IntroductionWelcome| 00:00 | (music playing)
| | 00:04 | Hi! I am Gini Courter.
| | 00:06 | Welcome to Outlook Web App
2010 Essential Training.
| | 00:09 | Outlook Web Access also called OWA is
the web version of Outlook,
| | 00:14 | Microsoft's popular email program.
| | 00:17 | We'll start by creating and sending
email messages including attaching files and
| | 00:22 | I'll show you how to view, print,
and respond to messages sent to you.
| | 00:27 | We'll look at how to use Categories,
Flags, and Inbox folders to manage the
| | 00:31 | messages we receive.
| | 00:33 | I'll show you how to track
information about colleagues and others.
| | 00:37 | We'll see how to use the Calendar
features for appointments and meetings.
| | 00:41 | I'll show you how to share your calendar
and view multiple calendars in OWA.
| | 00:46 | And finally, we'll see how we can use
OWA's Tasks feature to manage all the
| | 00:51 | pieces of work that we don't place on our calendar.
| | 00:54 | We'll be covering all these features
plus plenty of other tools and techniques.
| | 01:00 | Let's get started.
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| What OWA is and isn't| 00:00 | The email environment is always
what's called a Client/Server application.
| | 00:05 | The Server, in our case Microsoft
Exchange Server, is like a post office that
| | 00:10 | receives and hangs on to, and sorts, and delivers mail.
| | 00:15 | And then the clients are programs that
operate like your mailbox, or a post office box.
| | 00:20 | The most popular client for
Microsoft Exchange is called Outlook.
| | 00:27 | It's a full-featured application, software that
has to be installed on your local computer.
| | 00:32 | And if you're using Outlook 2010, then
it has the familiar ribbon across the top,
| | 00:37 | like all of the other Office 2010 Applications have.
| | 00:42 | Outlook looks like something that we
spent money on, because we did, and it's a
| | 00:46 | shiny fabulous full-featured program.
| | 00:49 | But it's not the only client for Exchange Server.
| | 00:52 | Another client is Windows Phones.
| | 00:54 | Some users manage all of their email
and calendar items and tasks on their
| | 00:59 | phones, almost all of the time.
| | 01:02 | So one client for Exchange is the
Windows Phone. If you're a Mac user,
| | 01:08 | then you're probably using Entourage, and
that's another client similar to Outlook,
| | 01:13 | but designed particularly for the Mac.
| | 01:16 | But in this course we're going to be
talking about OWA or Outlook Web App,
| | 01:22 | which has been called Outlook Web Access for
over a decade and is usually just called OWA.
| | 01:27 | OWA is a powerful client, because it's universal.
| | 01:31 | No matter where in the world I am, I can use
OWA to send and receive email, to
| | 01:36 | check my Calendar, or to update my Tasks on
Exchange Server, because OWA runs in a browser.
| | 01:43 | I don't need to have anything installed
on my local machine to use OWA; and I
| | 01:48 | can use almost any browser I want
on almost any computer.
| | 01:52 | I can use my friend's Mac running the
browser Safari. I can use Firefox on a
| | 01:57 | computer in a public library. I can use
Internet Explorer running on my laptop.
| | 02:03 | I can run OWA on all of these.
| | 02:05 | And so, of all these clients, OWA is
the preferred client for many users,
| | 02:11 | particularly for many users who work on
the road, because it's lightweight, it's
| | 02:16 | easy to use, it's powerful, and it's universally available.
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1. Getting Started with OWALogging in to OWA| 00:00 | The first time you login to Outlook
Web App, you'll probably have received an
| | 00:05 | email that has a URL, a web address,
and some other information, and you'll
| | 00:11 | click in the Email link to launch OWA
to get to this Login screen; or it
| | 00:17 | might be that on your computer you
actually have OWA saved on your favorites
| | 00:22 | for you by your IT folks.
| | 00:24 | If you don't have it saved there and
you'd like to have it, right here on this
| | 00:28 | screen, this is a great time to go ahead
and click and Add this item to your
| | 00:33 | Favorites list, and it will be here just like this.
| | 00:35 | You have two choices, because Microsoft Exchange
has no way of knowing where you are right now.
| | 00:41 | You could be sitting on your laptop,
at your station at work, you could be
| | 00:45 | sitting in a hotel room, you could be
logging on from a library. So you will
| | 00:49 | always have the choice to say,
| | 00:51 | I'm actually on a public computer right
now. The implication of saying I'm
| | 00:56 | on a public computer is that you will
have a shorter period of time that you do
| | 01:01 | nothing before this application shuts down.
| | 01:04 | The concern being that you would be in
the middle of browsing your email and be
| | 01:08 | called away or turn away, and someone
else could walk up to the machine and you
| | 01:12 | wouldn't necessarily notice.
| | 01:14 | If you say you're on a private computer
your home or in your office, then you'll
| | 01:17 | have an hour of inactivity before you
will be logged out by Microsoft Exchange.
| | 01:23 | But if you're in a public setting,
you'll only get 15 minutes.
| | 01:27 | There's another choice you need to make
as well, which is do you want to use the
| | 01:32 | full version of Outlook Web App, or
do you want to use the light version.
| | 01:35 | There are two advantages to using the
light version of OWA or Outlook web App.
| | 01:41 | One is that for people with visual
disabilities, the light version has much less
| | 01:46 | information on the screen, so it's far easier to see.
| | 01:49 | It also is read more easily by a Screen Reader,
that's the light version.
| | 01:54 | And if it so happens that you're a slow
Internet connection and you're having
| | 01:59 | trouble downloading information,
this is exactly the place for you to go,
| | 02:03 | because there is less information on
the screen, and therefore there is less
| | 02:08 | information being delivered to you.
| | 02:11 | So if you say, I'd like to use a
light version, then you'll automatically get it.
| | 02:16 | But it might also be that you
didn't check this box, and you'll get a light
| | 02:20 | version anyway, because you might be
using older browser that can't support the
| | 02:24 | richer version, the non-light version of Outlook Web App.
| | 02:29 | So whether you get the full version of OWA
or the light version of OWA
| | 02:33 | depends not just on your choice here,
but it also depends on your browser and
| | 02:37 | your operating system.
| | 02:39 | If you decide that you want to use the
regular version of OWA right now, you can
| | 02:44 | still make a different choice the next
time you log in, and the next time, and
| | 02:48 | you can also make the same choice
by setting Options in Outlook.
| | 02:52 | So public or private, light version or
full version, now you enter your email
| | 02:57 | address, including your domain, and
your password, and Sign in to Microsoft
| | 03:08 | Exchange and Outlook Web App.
| | 03:10 | So each time you log in, expect that
you'll have those same choices in front of you.
| | 03:14 | Please make sure that if you're not using
your own computer that you choose the
| | 03:18 | public option before you log in.
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| Exploring the OWA interface| 00:00 | So here I am in my Exchange Mailbox,
viewing it through the Outlook Web App.
| | 00:05 | Let's take a spin around and see what
commands and what features we have
| | 00:10 | access to here in OWA.
| | 00:12 | First I have a Favorites list at the top.
| | 00:14 | I get to add items to this list, but
we've just opened this up and it already
| | 00:19 | includes the Inbox, Unread Mail, no matter
where it is, and a folder for my Sent Items.
| | 00:25 | I also have some other folders.
| | 00:27 | As I'm writing an email, and if I haven't
sent it yet, it will be in the Drafts folder.
| | 00:32 | Incoming mail of course goes to my Inbox.
| | 00:35 | Items I've sent go to Sent Items.
| | 00:37 | And so these are duplicated, I can actually
see these folders here and in my Favorites.
| | 00:42 | These aren't separate items in Favorites,
this is simply a shortcut link if you
| | 00:46 | will to a folder I already have in my Mailbox.
| | 00:50 | I then have a folder for items that I've deleted.
| | 00:52 | When I delete something in OWA it
goes to this folder until I flush out the
| | 00:58 | deleted items; and even then in OWA I
still have an opportunity to get it back
| | 01:03 | for a short period of time.
| | 01:05 | This is a folder for email that falls
within a set of rules for Junk email,
| | 01:10 | that have been set by your
Microsoft Exchange Administrator.
| | 01:14 | You can tweak these rules yourself a
little bit, but mostly the filters that
| | 01:18 | filter out Spam or Junk email
are set at a institutional level.
| | 01:22 | I then have the ability to keep some
Notes here if I wish, and this is where I
| | 01:27 | can keep the battery size for a
particular device, or any other kind of small
| | 01:31 | note; it's shaped like a post-it note for a reason.
| | 01:34 | And then finally, at the bottom here
of this section on the left, that is all
| | 01:39 | called the Navigation pane.
| | 01:41 | I have the ability to set up Search Folders.
| | 01:43 | A Search Folder is just a folder that
shows me the results of a search.
| | 01:48 | It doesn't create anything new, it just brings back results.
| | 01:52 | So Unread Mail for example, that's a Search Folder.
| | 01:55 | Notice it has the magnifying glass icon.
That folder goes out and searches
| | 01:59 | through every folder that I have in
Microsoft OWA and it says, oh here is the
| | 02:04 | things you haven't read yet.
| | 02:05 | Below this Navigation pane I have links
to separate applications within OWA.
| | 02:10 | I'm looking at Mail right now, but if I
click Calendar, I'll go to my Calendar.
| | 02:15 | Contacts; for my list of people. Tasks;
work that I need to do or assigned to others.
| | 02:22 | And then finally, Public Folders;
folders that are on my Exchange Server, but
| | 02:26 | that I share with other people.
| | 02:29 | In the center section I have what's
called the Information Viewer. Because I'm
| | 02:32 | at my Mailbox the commands all have to do with mail.
| | 02:36 | So at the top I have the ability to
Create a New Message or Meeting Request.
| | 02:40 | I have the ability to Delete an item or Ignore it.
| | 02:44 | I have the ability to move something to Junk mail
or to a Folder that I specify, or Copy it there.
| | 02:50 | I can apply a Filter to this folder, or I can
do some specific viewing and grouping.
| | 02:56 | For example, this area on the right is
called the Reading pane, and the fact
| | 03:01 | that it appears here on the right is part of my view.
| | 03:05 | If you're used to using applications
like Microsoft Word and Microsoft Excel,
| | 03:10 | you know that the items you find on
the View tab or under the View menu
| | 03:14 | determine how your interface will look.
| | 03:16 | So if I would like my Reading pane
at the Bottom there we go.
| | 03:20 | If I want it back on the right I can put it there.
| | 03:24 | Below this set of tools, I have the ability
to Search my Mailbox for specific items.
| | 03:31 | I also have the ability to search, not
just my Entire Mailbox, but a specific
| | 03:35 | folder like the Inbox, or this folder
and folders underneath it.
| | 03:40 | If I want to search for something,
I typed text in and click Search.
| | 03:43 | My Information Viewer is here, and while
I have a message selected, this is where
| | 03:48 | I will find my buttons that allow me to
Reply to my sender, Reply to the sender
| | 03:53 | and anybody else who is included, or
Forward this message and then I have a
| | 03:57 | whole raft of other choices about what
to do with this message that we'll be
| | 04:01 | talking about later in the course.
| | 04:03 | Over on the right-hand side here's me
and I can open another mailbox from here,
| | 04:07 | which we'll see later.
| | 04:09 | I can also say I am done and Sign out.
| | 04:11 | And If I'm working in a Public setting,
when I'm done looking at my email in
| | 04:15 | OWA, I'm going to click Sign out, and
I'm going to close my browser, because
| | 04:20 | signing out alone isn't necessarily enough.
| | 04:23 | I have the ability here to find a person in
my organization with the Find Someone link.
| | 04:29 | I can access options for how OWA looks,
and how it behaves.
| | 04:34 | This is also the easiest place to
Change my Password when I login to OWA.
| | 04:40 | And finally, the Question Mark (?) button
| | 04:41 | provides information about the
current version of OWA, but also provides
| | 04:47 | me with some contextual help, if I need it.
| | 04:51 | That's a view of our interface, this
is where we will be all during this
| | 04:55 | course; working in OWA to be able to
manage our email as it comes in, to be
| | 04:59 | able to send new email, schedule appointments,
lookup contacts, track our tasks, and so on.
| | 05:06 | It's a nice-looking interface. We can
be beef it up even a little bit more, but
| | 05:11 | I hope it's easy on the eyes and you
enjoy it, because we're going to spend a
| | 05:14 | lot of time right here.
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| Exploring the light client interface| 00:00 | In this movie, I'm going to show you,
how to switch to OWA Light or to login in
| | 00:05 | OWA Light, and then I'll talk to
you about why you might want to do it.
| | 00:09 | If you are already running OWA, to switch
to the light view choose Options>See All Options,
| | 00:14 | choose Settings over here on the left,
General and say, Use the
| | 00:20 | blind and low vision experience, click Save;
and this setting is being saved on
| | 00:27 | the Microsoft Exchange Server.
| | 00:29 | It won't switch you to OWA Light,
you'll need to sign out.
| | 00:32 | And when you're working on a public computer
you always then want to close this
| | 00:36 | window when you're done.
| | 00:40 | And let's go back in now to OWA.
| | 00:43 | Now I can also, when I login to begin with,
each time I can check this checkbox on my way in.
| | 00:50 | So two ways I can choose, I can
either choose and set the setting for the
| | 00:54 | default; the fact that this checkbox
wasn't checked, don't worry too much about it.
| | 00:58 | I'm always having to log back in after
I change this setting; there's no way
| | 01:03 | that Internet Explorer or any browser
can switch between these two different
| | 01:07 | client experiences just because I
chose it when it was already running.
| | 01:12 | Here's OWA Light. So you can see
we've got a lot of space reserved for our
| | 01:18 | messages. There's no Reading pane
here, it's a very simple interface.
| | 01:23 | So I have Mail. I have my Calendar.
My Calendar has a Day view, and that's
| | 01:30 | the only view that it has; there's no
week or month view here at all, it's a Day
| | 01:33 | by Day view of the Calendar.
| | 01:35 | My Contacts list, which will be rows of contacts.
| | 01:38 | No public folders at all; if I say I
want to all folders then all it's missing
| | 01:45 | are a few of these other folders that
are my personal folders. There's no access
| | 01:49 | to any public folders whatsoever. But
I have a really fast client experience,
| | 01:54 | notice that I'm switching from one item
to another, how quickly it's happening.
| | 01:58 | So this is a really agile, flexible client
for Microsoft Exchange.
| | 02:04 | If I wanted to create a new message I'd
simply choose New Message and I have a
| | 02:09 | really simple form that allows me to address a message.
| | 02:11 | I don't have the ability here though to do some
things that I normally want to do, like spell check.
| | 02:17 | There is no spell check in OWA Light.
| | 02:19 | And there are some other features that are
missing that we'll talk about in the next movie.
| | 02:23 | But a really fast agile client to use
with Microsoft Exchange, OWA Light is a
| | 02:30 | great option for low bandwidth settings,
and it's a great option for those of
| | 02:34 | us that use Screen Readers, or that simply
need a less cluttered easier to see screen.
| | 02:39 | One more reason that you need to know
about OWA Light: even if you have a lot
| | 02:44 | of bandwidth and even if you didn't
choose the light client, there are times
| | 02:49 | that the combination of browser and
operating system that you have -- for
| | 02:53 | example, you might have an older browser
or an older browser in newer Windows
| | 02:58 | or even a newer browser but a
older version of Windows, whatever that
| | 03:02 | combination is -- when you login to
Exchange, Exchange gets your settings and
| | 03:07 | says, that combination of a browser
and operating system it can't run OWA, so
| | 03:12 | I'm going to give you OWA Light.
| | 03:14 | So from time to time you will end up here
in different places even if you didn't
| | 03:18 | necessarily choose it.
| | 03:20 | But it's a great client and it's a fast client.
| | 03:23 | So what if you want to go back to the
OWA experience rather than OWA Light?
| | 03:28 | Well normally, you are prompted each
and every time you login, whether you want
| | 03:33 | to choose the OWA Light client; but if
you need to do it in Options, just click
| | 03:37 | Options here in OWA Light, go to Accessibility,
turn this checkbox off and click Save.
| | 03:46 | And now I'm going to sign out and close
my window, and when I go back in, turn
| | 03:55 | the checkbox off again and log back in to OWA.
| | 04:01 | So Microsoft Exchange gives us two different
2010 clients. Our OWA experience
| | 04:06 | here and OWA Light, that light and flexible
version with fewer features but very
| | 04:13 | quick and easy to use.
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| Comparing OWA light to the standard OWA interface| 00:00 | Because you may want to use OWA Light
or end up using it from time to time, I'd
| | 00:05 | like to show you the features that are
not available in OWA Light but only in
| | 00:10 | OWA; and then I'll talk briefly
about the benefits of OWA Light.
| | 00:13 | So Outlook Web Access features that are
only available in the full OWA version,
| | 00:20 | include HTML Formatting for Messages.
| | 00:23 | So OWA Light is plain text formatting
only, which means you can type words and
| | 00:28 | type characters, but you can't
format them, bold them anything else.
| | 00:32 | There's no Spell Checker in OWA Light, only in OWA.
| | 00:35 | There is no Reading pane.
| | 00:37 | Each time you want to view a message in
OWA Light you double-click to open it.
| | 00:41 | You won't receive Reminders and
you can't set them for events.
| | 00:45 | There is no right-click menu anywhere
in OWA Light; and we'll use the
| | 00:49 | right-click menu a fair amount
in OWA, along with drag and drop.
| | 00:54 | So there's no drag and drop capability
and no right-click capability.
| | 00:58 | And there is no Favorites group of
folders or Favorites area you can add
| | 01:03 | folders to in OWA Light, only in OWA.
| | 01:06 | If you need to access public folders,
you can only do that in OWA; you can only
| | 01:11 | create and edit your own Distribution List
there, although you can use
| | 01:14 | Distribution Lists from your global address book,
when you're in OWA Light.
| | 01:18 | There are no MailTips in OWA Light
or Message tracking to find out if your
| | 01:24 | messages have been delivered
or to assign delivery options.
| | 01:28 | There is no Advanced search. There's regular
search in OWA Light, and it runs really fast.
| | 01:33 | But if you need to do a more advanced search,
that's only available in OWA.
| | 01:38 | In the Calendar you have a very flat,
basic, one-day calendar in OWA Light.
| | 01:44 | You can't share calendars or open calendars
that belong to other users in OWA
| | 01:48 | Light, or use any of the views that
are anything other than a daily view.
| | 01:54 | So the Calendar is probably the one
part of OWA Light where you'll notice that
| | 01:59 | there are many options that are unavailable
to you that you might have expected from OWA.
| | 02:03 | And you're not allowed to create rules
that will run on the server in OWA Light,
| | 02:09 | only rules that will run in OWA Light itself.
| | 02:11 | So a lot of features gone missing, but
the trade-off is a fast, visually easy
| | 02:17 | to use interface in OWA Light
and you will choose between those two on a
| | 02:22 | case-by-case basis.
| | 02:24 | But I'm going to assume for the rest
of this course that we're going to spend
| | 02:28 | the majority of our time in OWA.
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2. Sending Email MessagesComposing a message| 00:00 | So here I am, second day in my new job and I
have lots of emails flying in my Inbox already.
| | 00:06 | But I have a couple I need to send as well.
| | 00:09 | So before I start being attentive to
all of these requests coming in, I want
| | 00:13 | to send an email to Judith. So I'm going to
click New>Message, to open a New Message form.
| | 00:20 | I'm going to address my message. I
have several different ways I can do this.
| | 00:24 | I can click To and I can choose Judith from
the Global address book right here, that works.
| | 00:31 | We can see her Calendar and lots of other
things that we'll take advantage of later.
| | 00:36 | Later on, when I have contacts in my
Contacts list more than just the couple I've
| | 00:41 | placed in here, I can go grab information here as well.
| | 00:45 | And there's a reason sometimes
to have people in both places.
| | 00:48 | For example, Olivia is here in the
Global Address Book and you'll notice it has
| | 00:53 | some of her information.
| | 00:54 | She's my assistant, and so my contact has much
more information about her, and I store that here.
| | 01:00 | These are your personal contacts that
you'll keep track of. That doesn't mean
| | 01:05 | non-work contacts, it means they're just yours.
| | 01:08 | So if I want to address this to Judith
for example, I can click in the To box
| | 01:13 | and double-click Judith and put her there,
or I can select Judith and click To
| | 01:19 | and that will also place her email
address in the To box, or I could choose
| | 01:24 | more than one person; I can hold Ctrl
and select multiple people and choose To
| | 01:29 | or CC or BCC and address a
message to them in that way.
| | 01:33 | But I just need to send one to Judith,
so there we go, and I'm going to click OK.
| | 01:40 | And the subject is that I have Questions.
| | 01:43 | And now I'm going to type
some text in my message.
| | 01:49 | Before I had my Outlook running
this morning I was actually just typing
| | 01:52 | my messages in Word.
| | 01:53 | So I have this text and I want to paste it.
| | 01:56 | Notice that you may be used to copying
and pasting on your computer, but I'm
| | 01:59 | really not on my computer.
| | 02:02 | I'm in OWA and that's in another
environment in Internet Explorer.
| | 02:06 | So if I want to copy and paste from
my computer into Internet Explorer,
| | 02:11 | I actually have to allow my Windows
clipboard to have access to this page; so I'm
| | 02:18 | going to click Allow access, and
there's my information, that's been pasted in.
| | 02:22 | Now notice that this has a rich text in it,
HTML formatting bold, bullets, I
| | 02:30 | could put in underlining. I have
access to all of these different formatting
| | 02:34 | choices, from some basic fonts,
different font sizes, different types of
| | 02:41 | lists, indenting, outdenting. I can
highlight if I wish, and I can change my font color.
| | 02:46 | So this isn't all of the formatting,
all of the choices that you would be
| | 02:51 | used to in Microsoft Word for example, or
Excel, it's a smaller list of fonts for example.
| | 02:56 | But I have enough choices this looks good.
| | 03:00 | So this is how I enter text, this is how I would format text.
| | 03:05 | Notice that if I click for example, in
the text boxes here, that it shows that
| | 03:11 | the formatting is available. It's not, I
can't bold or underline or anything up here.
| | 03:16 | They just don't bother to turn it off
here in my browser in the same way that
| | 03:21 | they would if this was a client that I
was using that was all on my machine.
| | 03:26 | So that looks good.
| | 03:28 | I like my message and I like my formatting.
| | 03:32 | One more option. I can decide that I
don't need rich text, that I only want to
| | 03:37 | send my message in plain text.
| | 03:39 | So if I change to Plain text, I'm
actually switching to another editor.
| | 03:44 | And notice this is what my formatting
looks like. I no longer have a toolbar, I
| | 03:48 | don't get to choose a font.
| | 03:50 | This is a font that supplied by Microsoft Exchange.
| | 03:54 | I don't get to change the size, I don't get to
do bullets and underlining,
| | 03:58 | any of those things.
| | 03:59 | I can't change font color.
This is what Plain text looks like.
| | 04:03 | Plain text is very fast and it may be
that some of you recipients can only
| | 04:08 | receive plain text emails.
| | 04:10 | So it's always good to take a moment
and say, wonder what this would look like
| | 04:14 | in its most basic form. Because you
have people who when they receive emails
| | 04:19 | won't be able to display colors you
used for example, or numbered lists if you
| | 04:25 | create numbers this way.
| | 04:27 | If you need to have a numbered list
that everybody can see, regardless of their
| | 04:33 | email format, you might want to
type in numbers rather than use a list.
| | 04:37 | And you wouldn't want to use formatting,
like color formatting, in a way that was
| | 04:42 | important like to say, please answer the questions in red.
| | 04:46 | Just know that a significant number of
your recipients will be receiving plain
| | 04:51 | text, even if you are sending HTML.
| | 04:56 | So those are the basics of addressing
and formatting messages in OWA.
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| Checking spelling and setting message options| 00:00 | I've composed and formatted my email
message. Before I send it though, there
| | 00:04 | are a couple of things that I might want to do
to it like check my spelling and set its priority.
| | 00:10 | I'd like to draw your attention to this autosave.
A new feature in OWA 2010 is
| | 00:15 | that Exchange will save a message
if you haven't sent it after a while.
| | 00:20 | Now you can generate a save
yourself by clicking Save right here.
| | 00:24 | But you'll notice that this has been auto-saved for you.
| | 00:27 | If you send this, that's fine, if you save it, it's fine.
| | 00:30 | And if you close this message without sending it,
then the auto-saved draft will be removed.
| | 00:36 | But in the meantime, if something
were to happen, if you were to lose your
| | 00:39 | Internet connection for example,
this has been auto-saved for you.
| | 00:43 | I also have the ability to insert an image here if I wish.
| | 00:47 | So if I had a picture that I put at
the bottom of messages, I can do that.
| | 00:51 | But here are my priority settings.
This says this message is important.
| | 00:55 | So when my recipient receives it,
it will be so marked in their Inbox.
| | 00:59 | Click once to turn it on, another time to turn it off.
| | 01:02 | This is where I'll mark a low importance
message like I'm just sending you this
| | 01:07 | because you need to receive it, but no worries.
| | 01:10 | If I sometimes mark a message as being
of low importance, it gives a little more
| | 01:14 | credibility when I mark it as being of high importance.
| | 01:17 | I think many of us know users that
every message they send they mark as
| | 01:21 | important because that's their place in the universe.
| | 01:24 | We can also insert a signature if we have one.
We'll be creating signatures a little later in the course.
| | 01:29 | Then I have Spell Check.
| | 01:31 | So I would like to check my spelling.
| | 01:32 | I click Check Spelling, and notice
that my potential spelling errors are underlined
| | 01:37 | just as they would be automatically in Word.
| | 01:40 | You might wonder why it didn't do that
as we were going along, and the reason is
| | 01:44 | that you actually don't want to have your text
being checked constantly over a web connection.
| | 01:49 | So Outlook web Access waits
for you to say check my spelling.
| | 01:53 | You also have the ability to check
the spelling in a specific language.
| | 01:57 | This would be for the entire message.
| | 01:59 | How do I handle my spelling errors?
| | 02:01 | Well, I can right-click on this, and it says,
I'm going to suggest 'on boarding'.
| | 02:06 | I've seen it spelled both ways in organizations,
but this is the way they spell it here.
| | 02:11 | It says 'onboarding kit' right on the
front of it, and it looks just like that.
| | 02:15 | So we're going to ignore this one.
| | 02:16 | 'Parking stcker' on the other hand is
spelled almost the same way everywhere
| | 02:20 | I go, and that's not how I typed it.
