Introduction to Stanford Email and Calendar

1. Introduction to Stanford Email and Calendar Instructor Ammy Hill Jo-Ann Cuevas-Pagliaro

2. 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 IT Services Email Migration

3. Upcoming Changes and How It Affects You • Email migrates to a new server between October 29th and December 15th, 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. IT Services Email Migration

4. 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. IT Services Email Migration

5. 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 IT Services Email Migration

6. Navigation (tabs) • Navigation (tabs) • Mail • Address Book • Calendar • Tasks • Preferences IT Services Email Migration

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

8. 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 IT Services Email Migration

9. 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 IT Services Email Migration

10. 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 IT Services Email Migration

11. 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. IT Services Email Migration

12. 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. IT Services Email Migration

13. 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 IT Services Email Migration

14. Meeting Status Meeting status is displayed by color saturation. • New – needs action • Accepted • Tentative • Declined IT Services Email Migration

15. 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 IT Services Email Migration

16. 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. IT Services Email Migration

17. 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 Sharing in Stanford Email and Calendar IT Services Email Migration

18. 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 Printing Your Calendar IT Services Email Migration

19. 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 IT Services Email Migration

20. Standard or Advanced Web Client • The AdvancedWeb 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. IT Services Email Migration

21. 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. IT Services Email Migration

22. Help / Documentation • Help: • HelpSU – http://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_Help.htm • Documentation: • Stanford Email and Calendar Web Sitehttp://www.stanford.edu/services/emailcalendar • Project Web Site:http://iec.stanford.edu • Migration Checklist:http://iec.stanford.edu/checklist.html IT Services Email Migration

23. What questions do you have? For more information, go to: http://iec.stanford.edu http://services.stanford.edu/emailcalendar