tool for communicating and time management • Worth an investment in learning to use well

5. Technical digression Outlook is a client program that works with any of several email servers. Perimeter uses Microsoft Exchange Server. We will occasionally make reference to Exchange, but will generally use the term Outlook to refer to whatever you see, regardless of how it is implemented.

6. Reminder • If you’ve met the prerequisites to be here, you already know how to adjust window sizes, open and close windows, and start applications • You should also know about the shortcut menus available using the Right mouse button • If you don’t know these things, you will be at an extreme disadvantage • Note: There aren’t many handouts for this class -- capture your own “Aha’s”

7. Outlook’s major “views” • Outlook bar • Folder list • Neither of the above

8. Outlook Bar

9. Folder List

10. No Folder Listing

11. Special request • When exiting Outlook, please use Exit and Logoff • After exiting and logging off, please wait at least 45 more seconds before shutting down your system

12. DEMO Inbox Contacts Calendar Tasks Notes Other folders A quick look around

13. Two major hierarchies: Your mailbox The public folders The Outlook Today view Quick Demo, continued

14. Toolbars Pull-down menus Shortcut menus Some double-click opportunities Your Office Shortcut Bar Use whatever works for you Many choices when starting something new

15. Email Basics Demo • Reading • Deleting • Composing • Addressing • Organizing

16. Email -- for further exploration (on your own) • Sorting and grouping • Different views of the inbox or other folders

17. What’s my address?(for the name Tom Smith) • Church standard: TomS@Perimeter.org • School standard: TSmith@Perimeter.org • For most, either will work • We can create any number of “aliases” • Typically include Tom.Smith@Perimeter.org • Unusual spelling? We can accommodate common mistakes (just contact helpdesk) • There are MANY exceptions

18. Calendar Basics • Create from various ‘new’ options • or by simply dragging and typing • Appointments vs. Events • Printing leaves a bit to be desired • Recurring Items

19. Task Basics • Due Dates • Recurring items • Consideration: Projects • View from the TaskPad (with Calendar) or independently

20. Contact Basics • Note the options for File as • Many different views possible • Preferred place to store email address • But don’t duplicate if in the Global Address List • FAX will conflict with email address • Properties on email address

21. Notes Basics • Notes are too simple • Sorting, if any, is only by the first line of info • Unlike other functions, escape and close box do NOT cancel the creation

22. Why not Journal? • Journal is nothing like a diary • May be useful for lawyers, or others who want to bill by the minute for anything done • Not supported by Perimeter -- use at your own risk • Do NOT contact helpdesk on this one

23. Public Folders • Common information, available to all • subject to some security/privacy settings • Not just messages -- use for shared tasks, calendars, etc. • Easy visibility from Outlook • Demo -- a quick look at some public folders • Favorites can simplify your life • Takes “two clicks a day”

24. Preview Mode - do you love it or hate it? • Most people have a strong opinion • Either way, you can control it • Demo: preview mode • Alternative: AutoPreview - first few lines of unread messages only • Demo: AutoPreview

25. Categories • Great way to organize your data • Especially contacts, tasks, meetings • A bit awkward to remember • Very awkward to share

26. Especially for new staff members • If you haven’t already, please add yourself to the staff directory • Any IT-related issues, send email to helpdesk

27. Beyond the Basics Tips & Tricks to boost your productivity with Outlook

28. Addressing Tips • To vs. cc: • Multiple addressees • Type names rather than searching • OK to key Internet addresses without ever putting into an address book • But, not for rich text

29. Contacts vs. the Personal Address Book (PAB) • PAB is a bit of a dinosaur -- legacy from earlier Microsoft Exchange clients • Email addresses can be stored in either Contacts, or PAB • Suggestion: use contacts • Today: personal distribution lists can only be created in the PAB

30. Contacts & PAB continued • Shared contact lists are easily created • Great Public Folder application • Drag and drop between contact folders • Normal search for address is: GAL, Contacts, PAB • User configurable

31. Message types: Rich Text, Plain Text, HTML • Outlook supports three types of messages: • Plain Text • Microsoft Rich Text • HTML • A fourth variant uses Word as your email editor - richer Rich Text • Not the Perimeter preference, primarily for performance reasons

32. Replying to mail • Reply and Reply to All • Adding and removing addressees • Preserving an attachment

33. Sorting items in a folder • Click on any column heading • Click again to “reverse” the sort

34. Managing messages while reading • Don’t have to delete, move, etc. from the inbox

35. Expiring messages • A tremendous courtesy to other users • Any message with a time sensitivity is a candidate • Even more so if mailing to a list • Easy to do -- just click the Options page button

36. Read Receipts • Another Option • Not as useful as it might seem • Some companies don’t support at all • Some mailers give false returns • Preview mode can really mislead you

37. Attachments • Outlook makes it [too] easy to send and receive attachments • Size/performance • Danger (viruses, worms, etc.) • Links are GREAT for other Perimeter users • but worthless for off-site users • Hot-spots (web addresses) are easy to create • But no guarantee your recipient’s email works

38. Attachments, continued • Replying to a message, keeping the attachment • by design, the attachment is dropped in a reply • Either: copy from the original and paste into the reply • Or: forward the message back to the originator rather than replying

39. Free/Busy Time • When setting a meeting or event, and extra option • Takes some extra clicks • Makes life much easier for co-workers • Allows secretaries and receptionists to know who’s in, who’s not

40. Distribution Lists • Global distribution lists -- maintained by IT • Handout: Common distribution lists in the GAL • Assorted staff lists • Elders, Deacons, etc. • Others of sufficient general interest • Easy to use -- resist the urge

41. Distribution Lists, continued • Personal Distribution lists can be created • In the Personal Address Book • May contain addresses from the GAL, Contacts, PAB, or any other existing source • No provision for ad-hoc addresses • Problem: no auto-update -- if an address changes, you have to make the change

42. Message Size considerations • Obvious: Large messages take longer to deliver than small ones • Less obvious: Internal messages have much less of a problem than messages outside the church • Obscure: How big is a message? • Rich text will be larger than plain text • How big is an attachment?

43. Sending shortcuts rather than attachments • If a file exists in a public location (S:, for instance), you can send a shortcut (link) rather than the file • Great for internal - shortcuts are tiny • Terrible for external - external users won’t be able to use

44. Email & Confidentiality • The nature of Exchange supports confidentiality • Administrators have over-ride capability • Mistakes happen • Various proofs that, given enough time, anything can be retrieved • Trust, with caution • Internet mail has much less security • But shear volume works to your advantage

45. Appropriate use policyRepresenting the Church/School • Any email message you send comes from the church • Assume ZERO confidentiality if sending anything embarrassing • Email is provided to serve in our ministries • Personal contact is part of what we all do • Use some common sense

46. Email Etiquette • Always have a meaningful [and short] subject line • One subject per message • Shorter is better • Limit redistribution • NEVER forward chain letters, including virus hoaxes • Consider our recipients • New Perimeter Guidelines in the works now

47. Internal mail vs. external • Email to others on the Perimeter network is very different from mail to “outsiders” • Internal: fast (delivered within seconds) • External: could be queued or otherwise delayed for days [usually not] • Consider dial-up users and performance

48. Non-Delivery Reports (NDRs) • Failed email -- why? • Typos • People change addresses • Companies go out of business • Specifying something other than Internet • Network failures • Read the message -- if unclear, forward to helpdesk

49. Meeting Requests • You can invite others to meetings • And pre-check their schedule for availability • And track the responses • And include important info about the meeting

50. Task Requests • Tasks can be delegated • And tracked! • And reminders set! • Details can be included