So let's fix that.
| | 02:24 | And then, my name, I'm going to
ignore that as an error as well.
| | 02:29 | It's not a problem.
| | 02:30 | If I add more text to this message,
I should run Spell Check again.
| | 02:35 | I also have some options that I can set,
as well as set any option for something
| | 02:40 | to be important, or less important.
| | 02:42 | I have some current settings I can
provide, like this is Private, this is
| | 02:48 | Personal. Exchange will actually
enforce Private on messages, if someone
| | 02:52 | else is a delegate, when I receive a message
marked Private, they won't be able to read it.
| | 02:58 | If I want in addition to 'To' and 'Cc'
fields to show a 'Bcc' field or a 'From'
| | 03:04 | field, I would turn those on here.
| | 03:06 | And again, these are at the message level.
| | 03:08 | I'm setting it for this message.
| | 03:10 | If I want to ensure that I receive a
delivery receipt that this message was
| | 03:15 | delivered to Judith and/or a read receipt,
I would check these options here.
| | 03:20 | A delivery receipt simply says that the
message has been delivered to Judith's Inbox.
| | 03:26 | If Judith is out of the office, the
delivery receipt does not tell me anything
| | 03:30 | about her having seen it.
| | 03:32 | A read receipt says that the message has
been opened, and either read, or simply
| | 03:39 | opened and then deleted.
| | 03:40 | So if I want to know more about a message,
I can turn some of these tracking options on.
| | 03:45 | Some servers are set that they
don't provide delivery receipts.
| | 03:49 | So if I don't get a receipt back, I don't
know that the message wasn't delivered.
| | 03:54 | I only know that it was when I receive one.
| | 03:56 | And whenever you ask for a read receipt,
most users have the ability to say,
| | 04:03 | send a receipt, or not.
| | 04:05 | So you risk annoying a user
if you always ask for read receipts.
| | 04:10 | In some email systems, they're set up
to automatically provide read receipts.
| | 04:14 | This is not automatic.
| | 04:16 | Your recipient will receive a message
that says, Gini Courter wants a read receipt.
| | 04:21 | And when they survey executives and
organizations in particular, most of them
| | 04:25 | don't like getting asked for read receipts,
because they feel it indicates a lack of trust.
| | 04:30 | So I would encourage you not to ask
for a read receipt unless, in the message
| | 04:34 | itself you say, I'm asking for a read
receipt because I've sent you a couple of
| | 04:38 | messages and I think they may have
gone astray. Or if the culture in the
| | 04:42 | organization you work for supports
everyone using read receipts sort of in a no
| | 04:47 | harm no foul way, go ahead then.
| | 04:48 | Then we find that there are more
messaging options that we can get to by
| | 04:53 | choosing options here.
| | 04:55 | But these are the options for a
specific message, for this message alone.
| | 05:00 | I'm going to go ahead and leave the
options as they are, and click OK.
| | 05:05 | So this is how we check spelling
and set our message options in OWA.
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| Attaching a file| 00:00 | Judith provided me with a new employee
survey document in Microsoft Word that
| | 00:05 | I've filled out and now want to send back.
| | 00:07 | So I am just tucking it into the same email.
| | 00:10 | I added some text here, the New
Employee Survey is attached, and that's because
| | 00:14 | it's nice for me to let her know
what this file attachment is.
| | 00:18 | I'm simply going to click the Attach
File button, and browse to the file I want
| | 00:24 | to include, and double-click there to
include it, or select it, and click Open.
| | 00:29 | Here it is attached.
| | 00:31 | I can click this link to open it as a web page,
make sure it's the file I am looking for. Yup!
| | 00:36 | If I decide I don't want to attach this file,
I can remove it right here;
| | 00:41 | so very easy to attach a file,
very easy to remove a file.
| | 00:45 | When I click Send, I'm fairly certain that
this file will get there. It's a small file.
| | 00:50 | It's a Word document, and we ship
these all over the place all of the time.
| | 00:54 | So when I say I'm pretty certain it
would get there, why might a file not be
| | 00:59 | delivered as an attachment?
| | 01:00 | There are a couple of different reasons,
and a couple of different gatekeepers
| | 01:05 | on sending and receiving attachments.
| | 01:07 | So I'm going to click Send to send this here
through Microsoft Exchange, my local server.
| | 01:15 | It will then proceed through some
other servers and ultimately end up at the
| | 01:18 | server my recipient uses.
| | 01:20 | And there are settings on both my
Exchange server, and my email recipient
| | 01:25 | server, Judith's server, that
determine whether or not I can send a
| | 01:30 | particular kind of attachment.
| | 01:32 | Most server administrators will
put some kind of a limit on size.
| | 01:35 | For example, it's not uncommon not
to be able to send an email with an
| | 01:40 | attachment that's more than a megabyte,
more than 2 megabytes, more than 8 megabytes in size.
| | 01:46 | So you'll have different measurements
that are placed by your server's administrator,
| | 01:50 | and your recipient's server administrator.
| | 01:54 | It might be that you can't send it,
and you'll get a message from your server
| | 01:58 | that says, you can't send a message
with an attachment that large. Or it maybe
| | 02:03 | that it can leave your Exchange server,
but when it gets to the other end, your
| | 02:08 | recipient will get just a message with
no attachment; or your recipient will
| | 02:12 | get no message whatsoever
because it has an attachment.
| | 02:16 | Every server administrator is going to
set some kind of a size limit, so that
| | 02:19 | you and I aren't sending 5-hour videos to each other.
| | 02:23 | It's also possible that I will try to
send a file of a type that's not allowed,
| | 02:27 | and Not Allowed also is a local setting on a server.
| | 02:31 | A common example is that many
Exchange administrators and Lotus Notes
| | 02:36 | administrators and other email
administrators have set their servers to not
| | 02:40 | allow you to email databases because
if they simply say, you can't email a database,
| | 02:45 | they don't have to worry about
some of the other size limitations.
| | 02:48 | So when I send an email to someone with
an attachment, I will usually make sure
| | 02:53 | that I tell them why I am sending an attachment.
| | 02:55 | For example, here are the four documents
you requested, or here is the attached
| | 03:01 | New Employee Survey.
| | 03:03 | But attaching the file itself,
that's super, super, easy in OWA.
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| Sending a message| 00:00 | Our message is all ready, so we're going to send it.
| | 00:03 | To do that, all you do is click the Send button here.
| | 00:07 | The message form closes, and the
message goes directly to Sent Items.
| | 00:11 | If you're used to using Microsoft Outlook
rather than OWA, you might think oh!
| | 00:17 | it goes to my Outbox than to my Sent Items,
but there is no Outbox here.
| | 00:21 | There's no place to hang on to messages,
pending, you going online.
| | 00:26 | Here's the message that I sent in my Sent Items folder.
| | 00:31 | I can double-click to open it.
| | 00:33 | But I can right-click on the message
and open its delivery report.
| | 00:37 | Now in this case, my pop-ups are blocked by my browser.
| | 00:40 | This is really common, particularly if you're
using a public computer somewhere.
| | 00:45 | It will tell you that it blocked the pop-up.
Let's go look at that again.
| | 00:49 | I am going to right-click, open the delivery report.
It says it blocked a pop-up.
| | 00:53 | I can set my options; if this is my personal computer,
I'm going to say Always
| | 00:57 | Allow and just have that done.
| | 01:00 | So let's open the delivery report again,
and it says that the message was
| | 01:05 | submitted, and the message was successfully delivered.
| | 01:08 | That's because that message was sent
and delivered by the same server, we're are
| | 01:13 | all sitting here on my same Exchange server.
| | 01:15 | Sometimes it will say the message was
submitted and it was successfully handed
| | 01:20 | off to the next server,
and that's all the more we can tell you.
| | 01:23 | That's a typical delivery report for a message
that's sent outside of your own Exchange server.
| | 01:29 | But notice, I don't need a delivery receipt
inside Exchange when I use OWA.
| | 01:34 | I can simply go see if my messages were delivered or not.
| | 01:38 | That's a great reason to have this Sent
Items folder right up here in my Favorites.
| | 01:42 | I know the message was sent, and with a
simple right-click, I know the message
| | 01:46 | was actually delivered.
| | 01:48 | Now I'm expecting a reply from Judith.
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|
|
3. Receiving Email MessagesViewing messages| 00:00 | In this movie, I am going to show you
how you can view and print messages in OWA.
| | 00:06 | So when I jump into OWA, what I'll
see is my Inbox, this area here that it
| | 00:12 | lives in is actually called the Information Viewer
because it's not just used
| | 00:15 | for an Inbox, it's used for calendars,
and contacts and so on.
| | 00:19 | But I'll also refer to it as the Inbox
because that's what most of us call it.
| | 00:23 | This is the default setting; my Navigation pane,
my Information Viewer, and my Reading pane.
| | 00:30 | You have control over where and
whether the Reading pane appears.
| | 00:33 | If I turn it off, it's just gone.
| | 00:35 | And if I turn it to the bottom of
the page, it will appear down here.
| | 00:41 | You also decide how much space it gets.
| | 00:44 | You can adjust the space between the Information
Viewer and the Reading pane just like that.
| | 00:48 | And you can adjust the space between the
Navigation pane and the Information Viewer.
| | 00:53 | So you have lots of choices about your
layout here, and how much space you are
| | 00:57 | willing to give over for example
to a Reading pane for a preview.
| | 01:01 | Over here in the top-right section of
the Reading pane, I have access to tools
| | 01:06 | that will allow me to respond to this message
in many different ways, and to
| | 01:10 | manage this message in many different ways.
| | 01:12 | So if I use the Reading pane, I have a lot
of capability here already built-in for me.
| | 01:18 | I want to say one more thing about how we're
viewing these particular messages right now.
| | 01:23 | You'll notice that 'Missing paperwork'
and 'Meeting schedule' have this little
| | 01:28 | triangle in front of them and a number in parentheses.
| | 01:32 | The view that is turned on right now in
my Inbox and the Default View in OWA is
| | 01:38 | a view that presents my messages by conversation.
| | 01:42 | Where it says Conversations by Date, there's a dropdown.
| | 01:45 | This is telling me that I'm in a Conversation View
that my messages are sorted
| | 01:50 | by date, and finally that the newest one is on top.
Now I can change any of those.
| | 01:55 | If I want to have the newest on the bottom
and the oldest on the top, all I need
| | 02:00 | to do is click where it says Newest on Top.
| | 02:02 | And if I want to see conversations, for
example by who they're from, I can click
| | 02:07 | who they're from, and now I see
conversations grouped by the sender.
| | 02:12 | That's kind of nice.
| | 02:14 | But I want to talk about what
the conversation piece itself is.
| | 02:19 | What the conversation does is whenever
there's a new message, it grabs all the
| | 02:24 | messages prior to that message, and groups them together.
| | 02:28 | Let's drill into one of these to see how it actually works.
| | 02:31 | We have three messages about some missing paperwork.
| | 02:34 | I'm going to click and open up this conversation.
| | 02:38 | Now originally Judith wrote to me yesterday,
and said there are a few pieces
| | 02:43 | of paperwork that didn't get signed earlier in
the week, and she wrote to me at 4:35 yesterday.
| | 02:48 | So these are in order.
| | 02:49 | If we go look at yesterday, at about 4:35,
there should be a message from Judith.
| | 02:53 | And it's not there.
| | 02:54 | And the reason it's not there is it is now right here.
| | 02:58 | It's actually been pulled up and grouped
because this is one conversation.
| | 03:03 | I wrote back to Judith.
| | 03:04 | Notice that my name is italicized.
| | 03:06 | That's because this particular message is not
in the Inbox any longer, it never was.
| | 03:12 | This message lives in Sent Items.
| | 03:14 | But because it's part of the conversation,
it's being presented to me here in the Inbox.
| | 03:19 | Isn't that spiffy?
| | 03:19 | So Judith says, hey! There's some paperwork missing.
Can we meet tomorrow?
| | 03:23 | I write back and say, absolutely!
I looked at your calendar. You're free!
| | 03:27 | Can I stop by then?
| | 03:29 | She writes back, it works!
| | 03:31 | And ask Olivia to show you how to set up a Meeting. Oh!
| | 03:34 | So I should have just invited her to a meeting
since I checked her calendar. That's cool!
| | 03:38 | And then she writes back again, and says hey!
| | 03:40 | I'm including the PDF of the Skin Care article
that we were talking about.
| | 03:44 | We'll meet about this, this afternoon.
| | 03:46 | So this is the conversation, and it's all
presented here in the most recent email.
| | 03:52 | Now the reason that this is cool is,
when I come back to the office, let's say
| | 03:57 | I am gone for a couple of days and I'm
not checking my email, or I'm out over
| | 04:01 | the weekend or I am on vacation, when
I come in, I can just look at each of
| | 04:06 | these messages in order from the top down.
| | 04:08 | I can handle the most recent, and I can
be assured that anytime that there's a
| | 04:13 | message that's part of a conversation, it will be included.
| | 04:16 | If these messages aren't grouped together,
what happens is, I open this up and
| | 04:20 | it says I'd like to discuss this article
when we met this afternoon.
| | 04:23 | And I am going to say, oh! When is that?
| | 04:26 | And I have to then go do the archaeology
through the rest of my Inbox to
| | 04:30 | find the other messages.
| | 04:31 | With conversations, I don't have to do that.
| | 04:33 | So having this checkbox turned on,
absolutely fabulous feature!
| | 04:38 | I can also click to open any one of these and look at them.
| | 04:40 | And the tools at the top move so that I can use them.
| | 04:44 | I can reply directly here, or here.
| | 04:48 | Notice that each of them has tools.
| | 04:50 | And when I point, it selects, if I need a
different tool, simply move. All right!
| | 04:54 | So that's how conversations work.
| | 04:56 | If I want to be able to see all of a
conversation together, all I have to do is
| | 05:02 | not change the default conversation view
here in OWA. But wait! There's more.
| | 05:06 | Now that I've clicked on this particular conversation,
notice that I don't have
| | 05:12 | three emails anymore that were unread.
| | 05:14 | As I was clicking and looking at each of them,
each of them got marked as read.
| | 05:18 | They're not bold anymore.
| | 05:19 | That bold shows me that this message
still demands my attention that I haven't
| | 05:23 | actually looked at it.
| | 05:25 | So as I'm working with messages,
I don't have to check and say Oops!
| | 05:29 | I read this one, I read this one
because OWA does that for me.
| | 05:33 | Now some people like to be able to say,
well, I'm actually not done with this message.
| | 05:39 | I want to make sure that I hang on to this,
and the way I do that visually is
| | 05:44 | I keep it marked as Unread.
| | 05:46 | I'm not saying this is a best practice, but
I know that it's a practice some of you have.
| | 05:50 | What if I want to just mark this message,
or this message Read or Unread?
| | 05:55 | Well, this little triangle here is actually an expander.
| | 05:58 | So when I click the triangle in front of the message
that's at the start of a conversation,
| | 06:03 | I get to see each of the messages separately.
| | 06:07 | So I could go to Judith's last message here,
right-click, and mark it as Unread.
| | 06:14 | Notice now the whole conversation shows as
Unread because it has an unread item in it.
| | 06:20 | I would also have the ability to simply mark
the first message as Unread, and
| | 06:25 | notice that, that works as well.
| | 06:26 | But as soon as I open up the conversation,
the assumption is, I'm reading these messages.
| | 06:34 | So that's how the Conversation View works
and how it marks messages.
| | 06:38 | Now once I am over here, I can move
from message to message using the arrow
| | 06:42 | keys, or I can click.
| | 06:47 | And that's how easy it is to view messages
in OWA 2010, and mark them as Read.
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| Printing messages| 00:00 | In this movie, we're going to take a
look at how we print messages in OWA, and
| | 00:05 | we can't do that from the Preview pane.
| | 00:07 | When I want to be able to print a message,
I'm going to need to go back over to
| | 00:11 | the Inbox and open it.
| | 00:12 | So let's say I'd like to print this message
from Olivia about the product catalog.
| | 00:17 | When I double-click, I'll get a more
full toolbar than I get over here, including
| | 00:24 | some options to do things like Reply,
and Reply All, but also to move it.
| | 00:28 | I also have up and down-arrows that
will let me look at for example the next
| | 00:32 | message or the message before.
| | 00:34 | This will let me scroll through my messages
here in this window rather than
| | 00:38 | needing to return each time to my Information Viewer.
| | 00:42 | This button looks like a printer.
It's not quite a printer.
| | 00:45 | What it does is it switches us out of
this window to a window that would be a
| | 00:49 | good print preview. Because if I simply
say to Windows, print this window, I am
| | 00:55 | going to get all these hyperlinks and
all this stuff up at the top, and it won't
| | 00:59 | look as good as this, I promise you.
| | 01:01 | I am going to click Printable View.
| | 01:03 | And what it does is it creates a
preview here in a separate window.
| | 01:06 | So now I have OWA open, I have the
message open, I have a Print Preview of the
| | 01:11 | message open, more or less, and I
have the Print dialog box open;
| | 01:14 | four Windows open, each of them independent of the others.
| | 01:17 | So what I'd like to do is choose a printer.
| | 01:20 | So I'm going to say I want to print to our Aficio Printer.
| | 01:25 | A word about printers before we go on;
| | 01:26 | it used to be that every time you wanted
to print somewhere, you needed to
| | 01:31 | install that printer on your computer.
| | 01:33 | Well, now what we're trying to do is
figure out how we use OWA in a whole lot
| | 01:37 | of different settings.
| | 01:39 | I might be for example in my office,
and when I print from my browser in
| | 01:43 | my office, I'll get a great print job and
it will go right to my printer in my area.
| | 01:47 | But what if I'm at a hotel?
What if I'm in a library?
| | 01:51 | What if I need to print this and there's
no printer readily available for me but
| | 01:55 | I know there's one down in the
Business Center at the hotel?
| | 01:58 | This is a good reason to think about
printing a PDF which you can open and print
| | 02:03 | almost anywhere, or a Microsoft XPS
document that will open in a browser and
| | 02:09 | then you can use that browser settings to print.
| | 02:12 | So if you need to make a document
easier to move, more portable, the name PDF
| | 02:17 | means Portable Document Format.
| | 02:20 | So I can take it somewhere else.
| | 02:21 | So if you have the ability to create
a PDF or an XPS, if you have Office on
| | 02:26 | your system, and that would have
installed your XPS writer, this is great,
| | 02:29 | because now I can just print this to a file,
throw the file on a USB drive, and go someplace.
| | 02:35 | If on the other hand I want to print
to a printer, I can do that right here.
| | 02:40 | I also have some other choices though before I do that.
| | 02:43 | Not only do I have Print, I have a
Print Preview, and this Print Preview is
| | 02:47 | integrated with printing, and with page setup.
| | 02:50 | So I can change my margins here, I can
change the View in my preview, but I can
| | 02:56 | shrink my print job to say I'd like to
have a particular percentage like 175%,
| | 03:02 | smaller if I need it.
| | 03:04 | I have the ability to show this full width
on the screen, the full size of the page.
| | 03:10 | There is an automatic header and footer.
| | 03:12 | This is the subject of the message,
this is page 1 of how many pages.
| | 03:16 | Here's the URL to this message, and
this is the short date, for today's date,
| | 03:21 | if I print this, so I get all of that
without having it write it on with felt marker.
| | 03:26 | If I don't want that, I just turn it off just like that.
| | 03:29 | I have some other settings that I
can adjust right here in the Page Setup
| | 03:32 | dialog box; and that's going to show me for
example, what I have in my header and my footer.
| | 03:38 | I have the ability to create some
custom headers and footers to change to
| | 03:41 | Landscape mode and so on.
| | 03:44 | So Print Preview is integrated with
my printing; and then here's my printer.
| | 03:48 | And once again, when I print,
there's my Print dialog box.
| | 03:52 | So if you're new to OWA or new to OWA 2010,
I think you'll be pleased with all
| | 03:57 | of the various print options
that are available to you here.
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| Downloading attachments| 00:00 | Judith has sent me a message
that includes an attachment.
| | 00:04 | And I know this because when I look
here in the Information Viewer, I actually
| | 00:08 | see this paper clip, and that's a
dead giveaway that there's an attachment
| | 00:11 | someplace in this chain.
| | 00:13 | I'm going to expand the conversation
and I can actually see that it's this
| | 00:17 | message right here at the top.
| | 00:19 | So how do I deal with attachments in messages?
| | 00:22 | Well, there are two possible ways I can work with this.
| | 00:25 | Remember that this file is actually
stored in Exchange Server.
| | 00:29 | It's not here on my local machine.
| | 00:32 | And so, one of the things I can do is I can say, hey!
| | 00:34 | I'd actually like to just see this, what's in this?
| | 00:38 | Either here in the Reading pane, where
it says Open as webpage and there's a
| | 00:42 | link, or when I open the message itself,
Open as webpage, either of these are
| | 00:48 | going to preview this file for me in a browser if that's possible.
| | 00:53 | Now there are some file types that there aren't viewers for.
| | 00:56 | And there are some complex types of files
like an Access database that it's not
| | 01:01 | even clear what we would want to see in that database.
| | 01:04 | But for things like PDFs and Word documents,
and Excel spreadsheets and lots of
| | 01:09 | other file types, all I have to do is
click Open as webpage, a browser window
| | 01:13 | opens, and I can see this attachment.
| | 01:16 | If all I need to do is view this and print it, this is all I need.
| | 01:21 | So imagine that you were sitting in
the business center at a hotel, or you're
| | 01:25 | sitting in a guest computer at a client site,
you don't necessarily want to have
| | 01:31 | your organization's artifacts left on those computers.
| | 01:34 | So this functionality makes it easy for you
not to have that happen because you
| | 01:39 | can just say I want to print this, and print from here.
| | 01:44 | If you want to download the document though,
then you can either click this link
| | 01:48 | here, or, you can click that same file link
right here in the Reading pane.
| | 01:55 | Both of these that have the actual file name
and the extension the file size are not previews.
| | 02:00 | They are going to ask you what
you want to do with the document.
| | 02:03 | So my choices are, notice that we
have an information bar at the bottom,
| | 02:07 | What do you want to do with this?
| | 02:09 | One possibility is to open it.
| | 02:11 | It's not going to be that different than what we just saw.
| | 02:14 | Another possibility is that we want
to save this in one of the three ways.
| | 02:17 | Just save it, and the default place that will
go to is the Downloads folder on this computer.
| | 02:22 | If I'm on a public computer, I don't want it there.
| | 02:25 | I actually don't want to go search for
where they set their Downloads folder for.
| | 02:29 | It would be nice if I could find it easily,
but it's not guaranteed.
| | 02:32 | And then if I can't find it, I've left a vital
piece of company information on their computer.
| | 02:37 | So I will usually choose Save As.
| | 02:39 | And then, I can say, well, you know
where I want to put this actually is I want
| | 02:44 | to put this on my USB drive for example,
or I want to put it on the desktop.
| | 02:50 | Then I'll take it, do what I need to do with it,
and it's easy for me to find to delete it.
| | 02:54 | Another possibility is I want to do save and open.
| | 02:57 | Now save and open is this Save.
| | 02:59 | It's the save that says I'm going
to put this someplace, and open it.
| | 03:02 | So it says, if you click the Save button
and then immediately click the Open
| | 03:06 | button, it is not going to prompt you.
| | 03:08 | If you want to be asked where to put
this document, your only choice here is to
| | 03:12 | click the dropdown arrow and choose Save As.
Or to open a document directly and
| | 03:17 | then to use Adobe Reader, Adobe Acrobat
Pro, Microsoft Word, Excel, PowerPoint
| | 03:23 | whatever application a document opens in,
use its save utility to determine
| | 03:28 | where you're going to save the document.
| | 03:29 | But at this point now, this document is here.
| | 03:32 | It's been downloaded to this machine,
Acrobat Pro has been launched, and it's
| | 03:36 | showing me this document.
| | 03:37 | If I'm on a public computer, before I leave,
if this was an important
| | 03:41 | document that I don't want people to see, I
need to find it and delete it before I go away.
| | 03:46 | So this is how we print attachments.
| | 03:48 | This is how we view attachments.
| | 03:50 | One more cool tool here in OWA by the way.
| | 03:54 | Because I'm in Conversation View,
when I click on 'Missing paperwork' or this
| | 03:58 | first message here, I'm actually seeing all the messages.
| | 04:02 | So let's imagine you're getting ready
for a meeting about a particular client
| | 04:07 | and you have lots and lots of
information coming into this meeting.
| | 04:10 | A couple of people have sent you
some budgets, some other people have sent
| | 04:14 | some other information;
| | 04:15 | all of them are simply replying and saying, hey!
| | 04:17 | So you put out the call, items for meeting,
and all these things come flying in with attachments.
| | 04:22 | Now you're looking in Conversation View,
and you're scrolling, say, okay what has attachments,
| | 04:26 | what doesn't have attachments
and you're trying to find all the attachments.
| | 04:30 | This button will actually float to the
top all of the items with attachments.
| | 04:35 | So it's really pretty slick that you
can easily find the attachment status.
| | 04:39 | And if the messages are closed, it's
really easy for you to see here who has
| | 04:44 | attachments and who doesn't. Also,
remember that you can go out to the
| | 04:49 | Information Viewer and find that same information.
| | 04:51 | Here's a conversation that has an attachment.
| | 04:54 | And when the conversation is opened,
the Attachment icon appears next to the
| | 04:58 | message that actually has an attachment.
