Join Aaron Quigley for an in-depth discussion in this video Contact notes and groups, part of Office for Educators.
Communicating with parents and colleagues can be very time consuming. Further, it's really important to keep good communication logs with your parents. Wouldn't it be great if every teacher of a student could share the same contact information and log? So if Jessica's math teacher calls home basically because she's having a rough day I would know not to duplicate that call for science class. Or if Kelsey's parents changed their phone number, and she only tells the Social Studies teacher, wouldn't it be great to have access to the new phone number? Well, inside Outlook, we can create contact groups to help us achieve all these goals. Here, I've opened up the Contact section of Outlook. You can access it simply by clicking the small Contact icon, in the bottom left-hand corner of the screen.
Here, I only have five parent contacts that I've built into the system. However, I've created a group for seventh grade parents, that has three of those parents automatically listed. If I click on any individual contact, I can not only see all of the contact information for that parent, Kirk Dunham, which is Kelsey's father. I can also look at and add notes any time I've contacted or another teacher's contacted this parent. Furthermore becase these parents are grouped together I can simply email the entire list of parents with one push of a button. I can also go in and forward this entire group of contacts as an internet format V card, or Outlook Contacts, to a new set of teachers.
If you're school or institution has their own self-hosted version of Outlook, you can also share contacts simply by clicking on whatever contact group you'd like to share Selecting share, and typing in the name of the recipient you'd like to now share this contact group with. Let's go ahead and quickly create a contact group for our 8th grade class. To do this, I'm going to click on Contact Group in the Home ribbon. Here I'm going to name the contact group, 8th grade. And I'm going to click on Add Members. I'm going to choose to use my Outlook contacts. And here's everyone I've built into Outlook.
By double-clicking on a name, you'll see that it appears down in the Members section at the bottom of this dialog box. I'm going to go ahead and add Samara and Morty and I believe Kirk has a daughter that's in seventh and a son that's in eighth, so I'll go ahead and add him as well. I can go ahead and click OK and now you can see that three parents have been added to the eighth grade group. Simply by clicking Save and Close, I now see that the eighth grade group has been added. By selecting the eighth grade group, at this time I could go in and access information for any of the parents available, or I could choose to email the entire group, simply by clicking on the group email button.
I hope these contact groups can help you keep good records of communicating with your parents, as well as help increase the rate at which you communicate with your parents.
- Creating lesson plan templates
- Creating worksheets with math equations, charts, and graphs
- Grading papers
- Creating a gradebook in Excel
- Creating an animated presentation
- Setting up a school email account in Outlook
- Storing documents online with SkyDrive
- Creating a class website with SharePoint
Skill Level Appropriate for all
Q: This course was updated on 10/01/2014. What changed?
A: We added a brand new chapter on Office Mix, the PowerPoint plugin that allows educators to record interactive presentations and test students with quizzes.
Q: This course was updated on 10/15/2015. What changed?
A. We added videos for OneNote, OneDrive, and Office Online. OneDrive replaced SkyDrive as the cloud-based file service.