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| Replying and forwarding| 00:00 | I have this email from Judith, and I
can do three different things with it.
| | 00:05 | I can reply to Judith, I can reply to
Judith and anyone else who was included
| | 00:10 | in this email, that's called Reply All, or,
I can forward this to yet another recipient.
| | 00:17 | So those three actions all have implications,
and they all have cultural rules around them.
| | 00:23 | So let's talk a little bit about how this works.
| | 00:25 | If someone sends me a message,
they may copy five or six other people,
| | 00:29 | but if I want to reply just to the sender, I click Reply.
| | 00:34 | If I want to reply to the sender and those
five or six other people, I choose Reply to All.
| | 00:40 | And if I want to send it to somebody who is
not one of those people, then I choose Forward.
| | 00:45 | Let's start with Forward.
| | 00:46 | Judith has sent me this email that says
we're going to discuss it when we meet
| | 00:51 | this afternoon, and I would like Olivia to print this for me;
| | 00:54 | my printer is not hooked up yet.
| | 00:55 | So I'm going to click Forward.
| | 00:57 | And I'm going to send this to Olivia.
| | 00:59 | Notice that as soon as I begin typing,
because I've addressed some other things
| | 01:02 | to her, then I can just tab across here,
and I pick it up. Or another choice is
| | 01:09 | I start typing Olivia, and I just click on her;
| | 01:13 | either one of those is going to do that.
| | 01:15 | Notice that because I'm forwarding it,
the attachment is still here.
| | 01:19 | That's not true when I reply, but when I Forward, it is.
| | 01:23 | And I am going to say Olivia,
can you please print this for me?
| | 01:31 | That makes perfect sense.
| | 01:33 | Now sometimes I'm forwarding this
but I would also just in the Subject put
| | 01:37 | PLEASE PRINT just like that.
| | 01:38 | So this is how you forward a message.
| | 01:41 | Olivia is my assistant.
| | 01:43 | I don't feel a need to tell Judith hey!
| | 01:45 | I am forwarding this to Olivia.
| | 01:46 | It's not confidential information.
| | 01:48 | But what I would say is that many
organizations have policies that say you're
| | 01:53 | not allowed to forward an email unless
you've cleared it with the person who sent it,
| | 01:57 | Or you're not able to forward an email
to anybody but your assistant.
| | 02:02 | Or you're not able to forward an email
out of your organization.
| | 02:05 | You'll want to know what the email, or E policies,
in your organization are about forwarding email.
| | 02:12 | But I'm good on this one, and I'm going to click Send.
| | 02:16 | Now I have a message that Olivia sent, and
she is just copying me to keep me in the loop.
| | 02:22 | What I want to do is I want to do two
different things with this.
| | 02:25 | I want to reply just to Olivia, and I
want to also reply to Judith and Olivia.
| | 02:30 | So these are two different uses;
Reply and Reply All.
| | 02:33 | So I'm going to click Reply, and I am
going to say Olivia, let me know how I
| | 02:41 | can be most helpful with this project, Gini.
| | 02:47 | Just to Olivia, so I just clicked Reply, and
it just goes to the person that it was from;
| | 02:52 | not to the person it was to,
but to the person it was from.
| | 02:55 | And I can do this from having been copied,
or CCed, it doesn't need to be sent to me.
| | 03:00 | And I'm going to go ahead and send that.
| | 03:02 | Message is in process of being sent. There it is!
| | 03:07 | But now in that same message,
I want to reply to both Judith and Olivia.
| | 03:12 | Now notice that originally Judith was included
in To, and I'm replying to
| | 03:18 | Olivia, but Judith doesn't dropdown to Cc,
she is still up in the To box.
| | 03:23 | She was an original recipient on this.
| | 03:25 | It might be that I actually want to remove her here,
and put her down here instead,
| | 03:30 | because whether I say something is
to an individual or they're copied
| | 03:36 | determines how much attention they should pay to it.
| | 03:39 | If I don't want to have feedback from someone,
I just copy them.
| | 03:42 | But a message that I send to someone,
I expect to get a reply from.
| | 03:45 | So this is my public, more or less, reply to Olivia and Judith.
| | 03:50 | And I am going to say, Olivia, Thank you
for letting me know about this initiative.
| | 03:55 | It just so happens that I have a
brand new pair of jeans. Okay?
| | 04:05 | So this is a Reply All, going to two people,
I'm going to go ahead and click Send.
| | 04:09 | Now there is one other possibility, and
I'd like to be sure that you understand it.
| | 04:13 | If I create a new mail message or anyone does,
one of the options is to show
| | 04:18 | another field that's called Bcc.
| | 04:20 | And if you wish, you can show the From field.
| | 04:22 | This is useful if you are managing
more than one email box. For example, your
| | 04:28 | own email, but you also manage the
email for a team, or for a particular
| | 04:33 | resource; and you want to know whether
you're sending from your Inbox, or from
| | 04:39 | another Inbox that you are the owner of.
| | 04:42 | You can say Show From, and you'll
be able to see that information.
| | 04:45 | So this is coming from me.
| | 04:47 | And let's say I'm sending a message to Greg,
and I then am copying in Olivia.
| | 04:54 | And the reason I'm copying in Olivia is
that there are some details about this email
| | 04:58 | that I am going to send that I need her to follow up on.
| | 05:02 | And I am not going to say, by the way,
I'm including Olivia, so she can follow up on these.
| | 05:07 | It's just a casual piece of management.
| | 05:09 | So if I do this and I send this,
then how will this behave when people use
| | 05:13 | Reply or Reply All? Or let's say I've
even sent this message to Judith, and I
| | 05:18 | copied Greg and Bcced Olivia for example.
| | 05:22 | How it behaves when someone replies a
Replies All depends on who is doing it,
| | 05:27 | because it was sent to Judith, Greg is
copied, and Olivia is copied in such a
| | 05:32 | way that Greg and Judith can't even tell.
| | 05:35 | So here's our message sent from me
to Judith, copy Greg, and Bcc Olivia.
| | 05:40 | And if Judith goes in and clicks Reply,
then it will go only to me.
| | 05:45 | A reply goes only to the person that
the message is from. That works great.
| | 05:49 | If Judith clicks Reply All, it will also go to Greg
because he is visible to her,
| | 05:54 | but it will not go to Olivia because she is blind copied.
| | 05:58 | So if Judith or Greg Reply or choose Reply All,
it's going to go to this small group;
| | 06:05 | a reply only to me, reply all to Greg
if it's Judith, and to Judith if it's Greg,
| | 06:09 | and nobody is writing to Olivia but me.
| | 06:12 | What happens though if Olivia chooses Reply?
| | 06:16 | Well, if Olivia clicks Reply, it will go just to me,
same as always.
| | 06:21 | But if she clicks Reply All, it will
go to Judith and it will go to Greg.
| | 06:25 | She is invisible to them,
but they are not invisible to her.
| | 06:29 | And this might be the first time that they
even know she is part of the conversation.
| | 06:34 | So imagine that I copied her so that she knew
to handle some details of this project.
| | 06:39 | But in the meantime Greg has written and said, hey!
Whatever you do, don't ask Olivia to do that.
| | 06:43 | She dropped the ball on it last year, or something similar.
| | 06:46 | They wouldn't even know she was part of
the conversation until she clicks Reply All,
| | 06:50 | and all of a sudden, now the cat is out of the bag.
| | 06:54 | I encourage you to use Bcc within your corporate culture.
| | 06:57 | There are some companies that don't allow it at all.
| | 07:00 | There are other organizations that
you can always Bcc your assistant.
| | 07:04 | But I would encourage you never to
think that you can use blind copies to sneak
| | 07:08 | around needing to tell people things
that are honest and true.
| | 07:12 | You create a space where people
might speak in a way that they shouldn't.
| | 07:16 | You also create the possibility then
that Greg and Judith would think, I never
| | 07:20 | know when I receive emails from her
whether she is copying Olivia or not,
| | 07:24 | and that makes me uncomfortable.
| | 07:26 | So as long as you know how Reply and
Reply All work in this setting, you should
| | 07:31 | be able to make choices that are good for you.
| | 07:33 | So whether you're in the Reading pane or not,
Reply, Reply All, and Forward
| | 07:39 | always work in exactly the same way in OWA.
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| Deleting and managing deleted items| 00:00 | One of the ways that you're going to
manage your Inbox and manage your email
| | 00:04 | effectively is to make sure that you don't
hang out into things that you don't need.
| | 00:08 | Many, many users have thousands of emails
that they're keeping and I have no idea why.
| | 00:12 | Unless you would actually print this email
and put it in a file drawer 10 years ago,
| | 00:17 | it's probably something that you
don't want to keep hanging around now.
| | 00:21 | A great example of this is this email that I have from Olivia.
| | 00:25 | It's great to know that there are fresh bagels,
it's making me hungry.
| | 00:28 | But I don't need to keep this.
| | 00:29 | I just need to run past her and get
there before the cream cheese is gone.
| | 00:34 | So how am I going to delete this?
| | 00:36 | I'm simply going to select it.
I don't even need to double-click and open it, I've read it.
| | 00:40 | This was enough, and I am going to hit Delete.
| | 00:43 | That message now goes to my Deleted Items folder.
| | 00:46 | And it's going to hang around there
until this folder that holds deleted items is emptied out.
| | 00:53 | Right now it has one thing in it.
| | 00:54 | Now there is an option that you can set
by going back to your options that
| | 00:59 | says, every time I leave OWA,
empty out my Deleted Items folder.
| | 01:04 | Some users like to do that, and actually
there are some information technology
| | 01:09 | departments that set that up and you don't have a choice.
| | 01:12 | So you work here, that's how your account
is configured because they don't want
| | 01:15 | to keep a lot of extra deleted items sticking around.
| | 01:18 | They figure that if you're willing to delete it,
they should be willing to take it off their server.
| | 01:23 | But if you're in charge of your
Deleted Items folder, from time to time,
| | 01:27 | you need to go in here and you need to
delete everything in there by emptying the
| | 01:32 | Deleted Items folder. Are you sure? Yup! I'm sure.
| | 01:36 | And now, there's nothing in here.
| | 01:39 | Now this is a difference between Microsoft Outlook,
and Microsoft OWA, that is
| | 01:46 | a huge difference, because in
Outlook, once I do this, it's gone.
| | 01:50 | There's no way to get it back.
| | 01:52 | But in OWA, it's actually moved to an
area on the server, and you have some
| | 01:57 | period of time that you can still get
this message back. So if you go, oh!
| | 02:01 | I didn't mean to delete that, you can right-click,
and choose Recover Deleted Items.
| | 02:07 | This is a reason if you're a Outlook user
to know how to use OWA just this by itself.
| | 02:11 | Because take a look, it was deleted
nd it's still hanging around here.
| | 02:17 | So if I really want this gone, I've got
to do more in OWA than simply delete it.
| | 02:22 | That's actually true in Outlook too.
| | 02:24 | It's just that, in Outlook, you can't
get to the server to do anything about it.
| | 02:28 | If I want this message purged,
I click here and that gets rid of it.
| | 02:32 | If I want to bring it back, I simply
click here and recover it.
| | 02:37 | And it says where do you want to put it?
| | 02:39 | And I'm going to say put it back in my
Inbox, and recover it; or I could create
| | 02:44 | a new folder and recover it there for some recovered items.
| | 02:46 | This is really a utility meant for technologists to use.
| | 02:50 | But we've got access to it. Why not?
| | 02:53 | I'm going back to my Inbox.
| | 02:54 | Here it is, back again, Bagels in the kitchen area.
| | 02:57 | So when I delete items, they are moved
from my Inbox or any other folder,
| | 03:02 | because I can delete items out of my Sent Items folder as well.
| | 03:05 | I've got a whole list of things, if I want some of these gone.
| | 03:09 | I don't need to send this, to hang on to this,
it's got an attachment, it's
| | 03:13 | pretty big, I can delete this too.
| | 03:14 | And now, that would be sent to my Deleted Items folder.
| | 03:17 | So I get some benefit, particularly if
I'm sending around a lot of emails with
| | 03:21 | attachments, I want to not just manage my
Inbox, but manage my Sent Items. Here it is!
| | 03:25 | When I want this gone for good, supposedly,
I empty my Deleted Items.
| | 03:31 | It shuffled off to another section of
the server that I actually have access to,
| | 03:35 | and I can still bring that back if I need to.
| | 03:37 | This should make you realize, if you haven't already,
that there's no such thing
| | 03:42 | as actually getting rid of the evidence that you send an email.
| | 03:45 | Once you send an email, it's somewhere.
| | 03:47 | And if it hangs around long enough
for the server to be backed up tonight,
| | 03:50 | it's there permanently.
| | 03:52 | But you can use that to your benefit
to access recently deleted items and
| | 03:57 | recover them in OWA.
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| Ignoring a conversation| 00:00 | From time to time you will be part of
an email conversation that you really
| | 00:05 | don't want to be in, it's not your conversation.
| | 00:07 | May be it was formerly, but it's not anymore.
| | 00:10 | So Olivia started by copying me in
on this conversation with Judith.
| | 00:15 | It was a great thing to do, I'm new in the office
and I like being brought up to speed on this kind of thing.
| | 00:21 | But now there's really a conversation
that's between Olivia and Judith, and I
| | 00:24 | don't need to be in this anymore, I never really did.
| | 00:27 | So what I'm going to do is not simply delete this,
but assuming that this
| | 00:32 | conversation is going to continue, I actually
want it to continue without me and
| | 00:36 | the feature that I used to do that
is called Ignore Conversation.
| | 00:39 | So when I select a conversation or even
just one email, I don't have to wait for
| | 00:45 | this to go on for a while.
| | 00:47 | I can choose Ignore Conversation and this dialog opens.
| | 00:50 | It says, this will delete all the messages
for the selected conversation from
| | 00:54 | any folder except sent items.
| | 00:56 | In other words, if I actually send something
I'm still going to be able to go
| | 00:59 | find it over here and that's true.
| | 01:01 | All new items that are part of the selected conversation
will also be deleted. So check this out.
| | 01:06 | Anything outside of sent items, all the
emails back and forth between Olivia and
| | 01:11 | Judith, they're all going to be gone.
| | 01:13 | Not only that the next email that comes
in I will not even see, it will go right
| | 01:18 | to my deleted items folder.
| | 01:20 | This is a pretty powerful feature.
| | 01:21 | So I would want to take the time to
maybe send an email first to Olivia and Judith
| | 01:26 | and say, I think you can go on without me just fine.
| | 01:30 | So let's do that first.
| | 01:31 | Let's go back to this email from Olivia
and I'm going to do a reply all and say,
| | 01:37 | Olivia and Judith -- so I'm also going
to talk to them, because I don't want to
| | 01:45 | write an email that's going to hurt
somebody's feelings but this kind of gives
| | 01:49 | them a marker in the conversation of when I left.
| | 01:51 | So that when they're in a conversation view
they see oh, that's when Gini left.
| | 01:55 | Olivia and Judith I appreciate being included,
and feel free to leave me off
| | 01:58 | future emails about the project. It's all good.
Gini.
| | 02:01 | So I'm just going to do that.
| | 02:02 | Now just two of my colleagues and
that's not a really big deal for them to
| | 02:06 | figure out that they don't need to email me anymore
and I'm going to ignore this conversation.
| | 02:11 | I can check this check box,
but I don't use this feature a ton.
| | 02:14 | So I like being reminded of what it is
and I'm going to click OK.
| | 02:18 | And now, what happens is that conversation
sits here and any new replies to this
| | 02:22 | are going to go right to my deleted items folder,
they won't even hang around here at all.
| | 02:26 | Normally when I use this there are
fifteen people on email and they are going
| | 02:31 | back and forth and they are
just well past where I need to be.
| | 02:34 | We were in a conversation originally,
about something at an abstract level and
| | 02:39 | maybe we could do this;
| | 02:40 | and now we're having a technical conversation
that says, well we're going to
| | 02:43 | put this on the agenda at that time and
we're to do this and this and there's a
| | 02:48 | lot of excitement about it, but that's not
my level of engagement in the conversation.
| | 02:52 | So that's exactly what Ignore Conversation is for.
| | 02:54 | Again, I think it's just a good practice
to let people know that you're gone.
| | 02:59 | But if they then, right back and say, hey!
| | 03:01 | No, we want you on board you won't
necessarily get that if you've ignored their
| | 03:04 | conversation quickly enough.
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|
|
4. Applying Tags to Messages and Other ItemsUnderstanding tags| 00:00 | There are three different statuses, or tags, that you
can apply to messages to help you organize them.
| | 00:07 | The first is the ability to say that an item
has been read or unread
| | 00:13 | and so when I open a message it's automatically read.
| | 00:15 | This is a setting that you can change in the options if you wish.
| | 00:19 | If I view it in the reading pane then, it's automatically read.
| | 00:24 | If I want to change a message from read to unread,
| | 00:28 | I can right-click it and choose mark as unread,
as you've seen earlier in this course.
| | 00:33 | The second two tags are Categories and Flags
and they appear when we actually open a message.
| | 00:40 | This is the only place we can assign a category
is in an open message.
| | 00:45 | I can also choose a flag, and I can
choose the flag here, or if I click in the
| | 00:51 | information viewer I can flag an item
right here, by right-clicking the flag.
| | 00:56 | There's actually one click that I can do
that will set a particular flag or will
| | 01:02 | mark something as completed and that's
the default flag, which is today when you
| | 01:08 | first start working with OWA.
| | 01:10 | So these three ways to tag items actually work together.
| | 01:16 | So first whether a message has been
read or unread is a basic way to tell that
| | 01:20 | you've gone all the way through all of your emails.
| | 01:23 | When you get to the end of a day every message
that's read should be marked read;
| | 01:27 | that's the way Outlook Web Access is designed to work.
| | 01:31 | Sometimes some users will mark a
message as unread, because they haven't
| | 01:35 | finished reading it or they haven't thought about
its implications or they just glanced at it.
| | 01:39 | That's okay, I would encourage you not
to use the unread status though as a way
| | 01:43 | of indicating that you need to take action on an item
because you have two better ways to do that.
| | 01:49 | The second is Categories.
| | 01:50 | So once I've read a message or even if
I haven't, if I know who it's from and
| | 01:55 | what it's related to, I can categorize this message.
| | 01:58 | And once I have tagged a category or
more than one category onto a message, I
| | 02:04 | can go find all of the messages in a
category, I can group my messages together
| | 02:08 | by categories and I'm able to see
how my items in my inbox work together.
| | 02:13 | But categories also cross all of the other parts of OWA.
| | 02:16 | So I'll use the same categories in my email
and in my calendar, in my contacts, and in my tasks list.
| | 02:23 | And speaking of tasks, my last choice
is to flag an item for action.
| | 02:28 | Now when I flag an item I'm actually flagging
it to a particular week or a particular day.
| | 02:34 | I can even flag it to a particular time.
| | 02:36 | But what I'm saying is this item requires some
specific work on my part and I want to keep it on a list.
| | 02:44 | So when I read an email, I have the
choice immediately to categorize it in a
| | 02:48 | particular way to allow me to organize it
and then I can flag it to allow me
| | 02:54 | to organize my actual work;
| | 02:56 | that's how these three tags fit together in OWA.
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| Creating and applying categories| 00:00 | In this movie I'm going to show you how to
create and apply categories to items in your inbox.
| | 00:07 | But you can use these same steps
to apply categories to items in your
| | 00:12 | calendar or contacts list, in tasks or in any
other email folder here in Outlook Web Access.
| | 00:20 | So the Category button on a message
is this little button right here.
| | 00:26 | If I open a message, I actually see a
categories dropdown but I can access that
| | 00:32 | right here as well; I simply click and choose a category.
| | 00:36 | OWA comes up with six categories baked in
and I don't particularly want to use
| | 00:41 | any of them unless I want to carry around
a little card that says, blue equals
| | 00:46 | planning, and green equals finance.
| | 00:48 | I want to have categories that have names
that are meaningful for me and my organization.
| | 00:54 | So the first thing I'm going to do is
go manage my categories; and I want to
| | 00:58 | create a new category called Planning.
| | 01:00 | And I'm going to use blue for that, this is a fine blue.
| | 01:05 | There are twenty five colors here,
but unless you are going to have them right
| | 01:09 | next to each other, it's not twenty five
valid individual choices.
| | 01:13 | For example unless the deep peach and
the deep gold and the olive green are next to each other,
| | 01:20 | It's really kind of hard to tell these two apart or these two.
| | 01:23 | How do you tell a difference between the powder blue
and the gray, unless they are in the same space?
| | 01:28 | Or even for that matter, the seafoam green and the teal.
| | 01:32 | So you'll probably get about sixteen useful
colors out of this pallet.
| | 01:35 | Don't let that surprise you.
| | 01:37 | And what I'm doing is I'm creating
a category that has two attributes;
| | 01:41 | a text name, Planning, and a color, blue.
| | 01:45 | Those are two different ways that I
can organize my information because if I
| | 01:49 | sort for example on Category name then,
I'm sorting here on the word Planning not on the color.
| | 01:57 | And if I filter on Category I'm filtering based on the text.
| | 02:02 | The color is just my visual cue and it's
most helpful for me often in my calendar.
| | 02:07 | But it can be useful in the inbox as well.
| | 02:10 | So here's my new Planning category.
| | 02:12 | And let's create another category as well
called Budget and I'm going to paint that green.
| | 02:19 | Again, if I filter, I'm filtering on the words, when I look
at it I'm seeing the color and I'm going to click OK.
| | 02:25 | So I have two new categories, I have
some old ones and I don't actually want to
| | 02:29 | use those, so I could delete them and that
works well and there are others I can delete later.
| | 02:39 | You get the idea of how we do this management piece.
| | 02:42 | Now I don't get a separate set of categories
for the other items, so I want to
| | 02:45 | make sure when I create categories
that if for example, I'm using the color
| | 02:49 | green in the Calendar for holidays that
all of a sudden I go oh!
| | 02:55 | I wish I was using green for Budget;
one set for all of OWA.
| | 02:59 | Let me go ahead and click OK.
| | 03:00 | Now this is a planning meeting and I
want to assign the Planning category and
| | 03:05 | that's right here, just click and choose
and now Planning has been assigned
| | 03:09 | there and I can also see it here as well.
| | 03:12 | This is a Budget item, I'm going to click
and it is Planning and Budget both and
| | 03:20 | notice two small bars.
| | 03:22 | I can have as many of them as I wish,
but it's easy to look at the two, and I can
| | 03:26 | point and get a tool tip that says, ah!
| | 03:30 | That's for Planning, Planning and Budget
that works really well.
| | 03:34 | So that's how easy it is to manage
your categories creating new categories,
| | 03:38 | deleting the categories that were already there
and to apply a category to an individual item.
| | 03:45 | In the next, chapter you'll see how we can
use these categories to filter our inbox in OWA.
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| Flagging items| 00:00 | In previous versions of OWA, flags
were about colors, they were a visual
| | 00:05 | representation an item in the inbox
waving its flag and saying, hey!
| | 00:09 | I'm blue or I'm orange.
| | 00:11 | In this version, flags are all about time.
| | 00:15 | And they all have the same color, they're red
or they're red or they're red or they're red.
| | 00:20 | So when you flag an item you're saying,
I intend to take action on this item
| | 00:24 | today, or tomorrow, or this week, or next week.
| | 00:28 | Now this week or next week means that
the deadline will be the last workday of
| | 00:33 | the week, which for many of us is set for Friday.
| | 00:37 | So if I choose this week it'll be this Friday,
if I choose next week it will be next Friday.
| | 00:43 | Here's I want to set this to be done at a specific time.
| | 00:46 | So if for example I want to set this to
be done on the 28th, I can simply go in
| | 00:51 | and choose the 28th.
| | 00:53 | If I open this item, or if I view it
in the reading pane, I can see that its
| | 00:58 | flagged for follow-up, I need to
start it and finish it by Thursday, that's
| | 01:03 | exactly what I meant.
| | 01:04 | If I decide that I don't want to do
anything with this anymore, a bad idea for a
| | 01:08 | budget request but I could, I can clear the flag.
| | 01:12 | That means that I didn't intend
to take any action and I didn't.
| | 01:16 | But more likely, is I had this flag set
for a particular day like the 28th
| | 01:23 | and I actually did the work.
| | 01:25 | So I send an email back that said, yep,
you'll have the budget by 10th,
| | 01:30 | I put time on my calendar for it.
| | 01:31 | I'm done with this email and then, I can
click it and mark it as complete
| | 01:37 | and it is automatically marked as
complete in my email message.
| | 01:41 | Now note the date I said I was going to do
this was the 28th, but it completed today.
| | 01:47 | So whenever I mark a task as complete,
it will be completed as of the time I check it off.
| | 01:52 | What else can I do in here?
| | 01:54 | Well, I can set a reminder.
| | 01:56 | Now I can't do this in OWA Light.
| | 01:59 | OWA Light doesn't support reminders, but OWA does.
| | 02:02 | So I can say, I want to set a date and
a reminder and I'm going to get not just
| | 02:06 | a date but a start date here.
| | 02:09 | So I'm going to say I need to finish this,
it's due by March 10th, but I want to
| | 02:15 | under promise and over deliver.
| | 02:17 | So I'm going to attempt to get this done
by the 7th, but I want to start it today.
| | 02:23 | And I want a reminder to start it today
at 4:30 in the afternoon. Give me a
| | 02:31 | reminder so that I can start assembling the
research for this, so I'm going to say OK;
| | 02:35 | that was just a minute ago.
| | 02:37 | Here is my reminder IT Budget, let's go
ahead and click this and it will take me
| | 02:42 | back to exactly that same message
that I marked the reminder in.
| | 02:46 | So this is how reminders work, you
say remind me and you get a reminder.
| | 02:50 | Now it's a little trickier than that,
because if I wasn't working in OWA right now,
| | 02:55 | if I was driving my car or elsewhere
and I didn't have OWA or exchange
| | 03:01 | connected to a mobile device, I wouldn't
get that reminder until the next time I
| | 03:05 | opened up OWA and I'd have a reminders
window that would point out to me that I
| | 03:09 | actually had missed one of my obligations.
| | 03:11 | When the reminder comes up I can just go
ahead and say, I'm done with that thank
| | 03:14 | you and dismiss that reminder.
I can also reset the reminder.
| | 03:19 | I can mark an item as complete as we already saw;
| | 03:22 | I can clear this flag to say, sorry didn't mean to flag it.
| | 03:26 | And then, I finally have the choice to say,
if I just go in here to an item, any item,
| | 03:31 | and I just click this flag, what does that mean?
| | 03:35 | In Outlook as opposed to OWA that's
called a quick click, here its just a
| | 03:40 | default flag that says, if I click
on something I mean to set a flag for
| | 03:45 | example for tomorrow.
| | 03:46 | That's how mine is set, because when I
have emails coming in later in the day,
| | 03:51 | that's often when I want to say tomorrow
I've already planned my work for today
| | 03:54 | unless something is really, really urgent
and important I'm not going to change
| | 03:59 | today's plans in order to accommodate it.
| | 04:01 | So when this item comes in, even if
it's important, I'm going to click once and
| | 04:05 | notice by doing that it's actually flagging it
for tomorrow, which is what I set my default flag to.
| | 04:12 | Now there's another thing that you need to know about flags.
| | 04:14 | When I flag something here in my inbox, it's not in isolation.
| | 04:19 | My inbox is actually tied to my Tasks list.
| | 04:23 | So I have two flagged items here in my inbox.
| | 04:27 | If I go take a look at my tasks, I will
find that they are both here because the
| | 04:32 | default view in tasks is Flagged Items and Tasks.
| | 04:35 | So I can create new tasks here and
we'll talk about that later in this course.
| | 04:40 | But whenever I flag an item, it's not just here in the inbox.
| | 04:44 | The list of flagged items is here in my Tasks list as well.
| | 04:49 | In the next, chapter we'll see how we
can use filters and views to view flagged
| | 04:54 | tasks at different times and different levels
of completion here in our inbox in OWA.
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|
|
5. Managing EmailChecking your mailbox size| 00:00 | So someplace in your organization
there is an exchange server and in that
| | 00:04 | exchange server there's a mailbox and
that mailbox has a limit on its size.
| | 00:09 | It could be pretty low or it could
be very high depending on how your IT
| | 00:13 | department has determined they
want to support a lot of user storage.
| | 00:18 | So I meet users who have a mailbox capped at 2 GB.
| | 00:22 | I meet users who have a mailbox capped at 200 MB
and I meet users that haven't
| | 00:29 | reached their limit yet and I'm not sure why.
| | 00:31 | So how do you find out how much space
you are using in your mailbox?
| | 00:36 | Now your mailbox is everything here, some
people think it's just your inbox, but it's not.
| | 00:41 | Its anything that's currently in Deleted Items
or Sent Items or Drafts,
| | 00:45 | it's your calendar appointments and contacts and tasks.
| | 00:48 | But you don't want to try to manage the
smallest things, what you care about is
| | 00:51 | what the largest things are.
| | 00:53 | To find out how much space your mailbox
is taking up, just point towards your
| | 00:58 | name or it might say your name dash (-) mailbox.
| | 01:02 | And right now, I'm using just slightly less
than 26 MB of my mailbox space.
| | 01:07 | I'm not going to worry about this yet.
| | 01:09 | I surely have more room than this.
| | 01:11 | But what if I'm close and what happens if I go over?
| | 01:13 | Well, based on policies that are set
in your organization, you will first get
| | 01:17 | some email that say, hey!
| | 01:19 | You've got too much stuff taking up space
in your mailbox and you'll be
| | 01:22 | encouraged to delete some things.
| | 01:24 | There's also the ability to escalate that
so that eventually if you don't clean
| | 01:28 | some things out, you can't send or receive
any more email, and you don't want it
| | 01:31 | to get to that point.
| | 01:33 | So if you take a look and you are close
on space what are the strategies that we
| | 01:37 | can use to attack this?
| | 01:39 | First, you don't want to waste your time
getting rid of twenty small messages,
| | 01:42 | when knocking two or three big ones
out of the park would actually
| | 01:46 | do exactly what you need.
| | 01:48 | So I would begin normally in my inbox
and I would choose to look at this a
| | 01:53 | little bit differently.
Rather than Conversations by Date,
| | 01:57 | I'll turn off Conversations and say
show me my inbox by size.
| | 02:01 | So I have some medium things in
it and some tiny things in it.
| | 02:05 | So again, getting rid of tiny things is
not really going to help, maybe getting
| | 02:09 | rid of some medium things.
| | 02:11 | So what else is taking up space?
| | 02:13 | Before I forget, I'm simply going to go back
and change my default view back to what it was.
| | 02:19 | Let's go to my Sent Items folder.
| | 02:21 | This is also arranged by size and look, very large.
| | 02:25 | There's actually a group this is called
smart grouping that it's actually
| | 02:28 | grouping them by size with descriptions
like Very Large, Small, Tiny.
| | 02:33 | There's actually a descriptor called Huge
when you have things that are big enough.
| | 02:37 | So if I got rid of this one email here,
it would be as if I had gotten rid of
| | 02:43 | fifty in this category or thousands
in this smaller category.
| | 02:48 | So I have a couple of choices.
| | 02:50 | One is I can open this up and I can say, oh!
| | 02:53 | Okay well, this item here, I just want to get this gone.
| | 02:58 | So I could either say, I don't need
this email at all and delete it.
| | 03:02 | Now when I delete it, here where is it going to go?
| | 03:06 | Well it's going to go to my Deleted Items folder
and by the way, that's still taking up space too.
| | 03:12 | So now, what I want to do is actually empty my
Deleted Items folder and get rid of these items.
| | 03:18 | This is the only big one, but I'm going
to right-click my Deleted Items folder,
| | 03:23 | choose Empty Deleted Items and say Yes.
| | 03:26 | Now if you were watching an earlier movie
you know that these deleted items
| | 03:30 | actually are still in storage on a server,
but they're not in my territory anymore,
| | 03:35 | even though I could recover from there.
| | 03:38 | So when I go take a look you'll notice
that my mailbox is now half a meg smaller,
| | 03:43 | because that one single file is gone.
| | 03:47 | So to find out your mailbox size, click here
and to be able to manage your items
| | 03:53 | to get rid of things efficiently, just
switch to any view, arrange it by size and
| | 03:59 | focus on removing the largest items
you can that you can get rid off.
| | Collapse this transcript |
| Creating an inbox folder| 00:00 | In the last chapter we talked about using
categories as an organizational method
| | 00:05 | for the mail that you receive.
| | 00:07 | There is one more organizational method
you might consider and that's using folders,
| | 00:12 | similar to the way that you would use folders
in your My Documents folder,
| | 00:16 | to sort out different documents that
were related to different specific projects.
| | 00:21 | You can do that same thing here in OWA.
| | 00:25 | Additionally, you have the ability to
create rules to automatically move items
| | 00:30 | to different folders for you, but first
let's find out how to create a folder.
| | 00:35 | To create a new folder in the Inbox,
right-click and choose Create New Folder.
| | 00:39 | I need to create a folder for the
items related to this budget process that
| | 00:44 | we're going to be doing.
| | 00:45 | So I'm going to create a budget folder
just like that and press Enter and now I
| | 00:50 | have a new folder inside my Inbox.
| | 00:53 | Now to be clear, if I move items to
this folder, they're still part of my inbox,
| | 00:57 | they still count in whatever cap my
information technology staff has provided.
| | 01:03 | But it's a method that allows me
to sort out my information.
| | 01:07 | I also have some other documents that
I want to mark and there are things that I
| | 01:12 | need to work with specifically for year end for last year.
| | 01:16 | So I'm simply going to create a Year End folder.
| | 01:19 | So three, four, five, ten, twenty however many
folders you need; you can create folders within folders.
| | 01:25 | So I could have a budget folder and
this year, clicking again, in the folder I
| | 01:30 | want to create a new folder in, I could
create a new folder that is for the 2014 budget,
| | 01:35 | then I could create one for 2015 budget and so on.
| | 01:39 | But I'd caution you not to think of
this as a direct parallel to Windows.
| | 01:44 | When I create folders in my My Documents folder,
it's to store things for the long haul.
| | 01:50 | You really don't want things living
in your inbox for years and years and years,
| | 01:54 | it's just a bad idea and your IT people
will stop you even if you don't stop yourself.
| | 01:59 | So rather than have a system of annual
folders I would tend to have two folders
| | 02:05 | that said for example, this year and next year.
| | 02:07 | And simply not get in the habit of having
lots of folders that have specific years or specific names.
| | 02:15 | I can also create a folder for my projects
and move email items to those folders.
| | 02:19 | But this is how you create a folder,
whether it's in your inbox in a folder
| | 02:24 | that's already in your inbox
or any place else here in OWA.
| | Collapse this transcript |
| Selecting and moving messages| 00:00 | There are at least three different ways
that you can move and copy items from
| | 00:04 | one folder to another in OWA.
| | 00:06 | But first, you have to know
how to select one or more items.
| | 00:09 | Something is always selected;
there is a check mark in front of it.
| | 00:13 | But if for example, I wanted to move
several messages, then what I can do is
| | 00:18 | hold Ctrl to select items one after
another; simply hold Ctrl key and select.
| | 00:23 | Or if they're right next to each other,
I can hold Shift and select an entire group of messages.
| | 00:29 | So just as it is in Windows you use
Ctrl for items that are non-contiguous or
| | 00:34 | Shift to select a contiguous list
or items or items huddled together.
| | 00:40 | When I have the items selected that I
want to move, the first way I can do it is
| | 00:44 | simply to use drag and drop.
| | 00:46 | So if I'd like this to go in the Budget
folder, I can hang on to this message,
| | 00:50 | pull it over here and drop it and it's now moved.
| | 00:55 | If I want to get it back, I can go to
the Budget folder drag it, drop it back in
| | 01:00 | the Inbox, just like that.
| | 01:02 | Now if I want to move it using drag and drop I just drag.
| | 01:05 | If I want to copy it then, I hold Ctrl and drag,
and notice when I do there's a
| | 01:12 | plus (+) symbol that appears on the icon for my pointer.
| | 01:16 | That means that if I let the mouse button go
or if I'm working on a touch pad,
| | 01:20 | if I just pick my finger up while I'm still holding
the Ctrl button I'm going to get two of these.
| | 01:26 | So now I have one here, but I also
have one here in my Budget folder.
| | 01:31 | And notice that like the item that I copied,
it has all its attributes; its categories, its flag status.
| | 01:38 | If I have a reminder here, I'll get two reminders,
one from this message and one from this one.
| | 01:44 | So I'm going to delete this message
because it was just for a demonstration.
| | 01:49 | I don't want to have copies of
messages in different places.
| | 01:51 | I'm just going to go ahead and drop
that in my Deleted Items folder along with
| | 01:55 | the other things we've deleted today.
| | 01:57 | Now another way that I can move or
copy one or more selected items is to
| | 02:01 | right-click and choose Move to Folder or Copy to Folder.
| | 02:05 | If you have a lot of folders and don't
see the folder you want to drag to,
| | 02:09 | you can just choose Move to Folder,
it opens up a folder list.
| | 02:13 | This is all of your folders, so it's your Calendar,
your Contacts, your Tasks, everything.
| | 02:16 | You can expand as I say,
I would like to go ahead and move this
| | 02:22 | here, I can also create a new folder on the fly.
| | 02:25 | Say I would like a new folder in my inbox,
Create New Folder and it will allow
| | 02:29 | me to create a brand new folder for this item if I wish.
| | 02:33 | Right-click and Copy to Folder
works exactly the same way.
| | 02:36 | I have those same commands here
on the Move menu at the top of my
| | 02:41 | information viewer.
| | 02:43 | So if I have one or more selected messages,
I can move to a specific folder
| | 02:47 | or copy to folder, but here's the cool thing,
it keeps a list of the places that I've been recently.
| | 02:53 | So I have moved or copied items to
Deleted Items to Budget to the Inbox and
| | 02:59 | I'm assuming that there's something in Junk email
that OWA automatically put there form me.
| | 03:04 | So this is your recently moved or copied to list,
if you're copying several
| | 03:09 | items and then scrolling and finding
some more, rather than going back to Move
| | 03:14 | to Folder or Copy to Folder, just click Move and
choose the folder from the top of the list here.
| | 03:19 | So whether you right-click and use the
context menu, choose from the menu at the
| | 03:24 | top of the Inbox, or simply use drag and drop,
it's easy to move items to
| | 03:28 | different folders in OWA.
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| Adding folders to favorites| 00:00 | In this movie, I'm going to show you
how to add folders to your Favorites list
| | 00:04 | and why you would do that.
| | 00:06 | When you have a really flat structure here
with no subfolders under your Inbox
| | 00:11 | or your Sent Items or anywhere else,
then you can see very easily that you have
| | 00:16 | three new messages right here in
your Inbox, but we have other folders
| | 00:21 | underneath here that I've shown you
how to create; and you can actually drag
| | 00:26 | unread messages to these
folders and totally forget about them.
| | 00:30 | It's possible to do that.
| | 00:31 | So if I had taken for example this
message and dragged it over here to the
| | 00:35 | Budget folder, let's say it was unread for example.
| | 00:40 | Then I will see up here that I have four Unread Mail items.
| | 00:43 | This is a search folder in favorites
that's scrolling through all my folders
| | 00:47 | and going hey, you had four items,
three of them are in my Inbox.
| | 00:51 | I could then begin to search through the
many folders I would've created in my
| | 00:55 | Inbox to find the fourth one.
| | 00:56 | Now when I open it up, I can see that readily.
It's right here, it's the budget.
| | 01:00 | But I actually like to be able to have
some folders that when I have items in
| | 01:05 | them that are unread, I can see that
really easily right here and I like
| | 01:10 | having folders, that here that I often
drag things to, because then it makes
| | 01:15 | dragging really easy.
| | 01:16 | This Favorites list is always here
sitting up at the top of my navigation pane.
| | 01:22 | So whether it's to be able to see
items in the folder or to drag items to the
| | 01:28 | folder, I like putting items in my
Favorites list, and this list varies for me.
| | 01:33 | The Inbox is always there and Sent
Items is always there because if I send an
| | 01:38 | item in it's got some large attachments
and I want to know, did it go out, this
| | 01:42 | is the easiest way to know is just to
click and find out did it go or did it not go.
| | 01:48 | But I also like to have my Current
Project folders here, so that I see that I'm
| | 01:53 | going to see a particular client next
week, their folder is going to be here.
| | 01:57 | I'm doing some work for someone else,
their folder is going to be on my
| | 02:00 | Favorites list and then during the
times that I'm not working with them as
| | 02:03 | extensively, those folders
are removed my Favorites list.
| | 02:06 | So think of this as your current hot
topics area, your current work area with
| | 02:12 | the addition these perennial folders of
your Inbox, your unread mail items from
| | 02:18 | all folders and your Sent Items folder.
| | 02:20 | How does something get up here? Hmm!
| | 02:23 | Well, let's say, because I'm working on
the Budget right now, I want to expose
| | 02:27 | this Budget folder to the Favorites.
| | 02:30 | One way is simply to drag it here.
| | 02:32 | Notice that as I pass the top of the
mailbox, which is my name, my mouse pointer
| | 02:37 | automatically changes to copy and
that's because I don't move items to my
| | 02:42 | favorites, I create a copy of the
folders in Favorites; more specifically I
| | 02:47 | create a link in Favorites back to the folder.
| | 02:49 | So I am just going to drop this here and there it is.
| | 02:53 | Now if I need to get to the Budget folder,
it's here, or it's here, both are the same.
| | 02:58 | So this is a link back to this folder.
| | 03:01 | It's not a separate copy of it, it's just a link.
| | 03:04 | Another way I could do this is I can right-
click the folder and say Add to Favorites.
| | 03:09 | Now my Year End folder is here.
| | 03:12 | I always like having Sent Items at
the bottom, so I can rearrange this list
| | 03:16 | using drag and drop.
| | 03:17 | Inbox at the top, Sent Items at the
bottom; and then when I'm done working with
| | 03:22 | the folder and I don't need it here
anymore, I have couple of choices.
| | 03:26 | I can right-click in the Favorites list and
choose Remove from Favorites. That was easy.
| | 03:31 | Let's put it back there.
| | 03:33 | How else can I get rid of this Year End folder?
| | 03:36 | I can take it and drag it and it
just wants to be sticky right there.
| | 03:42 | I can choose Delete and I'm
prompted and pay attention to these things.
| | 03:47 | Do you want to delete the selected
folder, that would be both copies of it, or
| | 03:51 | do you just want to remove it from Favorites?
Please notice what the default here is.
| | 03:55 | Not what I'd like. I don't want to
delete this folder. I want to remove it from
| | 03:59 | favorites, but if I'm up in my
Favorites list and choose Delete, by default
| | 04:03 | delete is the behavior.
| | 04:04 | I'd say no, just remove it from
Favorites and there it goes and it's down here.
| | 04:08 | So easy way to either right-click or
use drag and drop to be able to add
| | 04:14 | items to Favorites; and to remove items
from Favorites, simply right-click and
| | 04:18 | either remove or you can right-click and for
folders you have added here, you can choose Delete.
| | 04:24 | That's how we work with
our Favorites folders in OWA.
| | Collapse this transcript |
| Applying a filter| 00:00 | When I want to be able to find items
in my inbox to meet particular criteria,
| | 00:06 | I'm going to apply a filter.
| | 00:08 | For example if I want to find all of
the items that I haven't read even if
| | 00:12 | they're not at the top of the screen,
or if I want to find all of the items
| | 00:16 | that have been flagged, or all of the
items in a particular category; and in
| | 00:21 | order to do that we'll actually use
Filter here and say show all of the items
| | 00:26 | that were Unread, Apply.
| | 00:28 | It says Items aren't automatically
marked as read when the view is filtered to
| | 00:33 | show only unread messages.
| | 00:35 | This is a really interesting dialog box.
Let me say this in English.
| | 00:38 | When I am looking in the Inbox, I
look at an item and I have it selected.
| | 00:44 | So I just select this item and it's
hanging around here for awhile then it's
| | 00:50 | going to be marked as read because
there is an understanding that when it's
| | 00:53 | selected I'm reading it in the reading pane.
| | 00:55 | It will automatically be marked as read.
| | 00:57 | If you don't like that option, that's
an option that you can change and the
| | 01:01 | email options over here.
| | 01:03 | But what this is saying is, if you ask
to only see Unread items, that feature
| | 01:09 | that automatically says oh, she is
looking at it in the reading pane probably or
| | 01:13 | she's reading it somehow, let's mark that as read.
| | 01:16 | That's turned off when you were
looking only at unread items.
| | 01:22 | There is a dialog, notice that there's
one fewer item because I hover it on
| | 01:26 | one of my red items while I was
out there and I was reading it.
| | 01:30 | So items aren't automatically marked as
Read when this view is filtered. I could
| | 01:34 | say okay, I get it don't show me this
again or if you don't use Filters often
| | 01:38 | right now, go ahead and leave that on for awhile.
| | 01:41 | The goal is not to get rid of all of those.
Or I could say show me all of the
| | 01:45 | items that are in the Budget category.
| | 01:47 | I can choose multiple categories,
Budget and Finance or Budget and Planning,
| | 01:51 | and this is AND, not OR.
| | 01:54 | So there are no unread Budget items.
That's a cool thing to know.
| | 01:57 | How do I turn the filter off where it
says Filter here, click or over here the
| | 02:03 | Clear Filter button, this little funnel with an X on it.
| | 02:06 | Either one of those is going to bring everything back.
| | 02:10 | How else can I filter?
| | 02:12 | As well as by category, I can
filter on who a message is from.
| | 02:15 | So I'm looking for messages from
Judith and Judith has sent me a number of
| | 02:20 | items, but I'm to look for messages
from Judith that involve planning.
| | 02:25 | Planning>Judith>Apply, there they are.
| | 02:28 | So it has a cumulative effect and I have
the ability now to say I want to be
| | 02:34 | able to use this all of the time.
| | 02:37 | I want to be able to make sure that
when I have messages that I've marked as
| | 02:40 | Planning and that are from Judith that
I can have access to this at anytime.
| | 02:46 | So I am going to click OK.
| | 02:47 | Notice where it's added, to my Favorites,
so now when I'm in my inbox, I see
| | 02:52 | everything and I go oh, let me see those
Planning messages from Judith, check it out.
| | 02:58 | This is again a specialized
folder that's aggregating information.
| | 03:02 | In this case it's aggregating only in the Inbox.
| | 03:06 | This Search folder aggregates across
all the folders; but this one, only in the
| | 03:10 | inbox and it says so in its name.
| | 03:12 | So for a while, while I need to have
this folder here, I can make sure that any
| | 03:17 | time Judith has sent me something and I've
marked it as Planning, it will end up here.
| | 03:21 | When I'm done using that folder,
you already know how to remove it from
| | 03:24 | the Favorites list.
| | 03:26 | I can also say show me all the items that are flagged.
| | 03:30 | And there are any items that I have flagged for action.
| | 03:33 | Now I also have the ability to organize
these to sort them by flagged or not, so
| | 03:39 | there is another choice as well. I
could say simply organize these by Flagged
| | 03:45 | and I will see Flagged items at the top
and then a group of on unflagged items.
| | 03:49 | So remember that you have choices here
to view as well as to filter; but each
| | 03:54 | time I filter, I'm saying don't show
me any messages unless they meet my
| | 03:59 | criteria, and I can say show me
items that are high importance items.
| | 04:04 | I have one right here. What is this?
| | 04:07 | Oh, no I am in trouble.
| | 04:09 | I sent a meeting invitation earlier today, okay.
| | 04:11 | So I need to get on my meeting invitations.
| | 04:13 | We are going to do that really soon here.
What else then, it doesn't have attachments.
| | 04:20 | So if you know that you're looking for
an attachment, this is a great way to
| | 04:23 | find it, but remember also if you're
trying to manage the size of your Inbox
| | 04:27 | or Sent Items, so that you can
minimize those, looking for items with
| | 04:31 | attachments is a good strategy.
| | 04:33 | You can't type enough text in an email message
or format it in a way that it
| | 04:38 | can compete size-wise with a picture of somebody's dog.
| | 04:42 | So what you want to do is focus on
items that have attachments and this is
| | 04:47 | a good way to do it.
| | 04:47 | So whether you're in your Inbox in a
folder you have created in your inbox, your
| | 04:52 | Sent Items folder, wherever you are,
use the filters to be able to focus your
| | 04:58 | attention on a smaller number of items
that meet a particular criteria and if
| | 05:03 | you find yourself returning time and
again to that list, the planning items,
| | 05:10 | that were sent to me by Judith, then
feel free to save that filter to your
| | 05:17 | Favorites list, so that you can use it again
and again when you're working with
| | 05:22 | organizing your email in OWA.
| | Collapse this transcript |
| Searching for messages| 00:00 | In OWA, searching and filtering are very, very similar.
| | 00:04 | Search has some different scope that you
can automatically set and that would be
| | 00:09 | one of the biggest differences is when
I filter, I'm filtering whatever appears
| | 00:13 | in my information viewer; but when I
search by default I'm searching my entire
| | 00:18 | mailbox, which means I'm searching my
Inbox and my Sent Items and any other
| | 00:23 | folders that I've created.
| | 00:25 | So I want to search though for something specific.
| | 00:29 | When I filter I can show items that
were categorized or who they were from.
| | 00:34 | But I don't want to look for something
that's from a person. I'm looking for a
| | 00:39 | message that has a particular word in it,
a particular phrase.
| | 00:44 | So I'm going to search for some
information -- I know I had an email from
| | 00:48 | somebody about catalogs.
| | 00:50 | So I am just going to type in the word catalog.
I can either press Enter or I can
| | 00:54 | click the Search button here and
there is the one email that is about
| | 00:59 | catalogs anywhere in my mailbox, quick and easy.
| | 01:04 | Now if I knew for example that I was
looking for a different word like contact,
| | 01:10 | I can enter that and I'll get when it's in
the subject, those two. But this one, hmm!
| | 01:17 | Contact is probably in the body of the message.
| | 01:20 | Who should I contact to remove those files.
| | 01:24 | Let's say I had 50 messages come back
as the result of looking for the word contact.
| | 01:28 | and I say but I knew it was in the subject.
| | 01:32 | Well, then I have the ability to say
that I'm only looking for results that are
| | 01:37 | in the subject or only results
that are in the message body.
| | 01:42 | This dropdown expands my search pane to
show advanced search; words you want to
| | 01:47 | look; do you care who it's from or sent
to, that's when you're searching in for
| | 01:52 | example your Sent Items folder; is it
in one or more particular categories?
| | 01:57 | So I want to say I am only looking in the Subject.
| | 02:01 | So please find contact in the subject only
and when I click, notice that I only
| | 02:06 | get where it says the word contact directly
in the subject, not when it's in the body.
| | 02:12 | If I want to say show it to me anywhere,
this is the default setting. Look for
| | 02:17 | the word in the subject, look for the
word in the message body, now there we go
| | 02:21 | again and we are back.
| | 02:23 | I can also say that I want to have
particular categories, just like I could in
| | 02:28 | filters and who they're from, but
that's not the usual use here. The normal use
| | 02:33 | of this particular function is to be
able to look for terms because the Filter
| | 02:38 | works really well for From and Categories.
| | 02:42 | So let's say that I'm looking for meeting,
look at all of these choices.
| | 02:48 | Oh, what kind of meeting was it then?
| | 02:51 | So maybe this was a staff meeting and
I can provide more information and look
| | 02:56 | how that trims it out very, very quickly for us.
| | 02:59 | This is how search works.
| | 03:01 | One more option that you will want to
know about is I have the ability to say I
| | 03:06 | want to search in three different places.
| | 03:09 | The default is to search your entire mailbox
and that means that if you have a
| | 03:13 | thousand messages in your mailbox, it
will be searching all of them, even if a
| | 03:17 | number of them are in subfolders.
| | 03:19 | So let's go back and search for contacts again.
| | 03:23 | And I have a choice now that I can
search in one of three places.
| | 03:27 | I can search in this folder, this folder
and its subfolders, and the entire mailbox.
| | 03:33 | This is our default right now.
| | 03:35 | Notice that I get to choose a default.
| | 03:37 | So let's look at these three options.
| | 03:40 | Filter will always be looking at the messages
and the information viewer which
| | 03:44 | is the current folder or subfolder.
| | 03:46 | Let's say I have a thousand messages
in my Inbox, but most of them are in
| | 03:50 | subfolders and I want to be able to search very quickly.
| | 03:54 | So if I know that most of the time,
I want to search the folder that I'm in.
| | 03:59 | Then I would actually change this
setting and say search only in this folder.
| | 04:04 | If on the other hand I knew that
all of the time I wanted to search the
| | 04:08 | entire mailbox, including all my subfolders,
I would leave the default; and if
| | 04:14 | I'm thinking well you know if I'm searching
the inbox, I don't want to search Sent Items too.
| | 04:19 | I don't know if I'm searching items
that I received or items that I sent, then
| | 04:24 | you might consider using this folder
and subfolders. Whichever of those choices
| | 04:29 | you prefer you should set that as your
default. So if you find that each time
| | 04:34 | you're searching, the entire mailbox
is more than you want to search and you
| | 04:38 | really would prefer to search this folder and
subfolders rather than changing it each time.
| | 04:42 | Just go in and set that as your new default.
| | 04:45 | Now when I search I won't be looking
in my Sent Items anymore, if I'm in my
| | 04:49 | Inbox and if I am in my Sent Items, I'll
only be searching the items that I have sent.
| | 04:55 | So you have a lot of control over how search works
as you're using it here in OWA.
| | Collapse this transcript |
|
|
6. Setting Mail OptionsCreating an email signature| 00:00 | Right now each time I end an email I
need to provide a signature. It can be
| | 00:06 | as simple as just my name, but
normally in a business setting I want to have
| | 00:10 | something more that includes my name
and my department, my voicemail number,
| | 00:15 | perhaps my mobile phone, perhaps a
disclaimer at the bottom that says that
| | 00:21 | this email was sent for specific purposes
and cannot be forwarded, information
| | 00:25 | that might be provided by my legal department
or would be required in my organization.
| | 00:30 | So I want to create a signature that I can use.
| | 00:34 | If you are used using Outlook, you're used to
having multiple signatures that you can apply.
| | 00:38 | Here in OWA, you get one.
| | 00:40 | So let me show you how to create your one OWA signature.
| | 00:44 | We are going to choose Options>See All
Options>Settings and here are the Mail settings.
| | 00:52 | You will find lots of choices here that
I've referred to earlier in the course.
| | 00:55 | You can go set those options, here is where they are.
| | 00:58 | And I'm going to enter and format
a signature here. That looks good.
| | 01:05 | Now I can include other information if
I would like, if I have our website and
| | 01:09 | I'd like to direct people there.
Maybe we have some social networking
| | 01:18 | information that we want to provide.
Whatever it is this is your signature.
| | 01:22 | So you are going to use this signature,
as the alternative to typing something.
| | 01:26 | You always have the ability to just type.
| | 01:28 | If you wish, you can say automatically
include my signature on messages that I
| | 01:33 | sent, and that's going to save us some time.
| | 01:35 | I am going to turn that off for right now.
We'll come back here in a minute and enable it.
| | 01:41 | At the lower right-hand corner I click Save.
It's saving my signature, and return
| | 01:46 | to my mailbox by clicking the Mail
link in the upper left-hand corner.
| | 01:51 | Now let's compose a new message and
when I'm done entering text whatever my
| | 01:57 | text is, I was in the middle of sending a
message to Mark, I'm going to click
| | 02:02 | Insert Signature and there's my signature.
| | 02:04 | Looks good to me, works well.
| | 02:06 | If I don't want that much signature,
then I can just type like that.
| | 02:12 | If I'm replying to a message for example I'm
replying to this message here from Judith,
| | 02:19 | after I type my reply, sounds great to me.
| | 02:24 | Once again I can insert my entire
signature if that's what I want.
| | 02:28 | Now just a little protocol here, normally you
will include your entire signature
| | 02:32 | on new emails, but you won't
include your entire signature on replies.
| | 02:36 | They already know who you are,
they are writing to you.
| | 02:39 | I am going to go ahead and leave this page,
let's go back to our options then
| | 02:43 | and let's tell OWA in the settings for mail
that we would like a signature on
| | 02:49 | all the messages we sent and save.
| | 02:53 | Go back our Mail Options create a new message
and notice my signature is there already.
| | 02:59 | Now if I don't want my entire signature, that's fine.
| | 03:02 | I can just delete the part of it that
I don't want, but I have this nicely
| | 03:07 | formatted signature for whenever I do want it.
| | 03:10 | One more thought about signatures; in
many corporations you have specific text
| | 03:16 | you're required to include in your
signature, specific attributes that have to be
| | 03:20 | there, it has to have your name, it
has to have your title and it has to your
| | 03:25 | location and it has to have this text
provided by your corporate legal counsel
| | 03:28 | that says the contents of as this message
are confidential and so on. You have
| | 03:32 | seen these messages before with signatures like this.
| | 03:35 | It's also possible that your IT department
has automatically created your
| | 03:39 | signature for you and has lock it down.
So that when you begin using OWA, there
| | 03:43 | is a signature there that meets those
attributes and you don't need to modify
| | 03:48 | your signature at all, you just use
the signature that's provided and it's
| | 03:51 | automatically stamped on your email.
| | 03:54 | So don't be shocked if you didn't build
the signature but you have one already.
| | Collapse this transcript |
| Setting automatic replies| 00:00 | In this movie, I'm going to show you how
to set automatic replies, which are also
| | 00:05 | known as the out of office
assistant or out of office features.
| | 00:09 | So Olivia is on vacation right now.
| | 00:12 | She left this morning and I
need to ask her to do something.
| | 00:16 | So I'm going to start by creating a
new email and I'm going to address it to
| | 00:21 | Olivia and as I tab out of this control
and into the CC box, Exchange is saying
| | 00:28 | wait a second, Olivia's not here and
she has an automatic reply in her email
| | 00:33 | and I can even read it here, I am on vacation, okay.
| | 00:37 | Well, this Remove Recipient link is so I
can say oh well never mind then, I need
| | 00:43 | this done today, so I am going to ask Greg instead of you.
| | 00:46 | That's how that works.
| | 00:48 | But I really do want to ask Olivia and
this is something that she can do next
| | 00:52 | week when she returns.
| | 00:53 | So I'm going to say that I have a research request,
| | 01:01 | and I'm going to enter the text in my email.
| | 01:03 | I am going to say Olivia, can you
provide me with information about help desk
| | 01:07 | usage, that's my email and it's
all good and I'm going to send it.
| | 01:14 | Now there is the automatic reply coming back.
| | 01:16 | Here's my Desktop alert and I can just
click the email and it says I'll be on
| | 01:22 | vacation, same thing that was shown to
me in the automatic reply. Pretty cool!
| | 01:27 | That works all day long every single day.
| | 01:29 | So when I'm out of the office, how do I do this?
| | 01:32 | Well, let's go to Options>Set Automatic Replies.
| | 01:36 | The possibility of having an automatic reply
is always here and it's turned off by default.
| | 01:41 | So when I want to create an automatic reply,
I turn on Set Automatic Replies,
| | 01:46 | which happens when I just slide in here.
I say either to send him during a specific time period.
| | 01:54 | Now this allows me to set up in advance.
| | 01:55 | For example I'm going to be out of the office this Friday.
| | 02:00 | My two choices are to send automatic
replies and to do this the last thing
| | 02:03 | before I leave on Thursday or to set it
up right now, so that it's time and date
| | 02:08 | aware and say you know I actually want
this start when I am going to be leaving
| | 02:13 | the office may be about 7 o'clock on Thursday night.
| | 02:15 | And I want this to turn back on automatically
on Monday probably just before I get into work.
| | 02:22 | I'm assuming anybody who emails me
after midnight probably knows its Monday;
| | 02:25 | they don't need an automatic reply.
| | 02:28 | So if people are used to me emailing or
if the culture the company is that I am
| | 02:32 | going to reply to emails over the weekend,
but I'm not going to, then that's a
| | 02:36 | good time for out of office reply.
| | 02:38 | What I'm trying to do with this to
say you would expect me to reply in some
| | 02:42 | normal period of time, an hour, two hours,
so I am not going to today, because
| | 02:46 | this is what's going on with me.
| | 02:48 | Now I need to provide some text and
notice that this is for each sender inside
| | 02:52 | my organization. That's because when I
scroll down, I have choices for senders
| | 02:57 | outside my organization.
| | 02:59 | So let's enter the text for people inside
my company. So I'm going to enter I
| | 03:06 | am attending a new employee retreat
all day on Friday, this is pretty casual
| | 03:10 | because it's only for folks inside my organization.
| | 03:13 | They know there's a retreat, they know how this works.
| | 03:16 | I have access to all my formatting tools
here if I want to change the font or if
| | 03:21 | I want to highlight that I'm returning
on Monday, March 4, especially if I had
| | 03:27 | something long, I can just go ahead
and highlight this to, oh, okay if that's
| | 03:31 | what I think people are most interested in,
I could also have information here
| | 03:34 | that says something like if in my absence
you need to speak with someone and I
| | 03:38 | can tell them who to direct their
email or their voice message to.
| | 03:43 | This is for people inside my organization.
| | 03:45 | Now what about people outside?
| | 03:48 | Inside and outside, by the way, are
defined as on your Exchange server with the
| | 03:52 | same .com .edu .gov .ca whatever you have.
| | 03:58 | Outside my organization I have three choices;
| | 04:00 | one if the sender is outside my organization,
don't reply to this.
| | 04:05 | Second possibility, if they're outside my organization,
send them a reply;
| | 04:10 | and the third, if they're outside my organization,
check to see if I have them
| | 04:15 | in my contact list; if I do, send them
a reply, if I don't, don't. Now there's a
| | 04:21 | big assumption written in to here about a
best practice that you may or may not follow.
| | 04:28 | The imagining here is that everybody
inside my organization is on the
| | 04:32 | global address list and that everybody
outside my organization that I would
| | 04:37 | want to communicate with I have in my
contacts list, a feature that we are
| | 04:41 | going to cover later in this course, but I'm
tracking their information I have their email.
| | 04:46 | So that it makes sense for the Exchange
server to say well, okay they are in the
| | 04:51 | global address book inside message; they
are Gini's contacts list, cool, outside
| | 04:55 | message. And it's solid thinking,
but here's who gets left out.
| | 04:59 | Perhaps, I get an email for the first time
from someone who was referred to me
| | 05:03 | by somebody who is in my contacts list.
So somebody have never met before sends
| | 05:07 | me an email and says Gini, hey I'd like
to work with you on this project based
| | 05:11 | on a recommendation from someone else.
| | 05:13 | That new sender, that new possible
vendor relationship, supplier relationship,
| | 05:18 | customer relationship, that person is not
in my contacts list and because they're
| | 05:23 | not, they won't get an automatic reply.
| | 05:26 | And so when I'm out of the office for a
day or for a week or for two weeks and
| | 05:31 | don't send automatic replies to people
outside my organization, I risk having
| | 05:35 | people assume that I don't care about their email.
| | 05:37 | On the other hand I know people whose
jobs are not customer-facing at all.
| | 05:43 | The only work emails they get are from
inside their organization unless it's a
| | 05:47 | newsletter or tips on how to use OWA or something else.
| | 05:52 | So they just turn this off, because
they don't really correspond in a
| | 05:55 | business setting outside of their organization.
But I'm going to say send my
| | 06:00 | replies to all external users.
| | 06:02 | I am going to paste that information in and I
might want to provide more or less information.
| | 06:07 | I have the opportunity to say thank you for your message.
| | 06:13 | I am attending an all day event on Friday
and will not have access to email.
| | 06:24 | If you need assistance before then,
please email and I can provide somebody
| | 06:30 | else's information, so I have the
opportunity to provide two different types of
| | 06:35 | text; something very formal for
outside, more casual for inside.
| | 06:39 | Now this is going to kick in at seven
o'clock on Thursday and I just absolutely
| | 06:43 | love that it's going to do that. But
I want to show you what happens if you
| | 06:48 | don't set it to automatically turn on and off.
| | 06:51 | So I'm going to turn off this calendar
and save it without saying wait till
| | 06:58 | Thursday, in other words this is
going to be in effect right now.
| | 07:02 | We're imagining it's now Thursday.
| | 07:04 | I'm strolling out the door.
| | 07:05 | I got done early at 6:30 and I went in
and set this up, turned it on
| | 07:11 | and I'm going to click Save.
| | 07:13 | And by the way I could have
all the text in here already;
| | 07:16 | it's just a matter of when I choose to
turn it on, either time and date-based or
| | 07:22 | by setting it myself. Let's click Save.
| | 07:26 | Now I'm going to return to Mail and I'm done.
| | 07:30 | I'm ready to log out so I am leaving.
| | 07:32 | I want to sign out, close the window.
| | 07:35 | So now it's Monday and I'm back in the
office and I'm getting ready to log in
| | 07:39 | to OWA and sign in.
| | 07:44 | The very first thing I see is a message
that says hey Automatic replies are
| | 07:48 | currently on, would you like to turn them off.
| | 07:50 | And you are going to want to stay in this,
I am not having to respond to
| | 07:55 | email state just a little longer sometimes.
But don't do that because you
| | 07:58 | will forget later on and you'll have
automatic replies on all day. So it's time
| | 08:03 | to turn them off, and by the way I
wouldn't be prompted again as long as I
| | 08:06 | stayed in this browser session.
| | 08:08 | So I definitely want to make sure, yep I am
going to turn off those automatic replies.
| | 08:14 | This is how automatic replies works
in OWA to help provide people with
| | 08:19 | information even when you are out of the office.
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| Changing your password| 00:00 | Another option that's available to
you in OWA is the ability to reset your password.
| | 00:05 | Because OWA is actually the client
for your Exchange server and
| | 00:11 | because Exchange is actually in a trust
relationship with your active directory
| | 00:16 | or your Windows Server directory list,
when you change your password here, you
| | 00:21 | are changing your network
password in almost all situations.
| | 00:25 | So if things are configured a little
differently in your organization, they'll
| | 00:28 | tell you, but normally what you are
doing here is changing your network
| | 00:32 | password. So what that means is if your
organization has policies that require
| | 00:36 | people to change their passwords on a
periodic basis and you're out of the
| | 00:40 | office when you get that email that
says hey time to change your network
| | 00:44 | password, this is a way you can do it
without having to worry about, oh I have
| | 00:48 | to leave my vacation in Mexico and
return to my workplace just to change my
| | 00:53 | password. Choose Options, choose
Change Your Password and first you have to
| | 00:58 | provide the password that you have already.
| | 01:01 | This is my Exchange Server,
authenticating me and my name.
| | 01:05 | This is who it thinks I am
and I will enter my information.
| | 01:13 | That's my current password and then I will
type a new password and I'll type it twice.
| | 01:17 | A strong password is a password that
includes both upper and lower case and a
| | 01:22 | number and can also include
some different kinds of symbols.
| | 01:26 | So my current password begins in lower
case has one uppercase letter in it and
| | 01:31 | then has three numbers. That's pretty
good, you want to mix it up. You want a
| | 01:35 | password that you can remember.
| | 01:37 | If you have to write it down and keep
it on a sticky note in your laptop, it's
| | 01:41 | not a helpful password.
| | 01:42 | So something that you can remember and
that is a strong password, not a weak
| | 01:47 | password, you'd enter your password
you'd click Save and it would be saved.
| | 01:51 | The thing to do then is to sign out and
to log back in and make sure that your
| | 01:56 | new password works just fine.
| | 01:58 | That's how you change your password
for Exchange and for the rest of your
| | 02:02 | network here in OWA.
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| Creating inbox rules| 00:00 | Earlier in this chapter we set some
automatic replies. Automatic replies are
| | 00:05 | a specific kind of rule that are available
in OWA, but you can write other rules as well.
| | 00:12 | So for example, I can create an Inbox rule
about how email is handled when it comes in.
| | 00:20 | Let's see how that works.
| | 00:21 | After I choose Options in Inbox Rule,
it says choose how mail will be handled,
| | 00:25 | rules will be applied in the order
shown. I can create a new rule.
| | 00:29 | Now there are four built-in templates;
| | 00:32 | one is to create a new rule for an arriving message.
| | 00:35 | Then this one allows you to move messages
from a person or from a specific email account.
| | 00:42 | The third allows you to move messages
that include specific words in the subject.
| | 00:47 | And then you have the ability to move
messages that are sent to a group and
| | 00:51 | then finally, you can delete messages with
specific words without ever having seen them yourself.
| | 00:56 | This is a dangerous thing to do,
but you can do it if you wish.
| | 01:00 | I want to create a new rule for arriving messages.
| | 01:03 | The first thing I have to do is say
when the message arrives. and these are my
| | 01:07 | possible categories, it was received
from a particular person, it was sent to a
| | 01:11 | particular person, it includes
these words in the subject and so on.
| | 01:16 | So different choices you can make.
| | 01:17 | The last choice here apply to all
messages is actually the built-in type of
| | 01:21 | rule that we use when we use out of office.
| | 01:24 | Every message that comes in
sends back and reply, that says;
| | 01:29 | hey I am out of the office.
| | 01:31 | But I'm actually looking for message
that was received from a particular person
| | 01:34 | and includes these words in the subject
or the subject to body, so I am going to
| | 01:40 | say it includes these words in the subject.
| | 01:43 | Planning is one of the choices and I
can specify some other words in the
| | 01:47 | subject, too. Perhaps I'd like Budget
as well, but I want planning or plan or
| | 01:53 | Long Range that's also another Planning word,
so three choices here and I am going to click OK.
| | 02:00 | So when the message arrives, it
includes these words in the subject.
| | 02:04 | I can choose to move the message to a
folder, mark it with a category, redirect
| | 02:08 | the message, delete it or send
a text message to someone.
| | 02:11 | I'm going to mark the message with
the category, Planning. It's okay.
| | 02:19 | Now I have a few more options.
| | 02:20 | So when message arrives, do this. I
can say except if and add an exception.
| | 02:25 | I don't really want to add an
exception here, but let me give you an
| | 02:28 | example when we might.
| | 02:30 | I might say when the message arrives
that is from the CEO's assistant, who sends
| | 02:35 | out lots and lots of messages to
different people about organizational issues,
| | 02:41 | then put it in the Announcements folder
that I created in my Inbox, except if my
| | 02:48 | name is in the to box or the only recipient listed.
| | 02:51 | So if the CEO's admin writes to me only
or puts my name in the To box, well then
| | 02:58 | break the rule, because maybe
the CEO is invited me to lunch.
| | 03:01 | But normally if it was sent from the
CEO's assistant, who sends out all of
| | 03:05 | these announcements kinds of
things, then go ahead and move it to the
| | 03:08 | Announcements folder.
| | 03:09 | So that's what an exception is for.
| | 03:12 | I don't need to have an exception here.
| | 03:14 | This is my rule. It says subject contains
long range or Planning and I'm going
| | 03:19 | to go ahead and click Save.
| | 03:21 | So if I have a new email that comes in,
| | 03:25 | this rule will be processed and it
will then do the actions that I detailed,
| | 03:30 | that I would like it to do.
| | 03:32 | I can see the details about it by
clicking the Details button, it will mark it
| | 03:36 | with the category Planning automatically
when the message comes in.
| | 03:39 | So I can move items, I can delete them
I can mark them, I can flag them, any of
| | 03:45 | those things that I might choose to do
when I create a new rule, who it was from
| | 03:53 | and do these following actions as I wish.
| | 03:57 | That's the heart of rules in OWA.
| | 03:59 | If you want stronger rules, if you
want rules that say well, if it's from
| | 04:04 | this company, this domain for example,
if I get a message from Microsoft.com
| | 04:10 | and it's not sent to a distribution list,
it's sent to me directly do this with it;
| | 04:14 | or let's say you manage clients
and all of the emails that come from
| | 04:18 | a particular client, you want put in
back clients folder unless it's marked
| | 04:23 | as having importance.
| | 04:25 | If you want to do two or three or
four different conditions together, then
| | 04:29 | you'll want to sign in to Outlook.
| | 04:32 | The Outlook client lets you write stronger rules.
| | 04:35 | So there's another possibility is that
for more complex rules you actually
| | 04:40 | want a more complex piece of software.
But for most of your rules that you'd
| | 04:44 | like to do, move a message, categorize
a message and so on, OWA is going to do
| | 04:48 | a great job for you.
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| Understanding notes| 00:00 | As we have been working in the Inbox,
you might have seen this Notes icon here
| | 00:04 | and gotten excited about the ability to
create, for example, little Post-it notes
| | 00:09 | that you could keep track of things with
like you can in Outlook or in some
| | 00:13 | other applications or if you're a
former Lotus Notes user, you might've been
| | 00:18 | excited to see notes here at all,
but it's none of those things.
| | 00:21 | I'd like to say you had a great way to
create sticky notes, but you really don't.
| | 00:25 | This feature will only let you create
messages and meeting requests, which you
| | 00:29 | know how to do in other places.
| | 00:31 | The word on the street is that this
feature is being deprecated, which means it
| | 00:35 | probably won't appear in future versions of OWA.
| | 00:38 | So for right now you can just pretend
it's not here. If you need to create notes,
| | 00:42 | little items that you keep track
of you can do it in one of the many ways
| | 00:47 | that you would've done in the past.
| | 00:49 | You could create a contact that has
battery sizes in it or you could create a
| | 00:54 | task that has information that you need
on a periodic basis to order the things
| | 00:58 | that you would've kept track of in notes.
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|
|
7. Creating AppointmentsViewing and printing calendars| 00:00 | This chapter and the next two chapters
are all about how we work with the calendar.
| | 00:04 | So let's begin by viewing the calendar.
| | 00:07 | Here we are in OWA and the easiest way
to get to the calendar is to drop to the
| | 00:11 | bottom of the Navigation pane and click Calendar.
| | 00:15 | So here we are in our Calendar.
| | 00:17 | In Outlook, which is the full PC client
for Exchange in the 2010 version, and here
| | 00:24 | in OWA 2010, we have a new set of
combined views that allow me to look at one
| | 00:29 | day, a work week, defined as Monday
through Friday by default, but this is
| | 00:35 | something you can change in the Options,
a week Sunday through Saturday, if you
| | 00:41 | prefer to start on Monday you can change
that as well and then a Month View that
| | 00:46 | shows me my entire month.
| | 00:48 | If I'm in any view and want to go to
Today for example, if I'm on February 1st
| | 00:54 | in a Day View, I could automatically
click Go to Today to display a calendar
| | 01:00 | that would include Today. Today's
view is really rich because it has lots of
| | 01:04 | information in it about what I'm doing today.
| | 01:07 | I move from one time period to another,
whether it's a day or a week or a month,
| | 01:13 | using these arrows. Here's the next day
that's tomorrow, here is Friday. But if
| | 01:18 | I'm in my Month View, I'm switching
from February to March to April and so on.
| | 01:25 | In my Navigation pane in this view, what I
have is a feature called the Date Navigator.
| | 01:32 | If I want to go to a particular day,
I simply find that day in the Navigator and
| | 01:38 | click on it to display it, just like that.
| | 01:42 | I can also click the dropdown arrow
at the top of the Navigator and go to a
| | 01:47 | particular month or a particular year.
So this is the three months behind
| | 01:53 | me, the three months in front of me but I
can go right to 2015 for example in January.
| | 02:00 | Now the Navigator is there, but
I am still looking at tomorrow.
| | 02:03 | So when I want to actually see a
date there, I need to click, or a month.
| | 02:08 | Below the Date navigator, I have a section
where it displays calendars. I have a calendar.
| | 02:14 | This is the calendar in my mailbox.
It's my Exchange Calendar that I'm viewing
| | 02:19 | here in OWA, but as you will see
later in this course, there are other
| | 02:23 | calendars that I can potentially open
because other users say hey you can see
| | 02:27 | my calendar as well.
| | 02:29 | And then at the bottom I have the
folders list just like I would have when I was
| | 02:34 | looking at my email.
| | 02:35 | So let's go back to Today, to this month, here at the bottom.
| | 02:41 | Notice a couple of other features.
| | 02:43 | First, Today has an orange border around it;
| | 02:46 | the date for today is orange.
| | 02:48 | Now if I change my theme to another
theme, it won't be orange it will be some
| | 02:52 | other color that shows up.
| | 02:54 | For example here it's going to change all my colors,
but it will be some highlighted color.
| | 03:00 | Now it's purple for example.
| | 03:02 | So if you're looking for Today, look for
the border and the difference in color.
| | 03:06 | That's the first thing.
| | 03:07 | Next if I want to view more of today
in this view the Month View, notice that
| | 03:13 | there is a down arrow. It's an
expander that will actually expand today.
| | 03:17 | You're going to see that only in that
Month View. Here I'm going to scroll to see
| | 03:23 | all of the day and in the Day View
again I will scroll to see all of the day.
| | 03:29 | But in the Month View I can get the
overview of my entire calendar and then say
| | 03:34 | ah, show me more and I will see
all of the appointments for today.
| | 03:38 | Let's go back to Today in Day View and I want
to show you difference between two appointments.
| | 03:45 | This appointment actually exists.
| | 03:47 | It has been accepted, it's real,
it's as you would say on my calendar.
| | 03:52 | So I actually had lunch with Mark and we met in the lobby.
| | 03:56 | I can tell it's my past, well, not just
because I had lunch and I am aware I've eaten,
| | 04:00 | but here is the time indicator right here in the day.
| | 04:04 | It's just after two o'clock right here and we can
see that, that's what that orange line is for here.
| | 04:10 | This meeting is grayed out.
| | 04:12 | This is a meeting that you might say to
somebody I'll pencil you in. It's tentative.
| | 04:17 | It hasn't been accepted yet.
| | 04:19 | This is actually an invitation that I'm
receiving from Judith that I need to reply to.
| | 04:24 | So when I select my lunch with Mark, I just
see information about it over here on the right.
| | 04:29 | But when I select this meeting it is
ready for me to do something with it,
| | 04:34 | to accept it or to turn it down,
and it says I should please respond.
| | 04:38 | We'll be learning how to do that in
another chapter, but that's the difference
| | 04:42 | between something that's on your
calendar, definitely and an item that is
| | 04:47 | waiting for you to actually accept it into your calendar.
| | 04:50 | This is an invitation that we haven't yet taken advantage of.
| | 04:54 | Two more features to quickly look at;
I have the ability to share my calendar
| | 04:59 | and other people can share theirs with
you and we'll do that right up here at
| | 05:02 | the top in any view, whether we
are looking at a week or a day.
| | 05:07 | We also have the choice to have a
Reading pane that displays on the right or not,
| | 05:12 | and we saw that earlier.
| | 05:13 | Now it's on by default in day view,
it's not on by default in Work Week
| | 05:18 | or Week View, but I like having it in
every view because I can select things
| | 05:23 | and see the preview.
| | 05:24 | So that's up to you to have it off or on
in each of these four different views
| | 05:30 | that are combined to give you a good look at your Calendar.
| | 05:33 | And then finally I have the ability to print this calendar.
| | 05:37 | Now I'm looking at a Work Week view right now.
| | 05:40 | So when I click Print, I'm going to
get the option to print a Work Week view.
| | 05:45 | That's what's here by default. I can print
a detailed agenda along with my calendar.
| | 05:51 | I can say I want to print from eight
to five, or I can say no, I actually I'd
| | 05:55 | like to print starting at seven in the
morning even though I'm not working then
| | 05:59 | until seven at night because
sometimes I have things after hours.
| | 06:02 | I get to set this up.
| | 06:04 | I have a choice of some print views.
| | 06:05 | I can do a Horizontal Agenda that looks like this.
I can do a Vertical Agenda, a little bit more like that.
| | 06:14 | I can also switch and say I want to
print a day and the day will print is the
| | 06:18 | day that I am on and I can choose
to print a Month View as well.
| | 06:23 | This only prints workdays.
| | 06:25 | When I turn that checkbox off, I get the entire week.
| | 06:28 | So these are all the different ways that I can print.
| | 06:31 | The easiest and fastest way to print is
to say if I'd like a Day View, go to a
| | 06:35 | Day, click Print, because it will automatically
bring up the Day View and I can
| | 06:40 | say I'd like to have a detailed agenda
along with that or a narrower calendar so
| | 06:45 | I have room for notes next to it on my paper.
| | 06:47 | Choose the view you want, fire up that
print view and you'll be in good shape to print.
| | 06:52 | So no matter how we're working with
calendars and which calendars we work with,
| | 06:56 | this is our basic set of tools
that allows us to view and to print our
| | 07:02 | calendar from OWA.
| | Collapse this transcript |
| Creating an appointment| 00:00 | An OWA appointment is time blocked on
your calendar for your use, and it's
| | 00:05 | really easy to create a new appointment.
| | 00:08 | Switch to a day Work Week or Week View,
any view where you can actually see the
| | 00:14 | entire time scale here on the left side,
and then double-click where you want to
| | 00:19 | place the appointment.
| | 00:20 | So I want to create an appointment
tomorrow afternoon at 1 o'clock and I'm going
| | 00:25 | to click right there and I have a phone call
with Lucas who is someone outside of our organization.
| | 00:34 | And I could put that this is phone here
sometimes people do.
| | 00:37 | Let me tell you the significance of subject and location.
| | 00:41 | The subject and location are almost
always two fields that will absolutely be
| | 00:46 | synchronized if you synchronize your calendar
with another device, an iPhone or a tablet or whatever.
| | 00:53 | So I don't always know that I'll be able
to see my notes, but I'm going to see
| | 00:58 | my subject in my location.
| | 00:59 | So it might be that what I want to put in these
is I want to make sure that it's
| | 01:04 | a phone call, but also that I have the
number because that way, I will get these
| | 01:09 | on my mobile device as well.
| | 01:10 | This is going to start at 1. I chose a
starting time I didn't choose an ending time.
| | 01:15 | What OWA does is it gives me half hour
increments beginning with the time I chose.
| | 01:19 | So if we weren't starting at 1 but 1:15,
I actually need to type that time in.
| | 01:24 | I can do 1:15 PM. I have some choices
about how that looks and when I do OWA
| | 01:32 | automatically creates a new set assuming
that I would like to have a half hour
| | 01:36 | increments to choose for my meeting ending time.
| | 01:39 | So if this isn't ending at 2:15 but at 2 then
I need to go edit this so it says 2 o'clock.
| | 01:45 | If on the other hand this is an all day
event, a vacation day, a day spent at a
| | 01:49 | conference, something like that, you
click All day event and when you do that
| | 01:54 | you're not required to enter times.
| | 01:57 | By default, there is a reminder system
setup and the default reminder is on for
| | 02:03 | 15 minutes before this particular meeting.
| | 02:05 | So I would get a reminder at 1 o'clock,
because I have a meeting 15 minutes later.
| | 02:12 | Whether or not you have a reminder and
how early that reminder is are set in the
| | 02:16 | options for your calendar.
| | 02:19 | There is a whole set of them under
Settings>Calendar including reminders,
| | 02:25 | how your calendar should look and so on.
| | 02:28 | What the first and the last days of the week are.
| | 02:30 | We'll go back out and return to our calendar
and return to our appointment item.
| | 02:36 | I can choose to show the time for this
appointment as Free, Tentative, Busy, or Away.
| | 02:40 | These four different options together
are known as free busy status.
| | 02:45 | Free means I have something during
that time but I'm actually also available.
| | 02:51 | Sometimes I'll use this for tasks that are
happening at the same time I'm doing something.
| | 02:57 | I want to note that there's a meeting
going on that I care about its outcome.
| | 03:00 | I want to know when it is, but
I'm not going to be attending it.
| | 03:04 | Tentative means I think that I'm going to
have a phone call with Lucas tomorrow at 1:15.
| | 03:09 | When I firm that up, if I'm taking a
call from my desk, I'll mark that time as busy.
| | 03:14 | Busy means that I'm doing something,
I'm otherwise occupied but I'm where you
| | 03:19 | would expect to find me;
| | 03:20 | I'm in the building, on the campus, I'm in my office.
| | 03:24 | And then finally, away means I'm busy
doing something and I'm not here, and the
| | 03:29 | reason it's important that I choose
these carefully, is let's say for example
| | 03:34 | I have something marked as tentative and
somebody else's is trying to schedule a meeting.
| | 03:37 | Everybody can come at 1 o'clock except me,
but I'm tentative. That's worth
| | 03:42 | picking up the phone and calling and saying hey!
| | 03:44 | I see you have a call at 1:15 can you move it?
| | 03:48 | Busy means you can schedule something else
for me right after 2 o'clock or 2:15 because I'm here.
| | 03:54 | Away on the other hand means I'll
probably have to find a way to get back,
| | 03:58 | I might have to drive, I might be in another city.
| | 04:01 | So you need to know more before you schedule me
for an on site visit or meeting right after this.
| | 04:07 | Below I have the ability down to enter
notes in this appointment form, I can
| | 04:11 | include pictures, I can include attachments.
| | 04:15 | I can check my spelling.
| | 04:16 | I have the ability to invite others,
which we'll talk about in the next chapter.
| | 04:21 | I can mark this as important or not important at all.
| | 04:25 | I can categorize this;
it's a planning meeting so I'm going to add a category to it.
| | 04:29 | Notice I have Categories Planning here.
| | 04:31 | I can render a printable view of this
and just as I did with my emails, but I
| | 04:36 | need to save and close it first,
because it needs to be in Exchange for the
| | 04:41 | server to be able to create that
printable view, it needs to already be saved in
| | 04:46 | the Exchange server.
| | 04:48 | One more check box worth noting: the Private checkbox.
| | 04:52 | I'm fine with everybody who can see my
calendar knowing that I'm having this
| | 04:55 | phone call with Lucas.
| | 04:57 | I wouldn't necessarily be as comfortable
with everyone knowing that I was
| | 05:00 | having a medical checkup or with
everybody else knowing that I was doing
| | 05:04 | something with my children.
| | 05:07 | So if you want to mark time off the calendar,
but it's really not the business
| | 05:12 | of most of the folks in the office how your
time is being used, you mark this as private.
| | 05:16 | It will still show that you're not
available during this time that you're
| | 05:20 | busy somewhere or you're away, but it
will not allow users who have access to
| | 05:25 | see your calendar to see the details unless
you have specifically given them permission.
| | 05:32 | So by default when you mark something private
if you haven't given others
| | 05:36 | permission to see details, they can.
| | 05:39 | But this isn't private, it's public.
| | 05:41 | I'm going to go ahead and save and
close this appointment and here it is on my
| | 05:46 | calendar. When I click it, it shows
that I'm in a planning session, I'm away.
| | 05:53 | That pink away shows here is a stripe
on the left side of the appointment and
| | 05:57 | there's a reminder that's going to
come to me fifteen minutes ahead of time.
| | 06:01 | This is how we create an appointment in OWA.
| | Collapse this transcript |
| Modifying and cancelling an appointment| 00:00 | Sometimes you'll create an appointment,
you'll block off some time on your
| | 00:04 | calendar and then you'll go oh! Not so much.
| | 00:07 | I need to get rid of that or I need to modify it.
| | 00:10 | Now if all you need to do is modify it,
you can select the appointment and you
| | 00:14 | have the choice to move it, so I can
drag it for example and say let's hold this
| | 00:19 | at a different time at 3:15 instead of at 4.
| | 00:23 | It's going to drag in the same increments
that it already had, so notice that
| | 00:27 | I'm getting 30 minutes at a time but on the quarter hours.
| | 00:30 | If I need to change its entire time,
the easiest thing to do is to open it up
| | 00:35 | and to actually change the time and
say, we're actually going to do this
| | 00:38 | starting at two instead.
| | 00:39 | And if I need to change the duration then,
I'll change the end time as well and I can resave this.
| | 00:45 | So that's one way to modify this.
| | 00:47 | If I need to make it longer I can stretch the
time out because it has handles, that works.
| | 00:52 | So these are ways that I can modify
this appointment and I can even move it to
| | 00:56 | another day on my calendar
here using drag and drop.
| | 01:00 | Or I can say I want to actually move this to Friday.
| | 01:03 | So we'll move it to Friday and save it and close it.
| | 01:06 | But what if I just don't want disappointment at all?
| | 01:09 | We can't have this phone call this week;
| | 01:11 | we don't know when we are going to have the call.
| | 01:13 | Well with the appointment selected, I simply clicked Delete.
| | 01:17 | Don't do this casually because
as soon as I click Delete it's gone.
| | 01:21 | I'm not prompted to delete it, I'm not
asked if I wanted to delete it, it's just gone.
| | 01:26 | And if you're thinking well, what about
Ctrl+Z doesn't that do undo?
| | 01:30 | The answer would be, not in this case.
| | 01:32 | So I modify appointments, but if I want
to delete them, once I delete them they're
| | 01:37 | removed for my calendar. Where does it go?
| | 01:40 | It actually goes to the same Deleted Items folder,
but you can't recover it from there.
| | 01:44 | In deleting it I marked it is canceled
and it's really basically gone.
| | 01:49 | So if I want to create that appointment again,
I'll create it again from scratch.
| | 01:53 | That's how I modify and cancel appointments in OWA.
| | Collapse this transcript |
| Working with repeating appointments| 00:00 | I want to create a repeating appointment
and I'm in the view of the calendar
| | 00:05 | that is showing me the entire week.
I find it often I am going okay, Sunday,
| | 00:09 | Monday, Tuesday across the top here,
because unlike the work week view if I'm
| | 00:15 | showing the Reading pane it doesn't
show me the weekday abbreviations, it just
| | 00:19 | shows me the numbers.
| | 00:20 | So remember that you can turn this
Reading pane on and off, and I'm just going
| | 00:25 | to turn it off and that way I see the
entire name of everyday spelled out, and
| | 00:29 | I kind of like that.
| | 00:30 | There is a really great Time Management Course
in the lynda.com library from
| | 00:35 | Dave Crenshaw, Time Management
Fundamentals, and one of the things that he has
| | 00:39 | you do to manage your time better is to
set aside a particular time during the
| | 00:43 | week to go through all of the things that are in your Inbox.
| | 00:47 | It could be Monday but you know could
be Tuesday, whatever day that works well
| | 00:50 | for you; and that's something
you're going to do every single week.
| | 00:53 | You block that time and you can move
the time by an hour, even by a day if you
| | 00:58 | need to, but you don't need to worry
too much about doing that, because people
| | 01:03 | will get used to the fact that on Tuesdays at 9 you are busy.
| | 01:06 | So I'm going to Review my Inbox.
| | 01:10 | My Location, I can put it down as my
office if I want or I can leave it blank,
| | 01:15 | and I actually mark off 90 minutes to do this,
because I'm planning my whole week during this time.
| | 01:22 | I'm busy during this time, I want to
get ready for it so I have a reminder.
| | 01:26 | I could categorize this, actually is
a kind of planning time and I have a
| | 01:30 | category for planning, so I could choose Planning.
| | 01:33 | So this is my appointment and it's
starting on Tuesday the 5th at 9 o'clock
| | 01:38 | till 10:30 and I'm going to go ahead
and save that, just you see what that
| | 01:42 | looks like on my calendar.
| | 01:43 | But that's only one appointment, it's
just the one time and I don't want to do
| | 01:47 | this 52 times to get an appointment
every week for the year. Instead what I am
| | 01:52 | going to do is I am going to set this to Repeat.
| | 01:55 | I could have done this before I saved it the first time.
| | 01:58 | I can say here's my repetition
and I want to set up a pattern.
| | 02:02 | So I have a choice of Daily, Weekly,
Monthly, Yearly, it actually chose Weekly
| | 02:07 | because I was in one of the two-week views of the calendar.
| | 02:12 | So I can say Repeat every week on Tuesday,
that works well, from 9:00 to 10:30
| | 02:18 | for an hour and a half, that works well.
I can say do this for as long as my calendar has life.
| | 02:25 | Now I could also say repeat on a Monthly basis,
either on the fifth day of every month,
| | 02:31 | because we've Tuesday the 5th
or the first Tuesday of every month.
| | 02:36 | Notice I can say every other month,
the first Tuesday of every two months.
| | 02:41 | I can set up items to recur on an annual basis,
the first Tuesday in March every single year,
| | 02:48 | or on a Daily basis, everyday from 9 to 10:30
or every weekday
| | 02:55 | Monday through Friday from 9 to 10:30.
| | 02:57 | So you need to set up a repetition pattern.
| | 03:01 | In my case Weekly, Tuesdays 9:00 to 10:30
is exactly the time that I want to
| | 03:07 | mark to be able to do this task of
going through my Inbox and setting my
| | 03:11 | priorities for the rest of the week and into the next Monday.
| | 03:15 | There's a feature that some email servers
handle better than Exchange. And that
| | 03:20 | is the ability to set a series of meetings
or appointments that repeat, but they
| | 03:25 | don't have as clear of a pattern, that
most of the time they're on Tuesday from
| | 03:30 | 9 to 10:30, but sometimes some of them
are moved from 1 to 2:30, for example.
| | 03:36 | The way you deal with that kind of
repetition is to set up this kind of a
| | 03:42 | repeating cycle that's good most of
the time, that does it as well as it can,
| | 03:47 | and then you actually will move the other appointments.
| | 03:51 | So I'm going to go ahead and say OK,
make this repeat and Save and Close it.
| | 03:55 | So every week I look at, here's the 5th of March,
here's the 12, here's the 19th and so on.
| | 04:03 | So I can actually go to the appointment for the 12th.
| | 04:06 | Notice I can see it repeats, because
there is this little Repetition icon in the
| | 04:09 | lower right-hand corner.
I want to open only This Occurrence.
| | 04:14 | If I open the Series I'll be right back
in that appointment I was in a moment
| | 04:18 | ago that set up all of these.
| | 04:21 | I'm going to say this one Occurrence.
And for this one occurrence, this one day,
| | 04:26 | because we have something else going on
in the morning, we're actually going to
| | 04:29 | do this in the afternoon.
| | 04:31 | I'm going to Save and Close this.
| | 04:33 | Notice that my appointment, my
repeating appointment on the fifth, is moved to
| | 04:38 | the afternoon, but my repeating appointment
on other days is still at 9 in the morning.
| | 04:47 | One more thing, it's a subtlety, but
if I look at this repeating appointment
| | 04:52 | there's actually a line through the Repeating icon.
| | 04:55 | So I know I'm part of a series, but I
also know that this isn't the time that
| | 05:00 | the rest of the series is.
| | 05:02 | This one has a line through it, but if
I go forward a week and look, this one
| | 05:07 | doesn't. It's at the normal time for this series.
| | 05:11 | If I want to modify the entire series
then I can open up the series as a
| | 05:18 | whole and change it for example, to provide a
little more time each time, or to add some notes.
| | 05:25 | If I want to delete all of the appointments
going forward, then all I do is go in
| | 05:30 | and stop its recurrence.
| | 05:32 | So I can go into the Series and say,
well we've done that enough. I'm going to
| | 05:36 | choose Repetition and I'm going to say
we're going to End this as of March 13th,
| | 05:43 | after that there will be no more.
| | 05:45 | That way the appointments that you
already had, the ones that already occurred
| | 05:49 | are still on your calendar and the
ones in the future are simply terminated.
| | 05:53 | So once you had one of these meetings
you would normally not delete the entire
| | 05:57 | series. You would simply go end the
series at a time that's appropriate.
| | 06:00 | That's how we deal with
repeating appointments in OWA.
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|
|
8. Requesting a MeetingCreating a meeting| 00:00 | The difference between an appointment
and a meeting is that when you're at an
| | 00:04 | appointment you are alone, and when
you're at a meeting there are other people
| | 00:07 | there, or you're using a resource
that has a calendar, like a projector or a
| | 00:12 | particular kind of speaker phone or something
that you would book as a resource.
| | 00:18 | But I want to create a meeting, and
specifically I want to meet with Olivia on
| | 00:23 | Monday to talk about this research project
on help desk requests.
| | 00:27 | So I'm going to go to Monday the 4th
and double-click at 9 a.m. and I'm going
| | 00:31 | to say this is Help Desk Request Project
in my office. I can set anything
| | 00:40 | else here that I want, and now I want to
invite attendees, so I'm going to invite Olivia.
| | 00:47 | But how do I know whether she is available or not?
| | 00:49 | Well for that I click the Scheduling Assistant.
| | 00:52 | Notice that I can tell that she is out of the office,
that works, and she is Busy.
| | 00:59 | I can tell she is not available, I can tell it's busy.
| | 01:02 | I don't even have to remember because here
is the legend for my free busy information.
| | 01:06 | So she is the office, she is close by, but I need
to find a different time for a 90 minute meeting.
| | 01:11 | Notice that I have a grid down here
that shows me that at 8 a.m. for a meeting
| | 01:16 | of this length we're both free, and again at 11 a.m.
| | 01:19 | So I can say, well let's have it at 8, that's awful.
| | 01:22 | She is just got here, that's not fair.
| | 01:24 | Let's have it at 11.
| | 01:26 | So notice that here on my choices it
show me when people are more or less free,
| | 01:30 | and because I'm having it on the 4th,
the 4th is also showing as Good, there
| | 01:36 | good times of the day, that the list
of people invited could all be there.
| | 01:40 | The days in the past here are Poor,
I can't go back and schedule on these days,
| | 01:45 | but any day that's not shaded in is a good day.
| | 01:48 | Light shading means, you can get most
of your people, and Poor means no, you're
| | 01:52 | not going to have the meeting you want.
| | 01:54 | I can then add other users here,
other attendees, and it will pull their
| | 01:59 | calendars in and compare it as well, but this is good.
| | 02:03 | If I want Judith there, that works,
if I don't want Judith there, I can just
| | 02:07 | delete Judith, just like that and go
back to the attendees that I do want.
| | 02:12 | I mentioned that you might have a
meeting because you're including a room.
| | 02:15 | Many organizations will have a list of
rooms here that you can choose from, and
| | 02:20 | if you add a room you can see that it's available.
| | 02:23 | For some organizations simply inviting
the room to the meeting is enough to book
| | 02:28 | the room, in others they have a separate
process that you go through first, then
| | 02:32 | you invite the room.
| | 02:34 | And yet others ignore rooms totally
and you book them through another
| | 02:37 | application; one of those will
probably be working in your organization.
| | 02:41 | But I don't need to choose a room or
a projector or a Polycom or any other
| | 02:47 | equipment. We're meeting in my office, I
found a time that we're both available,
| | 02:51 | thanks to the Scheduling Assistant.
| | 02:53 | I can just go ahead and send this.
| | 02:56 | This is automatically placed on my calendar
and it's not tentative, it's real on my calendar.
| | 03:01 | In the meantime there's been a request
that's gone out to Olivia saying, hey,
| | 03:06 | can you come to this meeting?
| | 03:07 | Now she will have enough time when she
gets there in the morning I hope to take
| | 03:11 | a look and say, oh yeah I could do that.
She has the option to say I can't
| | 03:16 | or I like to propose that we hold it a
little later in the day, we're going to
| | 03:20 | see all of those options in our next movie.
| | Collapse this transcript |
| Responding to a meeting invitation| 00:00 | In this movie I'm going to show you how
to accept a meeting or reject a meeting
| | 00:05 | invitation you've received or how to say,
well, I think I might come, which is
| | 00:10 | tentatively accepting a meeting.
| | 00:12 | I've received a meeting request from Judith right here.
| | 00:15 | Now it looks just like a regular email,
because it's selected, but when it's not
| | 00:19 | the selected item, you'll actually
tell from the icon that it's a meeting,
| | 00:23 | because there's little grid like a calendar
with an email message on it.
| | 00:28 | So I'm going to double-click to open
this up. I have three choices, the first
| | 00:34 | choice is, yup, I'll be there.
| | 00:36 | The second choice is, maybe, and a
third choice is, I don't think so.
| | 00:40 | Well, this is a Budget update, it's
tomorrow at 9 o'clock in the morning, that
| | 00:46 | looks pretty good and I'm going to say, yeah, I'll be there.
| | 00:50 | Now I have three different choices.
| | 00:53 | Do I want to type anything back other than, hey, I'll be there.
| | 00:57 | Do I want to just say, yup, I want to be there,
or do I want to not send a response?
| | 01:02 | Now there are not many times you're
going to not send a response, because if
| | 01:06 | you're going to the meeting, you should
let the planner know you're going, and
| | 01:08 | if you're not going, you should
let them know you're not going.
| | 01:11 | The only time you might not send a
response is if you've responded previously,
| | 01:15 | but it's usually good just to send the
response, either with or without text.
| | 01:20 | I am going to edit the response before
I send it. It says yes, I'll attend this
| | 01:24 | message hasn't been send.
| | 01:25 | Notice that it opens up a message
format automatically, includes my signature.
| | 01:29 | If I don't want that simply delete as
much of it is I don't want, so I'm just
| | 01:34 | going to just sign this Gini and I'm
going to say it's a 9 o'clock in the
| | 01:38 | morning and I'm going to ask, will there be bagels?
| | 01:42 | You know I know this;
| | 01:43 | there are bagels all over the place here,
donuts, something I should bring? So just ask.
| | 01:49 | I'm new here.
| | 01:50 | I can get away with this for awhile and
I'm going to go ahead and send this. So,
| | 01:54 | Thursday 9 o'clock in the morning.
| | 01:56 | Now before I click Send, before I
take advantage of this moment, I want to
| | 02:01 | slide over to my calendar and show you
what this invitation looks like right
| | 02:05 | now in its current state.
| | 02:07 | So I'm just going to minimize this form,
we're going to go to the calendar and
| | 02:12 | we're going to take a look, let's Go To Today.
| | 02:14 | There is that Budget update just
sitting there at 9 o'clock tomorrow morning,
| | 02:19 | all ready for me, so now I'm going to open this
up and I'm going to Send it, it's all good.
| | 02:24 | If I open it up later, it'll tell me, hey, you accepted this.
| | 02:28 | If my circumstances change, I could
still go in and say, no, now I need to
| | 02:33 | Decline this meeting.
| | 02:34 | If I do, if I've already accepted it, I
had better edit that response and tell
| | 02:39 | Judith what's different now.
| | 02:41 | Why am I declining it now, maybe there's
a project I'm working on that's running
| | 02:46 | behind and I have something else I have to do,
but once I've said yes, I shouldn't just say no.
| | 02:52 | The same thing could be true that I
want to go in and mark it as Tentative,
| | 02:55 | because it's looking like I might not be able to be there.
| | 03:00 | Again, if I've already said, yes, if
I've already accepted and I changed to
| | 03:04 | maybe or no, I need to say
something about this, that's very specific.
| | 03:08 | I can also choose to Reply with a message
and that has nothing to do with the
| | 03:12 | meeting interestingly enough, I can
simply reply back and ask some other
| | 03:16 | questions and it doesn't change my status.
| | 03:18 | So if I want to send Judith the communication
about this particular meeting, but
| | 03:23 | not do it in the meeting form, not have to say,
I accepted and I'm accepting
| | 03:28 | again, for example, I can reply.
| | 03:31 | If I Reply All, I'll actually reply to the folks
who were invited to the meeting
| | 03:35 | and I can Forward this meeting request.
A word about that.
| | 03:40 | When I take a meeting and say yes to it,
and then I Forward it, I'm actually
| | 03:44 | forwarding that invitation. The
protocol is, I shouldn't forward a meeting
| | 03:49 | request or invite other people to the
meeting, unless I've spoken with the
| | 03:53 | person who owns the meeting, in this case Judith.
| | 03:56 | I shouldn't therefore simply forward this
and invite for example Olivia to this
| | 04:02 | meeting without having a conversation with Judith.
It's not my meeting.
| | 04:07 | I can also Categorize this and I'm going
to categorize this as a Finance meeting
| | 04:12 | and a Budget meeting, and that's good.
| | 04:15 | These are my categories;
| | 04:16 | these won't be green in Judith calendar, simply in mine.
| | 04:20 | So this looks good, I'm really happy with this.
| | 04:23 | I've made a few changes. Notice,
when I go back to my calendar,
| | 04:28 | this is now green, because I made those changes.
| | 04:31 | There's nothing for me to click here to save this.
I simply want to go out and
| | 04:35 | leave the form and it's right here just like this.
| | 04:39 | I have another meeting right here.
I can double-click it right in the
| | 04:43 | calendar and say, oh, I'm going to accept this.
It's the weekly staff meeting, I better show up.
| | 04:48 | So I'm going to go ahead and accept
this, you might wonder why there's
| | 04:52 | no Reminder on this.
| | 04:54 | The meeting is about ready to start,
so I'm going to go ahead and Accept this
| | 04:57 | and Send the Response right now, there
it is, it went from Tentative to Accepted
| | 05:02 | right here before our eyes in OWA
| | 05:04 | So three ways that I can respond.
I can say I'll be there, I think I'll be
| | 05:10 | there, and I definitely can't be there.
| | 05:12 | If I say I'll be there or Tentatively will be there,
that meeting will stay on my calendar.
| | 05:18 | If on the other hand, I receive a
meeting invitation and I Decline it, it will
| | 05:22 | not be on my calendar anywhere.
| | 05:25 | So occasionally, I'll receive a meeting
that I'm not going to, but I want to
| | 05:29 | make sure that I'm in touch with that
meeting and I'll actually tentatively
| | 05:34 | agree to attend, put a note in and say,
well, I probably won't be there, but I
| | 05:40 | want to keep track of your progress.
That way it will remain on my calendar.
| | 05:44 | If the meeting is canceled or moved,
I will know about that.
| | 05:47 | In the next movies we'll see how we can
Cancel or Move meetings and how we need
| | 05:52 | to manage that to be appropriate and
helpful to the folks who have said they
| | 05:57 | will attend our meeting.
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| Viewing responses| 00:00 | After you create a meeting and send out
that invitation, you have the ability to
| | 00:05 | view the responses to your meeting.
| | 00:07 | You'll get them in two different ways.
| | 00:09 | First. in the calendar. I can open up a
meeting request, and I can see that one
| | 00:16 | person has accepted, nobody is
tentatively accepted, and no one has declined, so
| | 00:20 | remember those three statuses. I am coming;
| | 00:22 | I might be coming; no, not so much.
| | 00:25 | Olivia has actually replied to this already.
I can click the Tracking tab and
| | 00:30 | see the Olivia is accepting, she will be there.
| | 00:34 | So this is how Tracking works right out
here in the form, but this is
| | 00:38 | actually my OWA mailbox being almost
prescient. Because what happened was,
| | 00:44 | when Olivia clicked and said, yup,
I'll come to that meeting and I'm going to
| | 00:49 | have to let her know not to answer these emails
while she's on vacation, but it's a nice thing.
| | 00:53 | She sent this email that says that she's accepted.
| | 00:56 | As soon as this email hit my inbox, OWA
actually processed it, it's all taken care of.
| | 01:03 | OWA will have looked it and said oh,
it's a meeting reply. All right, and it
| | 01:08 | marked it in the meeting without
my having to do anything else.
| | 01:12 | So I can close this, I can delete this
if I want to their is my original meeting
| | 01:16 | that I sent, says I don't have to respond to this,
knows I'm the organizer when
| | 01:20 | I'm looking at it and here's Olivia's acceptance, all good.
| | 01:23 | So whether I'm opening the meeting itself here
or I'm in my inbox watching that
| | 01:30 | reply come in that says that she's accepted,
I'm going to know that she is coming to the meeting.
| | 01:35 | In the same way I'll know if someone
declined and I'll know if someone replied tentatively.
| | 01:40 | A lot of people like using the calendar
appointment right here to be able to
| | 01:45 | view this Tracking and look at it.
Because you'll get a whole grid for every
| | 01:49 | single person and you can actually click
to filter this, based on whether they're
| | 01:53 | accepting or not accepting.
| | 01:55 | If I choose to be able to print this
and I go to a printable view, notice that
| | 02:01 | my printable view of the meeting in OWA
actually shows me who has accepted,
| | 02:06 | who has tentatively accepted,
and who has declined the meeting.
| | 02:10 | So here's my meeting at the top,
but when I say I'd like to generate that
| | 02:14 | printable view, it includes not just
my appointment with its details, but it
| | 02:19 | also includes the information from this Tracking tab.
| | Collapse this transcript |
| Updating a meeting| 00:00 | I've got a meeting and I need to move it.
| | 00:03 | So how do I update a meeting, how do I
say we need to hold this at a different
| | 00:08 | time or I need to invite some different
people to the meeting or hey, guess what?
| | 00:12 | I have some notes to put in this
meeting for you to read before we attend it.
| | 00:16 | All of those things are possible in OWA.
| | 00:18 | So I'm going to open up my meeting.
Here's my original meeting request and here's
| | 00:23 | my tracking. I can tell that I have
some people who accepted, but even if I
| | 00:27 | don't know that. Even if all I know
was that I've send out the invitation,
| | 00:32 | people are already thinking about it.
| | 00:33 | They're designing oh, I should go to that.
I'll need to move these other things
| | 00:37 | I'm doing in order to attend.
| | 00:39 | So if I want to, I can add more people to meeting.
| | 00:42 | Let's try to take a look at that first.
| | 00:44 | We're going to add Judith to this meeting,
because I'm really doing this project
| | 00:47 | because she wants me to and I'd like to know something.
| | 00:51 | Notice that I marked as busy then and so as Olivia,
but that's because at this meeting.
| | 00:57 | If I look down here, it would encourage me
to move this meeting to a time that
| | 01:01 | we were all available. I have to be
aware and look up here and say, oh, 11
| | 01:06 | o'clock Monday, that's why we're all
busy, because OWA is trying to find a new
| | 01:10 | time we can all attend. The truth is
Judith is available, we're already going
| | 01:14 | to the meeting, so we're all in really good shape.
| | 01:16 | So I've added Judith and I want to click now Send Update.
| | 01:22 | Watch what happens when I do.
| | 01:24 | When I click the Send Update, I have
two choices. One choice is you've added somebody
| | 01:29 | or you've deleted somebody from the meeting.
| | 01:32 | Only send an update to those folks,
that's the default choice. So in this case
| | 01:36 | only Judith would get an update
or send an update to all attendees.
| | 01:42 | Now all OWA knows is that the meeting
has changed because I have added or
| | 01:47 | deleted some people.
| | 01:48 | If I have also changed something else
like left some notes out on the
| | 01:51 | Appointment tab, it won't necessarily
automatically say I should send updates to
| | 01:56 | all attendees. But even if all I've
done is what I did here to add Judith, the
| | 02:01 | question remains should everybody now
get an update, so they look and they go,
| | 02:05 | okay somebody else has been added.
| | 02:08 | My other choice here before I do this
is to go out to the Appointment tab and
| | 02:12 | right here say, I added Judith to
the meeting for her data expertise.
| | 02:21 | Remember of course that if you don't
like Times New Roman, remember that you can
| | 02:25 | just choose another font and you
can change the sizes and everything.
| | 02:29 | This is an area where I can format the text I enter.
| | 02:32 | So I added Judith to the meeting.
I'm going over tracking. I have somebody
| | 02:36 | who's already accepted, so they know
what they're doing. I'm going to click
| | 02:39 | Send Update and I could send it to all
attendees, which is how I left this a
| | 02:44 | moment ago or I could send it only to
the added or deleted. I'm going to send
| | 02:48 | it to everybody. Everybody now has an update,
let's go back and open this same appointment.
| | 02:53 | Now the fact that I sent an update,
I didn't change the time.
| | 02:57 | So OWA assumes that Olivia is still accepting.
I haven't heard yet from
| | 03:02 | Judith, there's been no response. That's
okay, we're going to wait and find out
| | 03:06 | what she has to say.
| | 03:08 | What else might I change about his meeting?
| | 03:10 | Well, we could decide that it needs to be at a different time.
| | 03:13 | I'm going to move it to 1 o'clock for example.
| | 03:16 | I have something else I need to do in
the morning. I'm going to move it to
| | 03:19 | 1 o'clock, always go back to the scheduling
assistant and see if people are available.
| | 03:23 | Notice here's the old appointment time.
| | 03:26 | I'm coming so as Olivia.
| | 03:27 | This meeting time is marked as tentative
on Judith's calendar even if she's not
| | 03:31 | in the office. This is a feature
to avoid other people trying to hit her
| | 03:37 | calendar with appointments at the same time.
| | 03:39 | They'll see that there's already something tentative.
| | 03:41 | They don't know why it's tentative.
It could be that Judith has a tentative
| | 03:44 | appointment, it could be that it's a
meeting that's already waiting for her to
| | 03:49 | reply, so tentative is its
default setting, but it doesn't matter.
| | 03:53 | If I'm someone else trying to schedule
meetings, I actually want to avoid this
| | 03:57 | time, there's something else there.
| | 03:59 | So even if Judith is out of the office,
this will sit there as tentative,
| | 04:03 | because I hit invited her to that time.
But now we're going to move it to 1 o'clock.
| | 04:07 | So I'm going to go ahead and send an update.
| | 04:11 | I want you to notice two things;
| | 04:13 | one, the obvious thing is, this meeting
just moved on my calendar.
| | 04:18 | I don't get to accept or decline.
I'm the meeting owner.
| | 04:21 | So if I say 1 o'clock, it is 1 o'clock.
| | 04:24 | But notice also I was not asked if I wanted
to send this to only some attendees.
| | 04:29 | I change the time, it just got set to everyone.
| | 04:33 | So both Judith and Olivia have received this.
| | 04:36 | Notice also, when Olivia said yes before,
she said yes to a meeting at 11 o'clock,
| | 04:42 | not to a 1 o'clock meeting.
| | 04:44 | So the tracking has been reset.
| | 04:47 | Olivia hasn't accepted for 1 o'clock,
just like Judith hasn't accepted at all.
| | 04:52 | So when I change the time or date for
a meeting and then send the update, OWA
| | 04:58 | automatically resets the response status
and asks each of the attendees again,
| | 05:03 | do you want to come to this meeting?
| | 05:05 | So when an attendee goes and takes a
look in their inbox, they'll actually see
| | 05:09 | that there's been an update for this meeting
and they can go ahead and look and
| | 05:12 | say oh I can come then or I can't.
| | 05:18 | If I go take a look at my email, I'll notice
that there are a whole lot of meetings.
| | 05:21 | There is the original and the acceptance.
But then I have the changes that I've made
| | 05:28 | and each of the times that this has been sent.
| | 05:30 | This first, the new invitation, we sent to Judith,
then we've sent meeting updates to other people.
| | 05:37 | So I can go back, wait for more information
to come in here if I wish and go
| | 05:43 | then and see whether Judith and
Olivia are coming to the meeting.
| | 05:47 | Let's see what this looks like
from the recipient's point of view.
| | 05:51 | We have a weekly staff meeting
actually that was sent out earlier.
| | 05:55 | Judith sent it out and it was going to be at 3:30.
| | 05:58 | Here's that original invitation.
| | 06:00 | If I go and click on it I can see it and this
banner says This appointment is out of date.
| | 06:05 | Let me say that in another way.
| | 06:07 | This meeting has changed since you got this email.
| | 06:10 | That's exactly what this means, out of date
means it's no longer correct, it is obsolete.
| | 06:15 | So if I go now to the next item right here,
I can see the appointment used to
| | 06:21 | be at 3 is now at 3:30.
| | 06:23 | I can say, okay I'll attend this meeting.
I have already done that, so that's great.
| | 06:28 | That's what it looks like in your Inbox
when a meeting has been changed.
| | 06:33 | In this case, I had even deleted this meeting.
| | 06:35 | I had accepted it and it was all fine
and it's shuffled off to the Deleted Items
| | 06:40 | folder, because Judith had updated it.
| | 06:43 | So when you see that you have an update
that means that something has changed
| | 06:47 | about the meeting and that either the
time or date has shifted or the meeting
| | 06:51 | organizer specifically wants you to know
that you've been added to the meeting,
| | 06:56 | that you've been deleted from a meeting,
another possibility, or that there are
| | 07:01 | other details that they want to ensure you know about.
| | 07:04 | Now you'll remember that there's more
than one way to change an appointment and
| | 07:09 | there's more than one way to change a meeting.
| | 07:11 | We've been using the message forms here
in the inbox to modify this meeting.
| | 07:17 | But if I go to my calendar, here is the
meeting right here and just as with an
| | 07:21 | appointment, it has handles and I can
move it or I can change its duration.
| | 07:27 | So if I move this meeting, when I
release my mouse button, notice I'm told you
| | 07:32 | must send an update to meeting attendees
if you're going to change the time or
| | 07:35 | date; and clicking Send Meeting Updates
here is exactly the same as if I were to
| | 07:41 | open the form, change the time
and then click Send Update.
| | 07:46 | So even when I change my meeting time
or duration using drag and drop here in
| | 07:52 | a Calendar View, OWA is making sure
that all of my attendees are kept
| | 07:57 | up-to-date about this meeting.
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| Creating repeating meetings| 00:00 | There's a weekly staff meeting on
Wednesdays from 3:30 to 4:30 and while, the
| | 00:05 | position that I'm currently in was vacant,
Judith was setting up those meetings,
| | 00:09 | but now I need to set up the
meetings for the rest of the year.
| | 00:12 | So this is a standing meeting
everybody's used to at 3:30 to 4:30.
| | 00:17 | It's already on my calendar for last week,
but that's the last of them and I'm
| | 00:21 | simply going to double-click and
set this up as a repeating Meeting.
| | 00:25 | This is just like a repeating appointment, but
other folks are going to show up and join me.
| | 00:30 | So this is the Weekly Staff Meeting and
it's in our Department Conference Room
| | 00:36 | and I'm going to invite some folks.
| | 00:39 | I can click To and choose them from here
so I'm already there, but I need to
| | 00:45 | invite Greg and Judith and Kurt
and Nick and Olivia and Tara.
| | 00:52 | There we go. And you know actually if
Steve is available he can attend, but he
| | 00:57 | doesn't need to, he's not necessarily
in our department, but he often will
| | 01:02 | attend the meeting if he's available.
| | 01:04 | So I'll just list them optionally so
he knows when they are. I can put more
| | 01:08 | information in this particular note section.
And if I did, it would be
| | 01:13 | information about the groups of meetings,
so it could be the kind of thing that
| | 01:17 | says this is a standing meeting or
something. This is not the invitation for one
| | 01:21 | meeting. It's the group of invitations
for all of them in just a hot second.
| | 01:25 | So I'm going to go now and click the
Repeat button and just as I did when I
| | 01:31 | created a repeating appointment, I want
to make sure that the time is correct
| | 01:35 | and the duration is correct and that I
have set my pattern. This is weekly every
| | 01:40 | one week on Wednesday.
| | 01:41 | If it was every four weeks, I would
change that to four. If it was the fourth
| | 01:47 | week of the month, I would choose Month
and say that it was the fourth Wednesday
| | 01:52 | of every month for example.
| | 01:53 | But this is every one week on Wednesday
from 3:30 to 4:30 with no end in
| | 02:00 | sight and I'm going to click OK.
Now I'm going to send this invitation to
| | 02:05 | all of the folks here.
| | 02:07 | It's automatically placed in my calendar.
| | 02:09 | You can tell it's a repeating meeting,
because it has the Repeat symbol on it.
| | 02:12 | And sure enough if I tab to the next
week or the next week, I'll find that it
| | 02:17 | sits there every single week.
| | 02:19 | As with a repeating appointment, if I
want to open this up, I can double-click
| | 02:23 | and choose to open the entire series,
which we just saw, or this specific
| | 02:28 | occurrence, which is the meeting on the
20th right here. I actually want to
| | 02:33 | look at a specific meeting that we
need to change out of this series.
| | 02:38 | So in April, we have a conflict
with the meeting on April 17.
| | 02:43 | So I'm clicking the 17th, here is the meeting
and this week and this week only,
| | 02:48 | we're going to move this meeting
to the 16th, one day earlier.
| | 02:52 | I'm just going to take this meeting.
| | 02:53 | I'm going to drag it and drop it and
I'm forced to either cancel the move or to
| | 02:58 | send meeting updates to my attendees.
| | 03:01 | I'm going to send meeting updates.
| | 03:03 | So that's how it works.
| | 03:05 | If I cancel a meeting, I do it
the same way that I'd cancel a
| | 03:08 | repeating appointment.
| | 03:09 | I go in and say, we've had several of these,
but we're to stop having them now.
| | 03:14 | I open the series, I click the Repeat button
and I say you know we actually are
| | 03:19 | going to stop having these as of a
particular date and then say okay. When I do
| | 03:24 | that, the future occurrences are removed
from my attendees' calendars as soon as
| | 03:29 | they get that information from me in an update.
| | 03:33 | That's what this looks like, easy enough to do,
just like repeating appointments.
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|
|
9. Viewing CalendarsSharing a calendar| 00:00 | In this movie, I'm going to show you
how you can share a calendar with others.
| | 00:04 | I want the person who supports me in my
work to be able to see what my calendar
| | 00:09 | looks like when I'm busy, when I'm
not so busy; and to see vaguely what I'm
| | 00:13 | doing and where I'm located. I don't necessarily
need them to see the details of what I'm doing.
| | 00:20 | If I have a private appointment, it's
enough that it's on the calendar and they
| | 00:23 | know I'm not available. But I'd like
them to be able to see that I'm at the
| | 00:28 | Weekly Staff Meeting or that I'm reviewing
my inbox, because that helps them
| | 00:32 | better support the kind of work of that I'm doing.
| | 00:34 | So I'm to share my calendar with Olivia.
| | 00:37 | This is how I'm going to do it.
| | 00:38 | I'm going to choose Share>Share This Calendar.
| | 00:42 | And I'm going to say to Olivia, to email form,
we've seen this before, I'd like
| | 00:47 | to share my calendar with you, and I'm
going to share all of my information.
| | 00:52 | I'd like to see Olivia's calendar, too,
because that makes it easier for me to
| | 00:56 | know how best to work.
| | 00:57 | We're a small team, so I want to know about this.
| | 01:00 | So please let me know if you have any
questions about this.
| | 01:08 | Okay and I'm going to go ahead and send this.
| | 01:10 | So Olivia is going to get an email from
me that says, I want to have permission
| | 01:14 | to her calendar, but I'm giving her
permission to mine; just like that.
| | 01:18 | So I have an outbound email and I am
waiting to see what Olivia thinks about
| | 01:22 | that and what she is going to do with it.
In the interim, I probably want to
| | 01:27 | share my calendar with a number of other
people too, my other colleagues, people
| | 01:30 | who I need to know that they know
what's going on in my calendar. So I can do
| | 01:35 | this multiple time, so I can share this
calendar then send it to Judith and say
| | 01:40 | I'd like you to have my calendar and I'd like
permission to see yours as well. So I can do that.
| | 01:47 | I should sort of find out what the
culture is of this organization, but I've
| | 01:51 | talked to a few people and they say,
oh yeah we share calendars here.
| | 01:54 | So that's good, so share with Judith as well.
| | 01:57 | Now even if somebody hasn't shared
their calendar with me, I still have access
| | 02:02 | to being able to see it, because I can
see the basic free busy information that I
| | 02:06 | can see in a meeting form. But let's go
ahead and see if I have gotten any email
| | 02:10 | back about this calendar at all.
| | 02:12 | So I'm in my Mailbox and I'm getting
that same message back from Olivia that
| | 02:18 | says I'd like to share my calendar with you.
So that worked well.
| | 02:22 | Olivia has allowed your request to view his
or her calendar, click Add to add
| | 02:27 | the calendar. So here is an add this
calendar link. This is exactly what Olivia
| | 02:32 | saw when I emailed her the invitation.
So I'm going to add this calendar and
| | 02:36 | it's added to my Calendar list.
| | 02:39 | Now it doesn't say what kind of
permissions I have on the calendar.
| | 02:41 | I have whatever permissions Olivia granted.
| | 02:43 | So let's go to Calendar and notice,
aside from my calendars, I have people's
| | 02:48 | calendars and I have Olivia's calendar
right here. So that's how I share my
| | 02:52 | calendar with another user in OWA
and how they respond and shared their
| | 02:58 | calendar back with me.
| | 03:00 | If I want to see Olivia's calendar right now,
let's just preview this.
| | 03:05 | I just click this checkbox, my calendar,
Olivia's calendar. This is really looking great.
| | 03:10 | I can see the two of them side by side.
| | 03:12 | I can turn mine off and focus
just on Olivia's. What a great thing,
| | 03:17 | Calendar sharing in OWA.
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| Opening calendars belonging to others| 00:00 | Olivia has granted me permission to see
her calendar and I've done the same so
| | 00:05 | she would have a similar view of my
calendar from her calendar. Calendar is
| | 00:10 | always you and any other calendar has its name here.
| | 00:14 | If you want to just close it there's
actually a little close button you can use
| | 00:18 | or you can use the checkboxes here.
| | 00:21 | But I don't need to have permission to someone's
calendar to see basic free busy information.
| | 00:27 | I can see that when I create a
meeting, so I can also see it here.
| | 00:31 | I ask Judith for permission to view
her calendar, but I haven't heard back
| | 00:35 | about that yet. But if I just want to
see basic free busy information I can go
| | 00:40 | to Share>Add Calendar and I can say
I want to add Judith's calendar now it's
| | 00:45 | right here just type J, or I could click Name
and go get Judith here from my address book.
| | 00:51 | And I can grab a calendar for my organization.
| | 00:53 | Now you can also open an Internet calendar,
Normally, the mechanism to add an
| | 00:59 | Internet calendar is someone will send
you an email with a link to say here's an
| | 01:03 | Internet calendar that has information
about all of the training events that we
| | 01:08 | are providing, or some other calendar like that.
| | 01:12 | That's how you would add this here or
you would get a calendar link from someone
| | 01:17 | who was using Outlook in another organization,
or who was using a calendar that
| | 01:22 | wasn't an exchange calendar. But
this is how we choose someone from our
| | 01:26 | . I've got Judith, I'm clicking
| | 01:30 | OK and here is Judith's calendar.
| | 01:33 | Now all I see here is Tentative, Free
Tentative. I don't see the actual subject
| | 01:40 | or the location as I do with Olivia's
calendar, because Olivia has given me
| | 01:45 | actual permission. But I can see free
busy on Judith calendar even without
| | 01:50 | needing to have her send me the
authority to see more details than that.
| | 01:56 | When I decide I don't want to see this
calendar anymore I just close it.
| | 02:01 | If I wish to have it gone, I simply say
that what I want to do is remove that share
| | 02:06 | Judith calendar from my list and its gone
and I only have the calendar from Olivia.
| | 02:13 | If I don't want Olivia's I can
also remove it from the list as well.
| | 02:17 | So if I want to open another user's calendar
I simply go to Share, choose Add
| | 02:22 | Calendar, enter their name and grab it.
| | Collapse this transcript |
| Changing calendar sharing permissions| 00:00 | You can modify or rescind the permissions
that you've given to others to view
| | 00:05 | calendars and they can do that to you, too.
It's sort of like unfriending you on Facebook.
| | 00:10 | All of a sudden they're calendar isn't on
your people's calendars list anymore.
| | 00:15 | So how do we change the settings that we have?
| | 00:18 | And another question: is there a relationship
between the settings here in OWA
| | 00:23 | for sharing calendars and the
settings if I use Outlook as well?
| | 00:28 | I'm going to go to Share>Change Sharing
Permissions to be able to change my
| | 00:34 | permissions for sharing my calendar;
because I can't change Olivia's permissions
| | 00:38 | for sharing hers or Judith's, only my own.
It says that I have shared my
| | 00:43 | calendar with Judith and granted her
reviewer permissions, and I've shared my
| | 00:48 | calendar with Olivia and granted her
review or permissions. Neither of them have
| | 00:52 | the ability to place something on my calendar.
| | 00:55 | So if I decide that I no longer wish
to share in this way with Judith, or if I
| | 01:00 | want to edit it, I can click Edit.
This is where I have the choice to say,
| | 01:04 | you know what I just assume Judith had a
little less information and go ahead and save that.
| | 01:09 | Now Judith has access to my free busy,
which she would have by default anyway,
| | 01:15 | subject and location, so a little bit
more. But she can't see for example the
| | 01:19 | notes that I put in an appointment form, but Olivia can.
| | 01:23 | If I decide that I don't want Judith to
be in here in my calendar at all except
| | 01:27 | for free/busy information, I can
either edit and change it to free/busy only,
| | 01:32 | which again by default I have access to
because we're in the same organization
| | 01:37 | and our Exchange policies give me access
to everyone's free/busy information, so
| | 01:42 | I can schedule meetings with them.
| | 01:44 | So I could either go back and say free/busy only
or I could simply delete this
| | 01:49 | and I will have that free/busy information anyway.
| | 01:52 | One more thing that's important here.
| | 01:54 | If you are also using Microsoft Outlook
to set delegate permissions to allow
| | 02:01 | users to see and interact with your calendar
or your tasks or your inbox,
| | 02:07 | you can't change those here.
| | 02:09 | So if I wanted for example, to allow
Olivia to have permission to put items on
| | 02:15 | my calendar, I can't do that kind of
delegation here. I can do it in Outlook.
| | 02:21 | And if I don't have access to the full
Outlook client, I can talk to the people
| | 02:26 | in my information technology department
and ask that they change those settings
| | 02:31 | for me in Microsoft Exchange, so that
Olivia becomes more than a reviewer and
| | 02:37 | actually an editor or an official delegate
who can send documents like emails on behalf of me.
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|
|
10. Using ContactsCreating a contact| 00:00 | When I want to send an email to someone,
there are really two possibilities
| | 00:04 | they're inside my organization or
they're outside; they are external to my
| | 00:09 | organization. And there are actually
two different lists that are maintained.
| | 00:13 | The list of folks who are internal to
my organization are kept in something
| | 00:17 | called the global address list or global address book.
And this is managed by my
| | 00:22 | Exchange administrator. It'll provide
whatever kind of information is required
| | 00:28 | to have someone in here. So it might
be that we include just their name and
| | 00:33 | their email address. But it might also
be that there is a lot more information
| | 00:37 | in here that we have information
about who their manager is from active
| | 00:41 | directory that we're tracking their
phone extension and their mobile phone and
| | 00:45 | their physical location on campus.
| | 00:47 | So might get lots of information
out of the global address list.
| | 00:51 | In our global address list we basically
have names and email address; and in
| | 00:56 | some you'll find that this are organized
for a larger organization by building
| | 01:00 | people are in or what department. But
this is the organization, everybody who
| | 01:05 | is on our exchange server.
| | 01:06 | But what about people who aren't, or
what about if I want more information about
| | 01:11 | somebody like Olivia. I need to have
more information about here then simply
| | 01:16 | basic information about her email address
and information that I can get by looking at her calendar.
| | 01:23 | I would actually like to know how I get
a hold when she was not in the office.
| | 01:27 | I want to keep track of information like
what her kids names are, what kind of
| | 01:31 | dog she has; the kind of things that we used
to build relationships in an organization.
| | 01:35 | So I want to track Olivia not just
here in the global address list like the
| | 01:39 | organization knows her, but I want to
set up contact for here. And I actually did
| | 01:44 | that it has some information about her
home number and her mobile number. Let me
| | 01:48 | show you how you can create contacts here in OWA.
| | 01:54 | First, simply click on the Contacts folder
and then choose New. This opens up a
| | 02:00 | form that has one long part, but it
actually has sections: a profile, information
| | 02:07 | on how I would contact this person, all
their phone numbers and email addresses,
| | 02:12 | physical addresses, and then finally
other details and a place to put notes like
| | 02:16 | kids and dogs names and so on.
| | 02:19 | So I'm going to go enter some information
about another person who's external to
| | 02:23 | our organization. Richard is the purchasing
manager and he works in strategic
| | 02:32 | sourcing at one of our suppliers,
which is Kineteco. I have no idea who his
| | 02:39 | manager and assistant are; it doesn't matter to me.
| | 02:43 | And I have his business phone and I have
a mobile phone, I don't have a home phone.
| | 02:52 | And later on if I have information on
his assistant's phones or other things,
| | 02:57 | I can add other phones here as well.
Then I have a space for three emails just
| | 03:02 | as I doing many of the
contact management systems.
| | 03:08 | And I can choose how I want to display this.
| | 03:10 | Now this means display in various places
including in the top of an email form.
| | 03:16 | So I might choose to display this as
Richard Grayson rather than as the email.
| | 03:22 | I can fill out information on his
instant messaging address on a web page, all of
| | 03:28 | the information that we would keep in
an address book, physical addresses and so
| | 03:31 | on, but I've provided enough right now,
I'm simply going to Save and Close this.
| | 03:36 | Here we are; and these are in alphabetical order.
| | 03:40 | So when I want to create a new contact
they will simply be A on top that's the
| | 03:44 | default order. If I want to change it
and do something different I can, as I can
| | 03:48 | when I'm viewing for example the inbox.
| | 03:51 | When I want to look at details for one person
I simply select them and I can see
| | 03:55 | their information over here.
| | 03:57 | Notice that I can't really edit it over here.
I can select, but I can't edit. If I
| | 04:02 | want to edit I need to double-click and
open the form and go back and edit here.
| | 04:06 | So this is how I will create a new contact
to be able to communicate with them
| | 04:10 | and easily find their contact
information when I'm using OWA.
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| Creating a group| 00:00 | In the same way that you can create
individual contacts, you can also make
| | 00:04 | groups. Simply go to New and choose Group
and provide a group name.
| | 00:10 | So there is a group of people that I meet with
once a month and we have a meal
| | 00:15 | and we talk about our business practices together.
| | 00:17 | This is a council group that was
set up by our local business organization.
| | 00:23 | Now I can click and choose members.
I can choose members from here.
| | 00:29 | It just so happens that a couple people
from Two Trees are actually involved in
| | 00:32 | this organization. That's part of how I got
the job was through these connections
| | 00:36 | that I've made in the business Council,which was great.
| | 00:38 | So Judith is one of those people who
is in this group. I can double-click to
| | 00:43 | add her down here. But most of
them are people in my contacts list.
| | 00:46 | So Coleman and Mycroft and Mark --and I
added Mark twice and I don't want to do
| | 00:54 | that because I double-clicked, so I
can simply backspace and delete that --
| | 00:58 | and then Sang are all members of this
group. So one, two, three, there they all are.
| | 01:03 | I'm going to say OK and this is my group.
I can add whoever I would
| | 01:08 | like down here, but I've got them all queued up here.
Here I go Add to Group and they're all added.
| | 01:14 | You can tell whether somebody is coming
from that global address book, where they
| | 01:18 | look like a little Rolodex card; or my
contacts list the Rolodex card with the
| | 01:22 | picture. Those are a couple icons
you might want to keep track of.
| | 01:26 | If I want to add more people to the group,
I simply enter their email addresses
| | 01:30 | and click Add. They don't have to
necessarily exist somewhere else. So if I
| | 01:34 | wanted for example to add someone like
this I can just add them to the group
| | 01:41 | right here. They don't exist in the
context list, they don't exist anywhere else,
| | 01:44 | they only exist in the group.
| | 01:46 | I don't want to recommend that and the
reason is you really want to have more
| | 01:50 | information than just someone's email address.
| | 01:52 | And if someone only exist in the group
I can't email them directly using either
| | 01:57 | of my address books, because they don't
appear there. I would recommend that
| | 02:01 | you make sure that everyone you want to
add you begin by either creating this a
| | 02:05 | contact or make sure they're in your
global list. I can add whatever notes I
| | 02:09 | want to here. A good use of this note
section is to know when I add people to
| | 02:14 | a group and when I remove them from the group.
| | 02:17 | When I'm all done I can simply click Save and Close
and I have a new group right here at the top of the list.
| | 02:24 | When I select new group I can see who's
in the group. I can send a new message
| | 02:29 | to everyone in the group at one time. I
can create a new meeting request to all
| | 02:34 | of these folks that are in my group.
Let's imagine that this group isn't a
| | 02:38 | council group, but is a group of vendors,
a group of suppliers, a group of
| | 02:43 | customers who participate in a focus
group and somebody else says, can you send
| | 02:47 | me that customer focus group? Yes, I can.
| | 02:50 | I can click forward and I can send them
this council group or any other group.
| | 02:55 | When they receive this they simply
double-click and it goes into their contacts list,
| | 03:00 | provided that they are using OWA
or Outlook or Lotus Notes or any other
| | 03:07 | application that can deal with virtual contact cards.
| | 03:12 | So I have a lot of great features focused
on being able to create groups that
| | 03:19 | I can then use as shortcuts for meetings and for email.
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| Searching for a person| 00:00 | I have two different lists of people
that I can access from OWA: the global
| | 00:04 | address list and my own contacts folder.
| | 00:08 | I also then have two different places
and two different ways I can search.
| | 00:12 | So if I click on Contacts I can search
through my contacts right here. If I want
| | 00:17 | to find for example, a particular person,
I can type in there name and press
| | 00:22 | Enter and I will find it.
| | 00:24 | And if you click this dropdown, you
can search in this folder. But if you had
| | 00:29 | other contact items you could search
there as well. We were using just one
| | 00:33 | contacts folder, but there are times
that you might want to create a second
| | 00:37 | contacts folder. An example that might
be a holiday letter; and you want to send
| | 00:42 | it just to the people in the folder.
Then we don't see them the rest of the
| | 00:46 | year, we don't bother to take a look at
their addresses, we don't send emails to
| | 00:50 | them here's this special list.
| | 00:52 | So just in the same way we could create
other folders you can create one here.
| | 00:56 | If you'd had other folders you can search all contact items.
| | 01:01 | So if I'm looking for any particular person
in my contacts, I can find them right here.
| | 01:09 | But this is not searching the global
address list, it's only searching my contacts.
| | 01:14 | So when I look for Greg Hurion, I don't
find him here, because he's not on my
| | 01:18 | contacts list. That's what the
Find Someone box is for here.
| | 01:21 | I'm going to look for Greg. This is
going to search not in my contacts, but
| | 01:26 | in the global address list.
| | 01:27 | So as soon as I start typing, here he is.
Or if I enter information and someone
| | 01:33 | doesn't pop up right away, it's often
because they're someone I don't correspond with.
| | 01:37 | But I can press Enter here and notice
hat automatically we have the find
| | 01:44 | someone results come back,
oh we do have Chris Green.
| | 01:47 | Okay, and the next time I go
look for Chris it will find Chris.
| | 01:50 | So think of this as the global address list
augmented with my frequently used peoples lists.
| | 01:56 | Because as soon as I start typing O, I get Olivia;
J, I get Judith and Curt James.
| | 02:02 | So the people whose email addresses you
frequently use from the global address list
| | 02:06 | are going to pop-up much more quickly here.
Over here is where I'm
| | 02:10 | going to search through my contacts list
to find specific people who are in my
| | 02:15 | contacts. Click the red X to clear the list
and go back to your regular contacts list.
| | 02:21 | You also have the ability to open advance search here.
| | 02:24 | So imagine you have several hundred
contacts and you can then click and open
| | 02:30 | advanced; and you also have the ability, in this case,
to search for a particular category.
| | 02:36 | So I'm searching for a contact
who fits a particular category.
| | 02:39 | We haven't assigned categories to our
contacts, but we could in the same way that
| | 02:44 | we assign categories to our calendar items.
Perhaps knowing that we can
| | 02:48 | search on them, we'd be much
more interested in doing that.
| | 02:51 | Let me assign one category to customers,
another category to suppliers, and so on.
| | 02:58 | So this is how we search in OWA to find contacts.
Open the Contacts folder and search.
| | 03:02 | But you can search the global address book
from anywhere, from email,
| | 03:08 | from contacts, even from my calendar.
This link to find someone else in my
| | 03:14 | organization is always here.
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| Importing or forwarding a contact or group| 00:00 | Each of these contacts is actually a
container that holds onto the business
| | 00:04 | information for one person. This one
course has a group and it has a collection
| | 00:10 | of people in it. But both groups and
people are items that you can forward.
| | 00:15 | Let's see how that works.
| | 00:17 | I've asked Olivia to send me someone's
contact information and here it is. I want
| | 00:22 | to just double-click and it says
here's the contact info for Rhianon, as you
| | 00:26 | requested. I can double-click to
open that attachment and save and close
| | 00:32 | Rhianon's information; that's all I need to do.
| | 00:35 | When I do that Rhianon is added to my Contacts folder.
| | 00:38 | Now if Rhiannon doesn't get there
right away, I can just refresh my contacts,
| | 00:43 | because I really added her
on the server, and here she is.
| | 00:46 | So it's very easy for me to get
someone's contact information and not to have
| | 00:50 | to type anything else; all I had to do is
click to get this into my Contacts folder.
| | 00:55 | This standard format that contacts
are shipped around in isn't the contact format.
| | 01:01 | It's actually a format that's called VCF
or Virtual Card Format .
| | 01:07 | It's been around for almost 15 years. It's
used by lots and lots of programs, so you
| | 01:13 | don't have to send the contact to
somebody who uses OWA or Outlook or even any
| | 01:17 | Microsoft product for them to be able
to open this. There are even free VCF
| | 01:22 | converters that you can download from
Google in case you don't have any kind of
| | 01:27 | an application that knows how to open up a contact.
| | 01:31 | But most folks with email applications
have some way to open these up.
| | 01:35 | And if they don't, I'm sure they will
let you know. Everybody inside of your
| | 01:39 | organization will have and most people outside as well.
| | 01:42 | So when I want to send for example
Coleman's information to somebody,
| | 01:47 | I can select Coleman's contact and simply click Forward.
| | 01:50 | And this is Coleman's contact embedded
here in this email. I just then need to
| | 01:56 | address it, I'm sending it to Olivia,
this is Coleman's contact.
| | 02:03 | And if I need to remind her this is
the contact that you're going to get in
| | 02:07 | touch with about whatever project,
or here's the information you asked me for,
| | 02:11 | whatever it is, I'm going to send it and off it goes.
| | 02:14 | And when Olivia receives it, it will
look just like when I received the contact
| | 02:18 | that she sent me which was Rhianon's contact.
| | 02:22 | Now to be clear, when I send a contact
I'm sending all of the information that's
| | 02:26 | in there, because these are standard
fields. So let's go take a look at Olivia's
| | 02:30 | contact information.
| | 02:32 | Olivia is somebody who I have a lot of
other information about. For example,
| | 02:36 | there is Olivia's home phone.
| | 02:38 | So if someone asks me for Olivia's contact
and I forward this I will be giving
| | 02:43 | them that information as well.
| | 02:45 | And I don't have a way around that
that's easy or straightforward here, because
| | 02:50 | I'm keeping her information here in my contact.
I can't do this with addresses
| | 02:55 | that are in the global address book
there's no easy way to forward those.
| | 02:58 | So if I have someone whose information
I need to forward on a regular basis,
| | 03:03 | for example my own information, I
might set up to contacts for myself one
| | 03:08 | public one private.
| | 03:10 | The public version is one I'm willing to forward
to other people and the private version is not.
| | 03:15 | So you might consider having Olivia
Napolitano, and Olivia Napolitano in
| | 03:20 | parentheses public or shared, and that
way you'll have a second version that you
| | 03:26 | can actually feel free to forward.
| | 03:29 | If you never get asked about Olivia's
information, you saved yourself a lot of
| | 03:33 | trouble by never creating that second
contact. But I do in my contacts folder
| | 03:38 | have two versions of my own V card: one
that I send to other people and one that
| | 03:43 | I don't that I track other information in.
| | 03:46 | So that's your best method for making
sure that you don't send personal
| | 03:52 | information is to go in and, when I'm
going to send this information to somebody,
| | 03:55 | Amanda's information business phone, mobile phone.
| | 03:59 | Okay they're both on Amanda's business card.
I'm great with that, but home phone
| | 04:03 | not so much and the notes at the bottom
information that you've kept about that
| | 04:08 | person down here in the details; not
stuffed that you normally want to ship
| | 04:12 | around the enterprise, and it is not all visible here.
| | 04:16 | So make sure you take a look before
you forward, particularly if it's somebody
| | 04:19 | you know a lot of things about.
| | 04:21 | And then click Forward to attach their
V card to a message and send it to another user.
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| Creating a contact from an email| 00:00 | When you receive email from other people,
you can grab their email address right
| | 00:05 | out of the email to begin a new contact.
| | 00:08 | The way you do that is you simply
right-click, right here on their name.
| | 00:13 | Here's Judith, I'm right-clicking, and I have a
choice right here to add her to my contacts.
| | 00:19 | When I do that I will at least get her email address.
I might get more, but
| | 00:24 | here's her email address. I don't have
to worry about typing it myself correctly
| | 00:30 | and I can fill in any information that I have.
| | 00:33 | Sometimes in the signature for an email
you'll have lots of other information.
| | 00:38 | So they'll have their address and so on.
You can take that information and
| | 00:43 | you can't copy and paste that information.
You want to have these two
| | 00:46 | windows side by side in order to do that.
That's a manageable thing to do,
| | 00:52 | to put these two items next to each other;
so that when you are taking for example,
| | 00:57 | some text out of this message and you
want to put it over here you can actually
| | 01:01 | drag and drop. You can't do that when
you have the one window on top of the other.
| | 01:06 | It's just too hard.
| | 01:07 | So I'm going to make that full size again
and bring my contact back to the front
| | 01:11 | and I'm going to go ahead and Save and
Close to this contact. I could fill in a
| | 01:16 | lot more information but you know how to do that.
| | 01:18 | Now when I go take a look at my
contacts list you'll go, where is she?
| | 01:22 | Well, she's on the server, now I need to
get her back here. So I'm going to
| | 01:26 | just refresh my view and here we go.
There's Judith information right here
| | 01:30 | in my contacts list.
| | 01:31 | So this is the easy way to be able to create
new contacts from emails that you
| | 01:36 | receive from others in OWA.
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|
|
11. Using TasksCreating a task| 00:00 | Tasks are pieces of work that are
assigned to you that you don't necessarily
| | 00:06 | want to have on your calendar.
| | 00:08 | For example, if you know that you need to
spend three hours today editing a
| | 00:13 | proposal, I put that on my calendar
because you really need those three hours
| | 00:17 | and you don't want somebody else
bothering you during that time. So you're going
| | 00:20 | to block that time on your calendars
and appointment time with yourself.
| | 00:24 | But if I have a deadline to review something
two weeks from now or if I need to
| | 00:31 | make sure that I have something done
that doesn't require huge amounts of time,
| | 00:35 | but I just need to get it on a list, that's a task.
| | 00:39 | Now if you want to spent some time
understanding more how tasks and calendar
| | 00:44 | appointments relate and how you might
best use OWA in order to enforce the rules
| | 00:49 | around that and help yourself speed up
your work life, I would recommend a time
| | 00:53 | management course that's in the lynda.com library.
| | 00:56 | But let's just suffice it to say if it takes time
during your workday and you
| | 01:01 | need other people to leave you alone
for that time, you want to put it on your
| | 01:06 | calendar. If it's a deadline you
want put it on your calendar like a hard
| | 01:09 | deadline. But if it's just something
that you need to track for right now;
| | 01:13 | either it's a long way out on the
horizon or it doesn't take time it's a small
| | 01:17 | thing, that's a task.
| | 01:19 | So for example, a great example of a task
is that I need to fill out my expense report.
| | 01:24 | I'm just going to put expense report,
its all I need to put.
| | 01:28 | Its due actually on the day after the
end of the month, so it's going to be due
| | 01:33 | on the first. I'm okay either not
having a different start date or I could
| | 01:39 | say I'm going to start it on the 28th.
| | 01:41 | A task has a status: not started,
you're working on it, it's done, waiting
| | 01:48 | on others, or deferred; deferred simply means
not right now it just became a non-priority.
| | 01:55 | So not started is the default. There
are three different priorities: normal
| | 02:01 | is I need to get this done when I said
I would; high is I need to get this done
| | 02:05 | when I said I would really, really need
to get this done when I say I would; and
| | 02:10 | low priority as if this doesn't get done it's okay.
| | 02:12 | So I set a priority so that I can decide
when I don't have enough time in my
| | 02:17 | work week what I focus on and that
should be the items that are high-priority.
| | 02:20 | You want to make sure there are items
that are high-priority for you, not simply
| | 02:24 | items that are high-priority because
there someone else's priorities.
| | 02:28 | You need to be able to manage your own time.
Date completed is None, because
| | 02:32 | this isn't done yet, and the % complete is 0
because it's not started, but I
| | 02:37 | have these ways of saying, oh I'm
about a quarter done or half done or so on.
| | 02:41 | If I want to be reminded about this, I
need to set a reminder. I'm going to
| | 02:45 | say please remind me about this on the
28th towards the end of the day, so I
| | 02:51 | start gathering my expenses maybe three in the afternoon.
| | 02:55 | This is other information that I can track:
about, how much time I spent,
| | 02:59 | about any billing hours and other items
and this is actually to allow me to
| | 03:04 | enter information that could then be summarized
someplace else. For example in a project plan.
| | 03:11 | If I want to put an attachment on here I could.
If I have an expense report that
| | 03:15 | I am ready to fill out this is a great
place to put the template is right here.
| | 03:20 | To go get my expense report for example,
we'll just attach to this, just so you
| | 03:26 | can see how that works. This is the
survey I filled out earlier in the week.
| | 03:30 | But notice I can put the documents
that I need right here, so that I can fill
| | 03:34 | this out really easily.
| | 03:35 | And then this is actually part of finance
if I wish. But it's also maybe that's
| | 03:40 | an overstatement that it's finance time.
I might want to have a new category
| | 03:44 | that's called paperwork
| | 03:48 | for the things that I need to get done
each and every week or each and every month.
| | 03:52 | We'll just give it a nice gray color and that'll be good.
| | 03:58 | So now I can say, yeah, this is some of my
paperwork. There is my new task. It's all
| | 04:04 | set up and I'm going to click Save and
Close. And this new task to complete the
| | 04:11 | expense report is added to my list here in a OWA.
| | Collapse this transcript |
| Viewing tasks and flagged items| 00:00 | OWA has two main views for the
items that are in your Task List.
| | 00:05 | The first view is called Tasks.
This view shows you each item that
| | 00:09 | was created as a task.
| | 00:11 | For example, we created this item in the last movie;
| | 00:13 | Expense Report. Here it is on the Task List.
| | 00:17 | The icon for a task is a clipboard with a
check mark on it and it looks just like this.
| | 00:23 | The default view is called Flagged Items
and Tasks, and this is new in this version of OWA.
| | 00:30 | When I flag items in the other OWA applications,
for example in my mailbox, they show up here on the list.
| | 00:39 | So when I'm flagging items, I am
actually making them like quasi tasks.
| | 00:44 | So here is my IT Budget and we flag this and
meeting planning and we placed a flag on this.
| | 00:52 | And those two items IT Budget and
Meeting planning are both here on my Task List;
| | 00:58 | IT Budget and Meeting planning.
| | 01:01 | So this view is another one of those
consolidated views or search views that is
| | 01:06 | showing me information from different places.
| | 01:08 | In this case, everything in the Tasks list
and everything that is flagged anyplace else.
| | 01:15 | So if I want to say that I'd like to
just see my items that are active,
| | 01:21 | I can click the button and see the
Active Flagged Items and Tasks.
| | 01:26 | If I switch to Tasks, I can choose just Active Tasks.
| | 01:30 | So the show buttons, which are really filters;
| | 01:34 | All, Active, Overdue and Completed,
work with whichever view you've chosen.
| | 01:39 | Now here in the information viewer for tasks,
red has a particular meaning.
| | 01:43 | This was due yesterday and oh my!
| | 01:47 | It's overdue now, so it's red.
| | 01:50 | This is due tomorrow, and this is due next week,
check out the smart grouping
| | 01:54 | Yesterday, Tomorrow, Next Week.
| | 01:56 | So let's say that I actually go and complete this task.
| | 02:00 | I can just check it off right here.
| | 02:02 | Now it's no longer on the Active list,
but when I click All, I can still see it
| | 02:08 | and it is my only Complete task.
| | 02:11 | Notice that it is Completed on Thursday, February 28th.
| | 02:14 | I can't change easily when that's completed.
| | 02:18 | Here it is and it's done, and the reason is that it's an email;
| | 02:22 | there is no way for me to go back and say
well, I actually worked on this yesterday.
| | 02:27 | So when you use the Task List and the
Flagged Item and Tasks Lists here, you'll
| | 02:32 | actually want to make sure that part of
your work each day is checking off the
| | 02:36 | things that you've done.
| | 02:37 | Tomorrow I have an Expense Report;
| | 02:39 | next week I have an IT Budget
and these items remain on my list.
| | 02:44 | Now if I delete an item from this list,
Meeting planning for example, I'll get this Warning box.
| | 02:51 | This is a dialog that I have never
turned off in any version of OWA or of
| | 02:56 | Outlook, because this is an important warning.
| | 02:59 | It's easy for me to forget that this item isn't really a task;
| | 03:04 | it's an email message, that's what that icon shows me.
| | 03:08 | And it says, if you delete this item,
you're not getting rid of a task, you're
| | 03:12 | deleting something out of your email folder;
| | 03:14 | do you really want to do that?
| | 03:17 | Whether I do or do not want to do this,
I don't want to turn this message box off.
| | 03:22 | If I'm willing to get rid of the email, too, I say Yes.
| | 03:25 | If I'm not, I say No, and just simply leave this as Completed.
| | 03:30 | But what I never want to do is accidentally
delete an email, because I flagged
| | 03:34 | it in email and I delete it here.
| | 03:37 | So what you'll want to do is make sure
that as you're working in this view,
| | 03:41 | you're clear about whether you're in
the Tasks View or the Flagged Items and Tasks
| | 03:45 | and you can tell what types of items
you have based on the icon, the
| | 03:50 | envelope, the clipboard or again the
envelope here that tells me that those
| | 03:55 | items really aren't living here in tasks,
we're just seeing them here because of
| | 03:59 | the view that we've selected.
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| Updating a task| 00:00 | If I simply want to mark a task as Complete,
if that's the update that I need to
| | 00:05 | provide, I can simply click the checkbox
for the item and it will mark it a 100%
| | 00:09 | complete as of right now.
| | 00:12 | But I might want to do something a
little more nuanced. If I do, and
| | 00:15 | particularly if it's a task rather than
a flagged item, I am going to open it up
| | 00:21 | and do an update that's a little bit different.
| | 00:23 | For example, I can say that this is
In progress and that it's 50% done.
| | 00:31 | I could also add some other information if I
wanted to. I could attach some other files.
| | 00:36 | I can forward this to somebody else that
they have a report of what I've just done.
| | 00:42 | So if I'm doing this work on behalf of
another person and I need to give them an
| | 00:47 | update, one way to do that is simply to forward this right now.
| | 00:51 | I also can delete the task from right here if I need to.
| | 00:55 | Now if I just want to check it as Complete,
I can do that, but let me go ahead
| | 00:59 | and save this right now, as it's been updated.
If I look over here on the
| | 01:03 | right in the reading pane, here is this task,
now it's In progress, 50% done.
| | 01:09 | Now let's go and mark it as complete.
| | 01:11 | This is the same as if I'd click the checkbox
and does all of the same things.
| | 01:16 | So that works super well.
| | 01:19 | If I want to come back and say, oh!
| | 01:20 | No, it actually -- I thought it was completed,
but it didn't quite get completed.
| | 01:25 | Now I'm waiting on somebody else just to finish it off.
| | 01:28 | Notice when I change the Status to
Waiting on others, the percent complete changes
| | 01:31 | and I am going to say we're actually 95% complete.
| | 01:36 | I don't need to choose from the list,
I can enter a number of my own and I'm
| | 01:40 | going to save and close this.
| | 01:42 | Now it's unchecked, not crossed out any longer,
Normal, Waiting on others, 95% complete.
| | 01:48 | I love this Status of Waiting on others
because one of the ways that I can
| | 01:52 | arrange this is I can arrange it
based on its Completeness State.
| | 01:57 | Whether it's completed or not and get
them in order and say, oh okay, well here
| | 02:02 | is some items that are waiting on others,
here at the top and items that aren't.
| | 02:08 | Incomplete items always go to the top
when I choose Complete State.
| | 02:12 | I can also organize these based on Importance
and organize these based on
| | 02:16 | Subject, Attachments or Due Date,
which is the default once again.
| | 02:20 | So lots of ways I can update a task,
whether I want to simply use the checkbox
| | 02:25 | or I want to provide some additional information
here by changing the status and
| | 02:29 | using either the dropdown percentages
or specific percentages.
| | 02:33 | By updating my tasks, I make them and
this view of them far more useful to
| | 02:39 | managing my work life.
| | Collapse this transcript |
| Using repeating tasks| 00:00 | Just as I can create repeating appointments
and repeating meetings, I can create repeating tasks.
| | 00:08 | And I have a real need for repeating tasks,
because there are many things in my
| | 00:12 | work life and probably in yours that are cyclical,
that I do them every week or
| | 00:17 | every month or every quarter or once a year.
| | 00:20 | And so my Expense Report is due on the
first day of every month. I'm going to
| | 00:26 | simply set a repeat for my Expense Report.
| | 00:29 | I open up the task I already have and I
say this is Monthly and I'm going to do
| | 00:34 | this on Day 1 of every 1 month,
or I could say the first Thursday of every
| | 00:42 | month or something else.
| | 00:44 | This is an interesting choice, task regeneration.
| | 00:48 | Let me explain to you what this is.
| | 00:51 | You use regeneration rather than regular repetition.
| | 00:55 | When you have a task that has to be done
for example, every six weeks or every 30
| | 01:00 | days from the last date it was done.
| | 01:03 | It doesn't really have to be done on the
first of the month. It can't go more than 30 days;
| | 01:09 | it can't go more than four weeks.
| | 01:11 | And so if we look and we go, well we
got to do this by Friday, let's do it today,
| | 01:16 | and today is Thursday, we've just shortened by a day
the next time that it's due.
| | 01:22 | So if I have a regular inspection schedule,
an evaluation schedule, if I have
| | 01:28 | specific inspections that have to be done
on a periodic basis, that's what
| | 01:32 | regeneration, is for.
| | 01:33 | So if I say I want a new task one month after
each time the task is complete,
| | 01:38 | that's going to be a month, but I
could actually regenerate this task 30 days
| | 01:43 | after the last time it was completed and so on.
| | 01:46 | So when I regenerate a task, there is
only one on my Tasks List, as soon as I
| | 01:50 | complete it I get a new one.
| | 01:52 | But I'm going to do my expenses
on day 1 of every one month.
| | 01:56 | There is no time that this ends and I'm
going to click OK. I'm going to save
| | 02:00 | and close this task.
| | 02:01 | So here is my Expense Report, the icon
has changed, it has a little symbol for
| | 02:06 | repeating here, looks like recycling.
And you wonder, well wait a second , where
| | 02:12 | is the one for next month and the
month after and the month after?
| | 02:15 | Well, this is how this works.
| | 02:17 | When I complete this particular
iteration of Expense Report, I've done the
| | 02:20 | expenses that are due tomorrow.
| | 02:22 | I turn them in and could turn this off,
what happens is the next instance of
| | 02:27 | this task is now created for me.
| | 02:30 | So the way the repetition works
for tasks is different than calendar.
| | 02:35 | As soon as I say I've done this one,
the next version of the task is created.
| | 02:39 | Here is the one I did today;
| | 02:41 | here is the one that's ready for next month.
| | 02:43 | Let's pretend, let's zip ahead to
April Fool's Day and let's go ahead and do
| | 02:47 | that report as well.
| | 02:49 | And as soon as I do, I will
get a new one for the next month.
| | 02:52 | This is how repeating tasks work;
different than repeating meetings and different
| | 02:59 | -- than repeating appointments.
| | 03:00 | But a really powerful feature here in OWA.
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ConclusionNext steps| 00:00 | Thanks for hanging in here
with me to the end of this course.
| | 00:03 | It's truly been a privilege to prepare
this training for you and I hope you have
| | 00:08 | a great time working in OWA,
because you've seen these movies.
| | 00:12 | What happens next then?
| | 00:14 | Well, if you found that you wanted to
know everything there was to know about OWA,
| | 00:18 | there are two other areas you might want to explore.
| | 00:21 | There are some Advanced options that
you can go in and set, and you know
| | 00:25 | where the options are.
| | 00:26 | And then there are some mundane options,
like choosing a theme, and it's right
| | 00:30 | there in the same place.
| | 00:31 | Also if you have a mobile phone, you
might want to take a look at the mobile
| | 00:35 | phone options that you can set, so
that people can reach you even when you're
| | 00:40 | not online with OWA.
| | 00:42 | If you also use Outlook, I want to recommend
the Outlook 2010 Essential Training Course,
| | 00:48 | which is that course of everything that
you want to know about Outlook in
| | 00:52 | the same way that this was everything
you want to know about OWA, so that you
| | 00:56 | can be really well versed in both of
these platforms if you're a person who is
| | 01:00 | in the office and a road warrior.
| | 01:02 | If you'd like to squeeze a little
more efficiency out of OWA, I would
| | 01:06 | recommend the Outlook 2010:
| | 01:08 | Effective Email Management and Outlook 2010:
| | 01:11 | Time Management with Calendar and Tasks
courses, because the concepts in those
| | 01:16 | courses work in OWA just as well as they do in Outlook.
| | 01:20 | And finally, if one of your reasons
for taking this course was to be able to
| | 01:24 | better manage your time, I'd like to recommend
Dave Crenshaw's Time Management
| | 01:29 | Fundamentals course and you will find
all of these courses and more in the
| | 01:33 | lynda.com online library.
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