IT Learning Programme

Nexus Demonstration

See instructions to use this at http://www.oucs.ox.ac.uk/nexus/itss

IT Learning Programme

Nexus Fundamentals

Rob EadieNexus Team

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Nexus

EmailTasks

Calendar

Contacts

Meetings

Collaboration

Room Bookings

To Dos

Sharing

Scheduling

Availability

IT Learning Programme

Working with Contact Lists

If you…

• send email

• plan meetings with colleagues

• use a shared calendar

• forget people from emails

• have problems keeping everyone up to date

You need distribution lists

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Typical Department

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Sending to a distribution list

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IT Learning Programme

Using Contacts

Electronic Business Cards

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Location of a contact from address details

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Can give you directions to the contact

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View by Detailed Address

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View by Category

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IT Learning Programme

Journal Entries

Creating a Journal Entry

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Viewing Journal Entries

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Displaying the Journal button

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Journal Entries - Automatically Recording

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IT Learning Programme

Using Email

Email Etiquette – Some Tips

• Short is sweet

• Check your spelling

• Make the Subject line meaningful

• Watch what you say

• Avoid flamming, don’t SHOUT

• Check attachments you send for viruses

• Protect the privacy of others

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Effective email Management – Some tips

• Create a hierarchy of folders and name them sensibly

• Move messages out of the Inbox

• Optimise your 2Gb quota - delete emails you don’t require immediately

• Use contact lists - avoids misspelling names, stores addresses reliably

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Instant search facility

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For Windows XP users, you’ll need to install the Windows Desktop Search component

Managing your emails

Create some kind of structure

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Creating a Message Folder

1. Use a meaningful name

2. Move messages in the folder, (drag’n’drop, or with a rule)

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Recalling sent emails

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IT Learning Programme

Creating Rules

Rules to handle incoming emails

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Out of office assistant

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Setting out of office rules

1. You can choose from people in your contact list(s) or from the Global Address List

2. You can set up actions to handle incoming messages

3. You can set up a custom reply 44

IT Learning Programme

Working with Calendars

Multiple calendars – side by side

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Multiple calendars – overlay mode

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Sharing a calendar

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Using a specific calendar

Tick the calendar(s) you want to work with

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IT Learning Programme

Creating Appointments

Creating appointments

1. Fill in the details to create the appointment

2. When saved, the appointment will appear in the calendar

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Making appointments private

If the calendar is shared, the people you share it with will know you have an appointment, but they will not be able to see any details of the appointment

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Free and busy times

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IT Learning Programme

Scheduling Meetings

Scheduling meetings

• This is where we come back to distribution lists

• You can use your distribution list(s) you can plan meeting with people or groups of people from one meeting request

• You will be able to see when people are free and so choose a date suitable for everyone

• The recipients of you meeting request will then accept, reject or tentatively accept your proposed date

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Scheduling a meeting

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Scheduling a meeting

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Responding to requests

You can choose how you want to deal with meeting requests by clicking the appropriate button in the Respond toolbar

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Tracking meeting responses

You can track the progress by opening the event in the calendar and pressing the tracking button

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IT Learning Programme

Using categories, rules and tasks

Using categories to manage items

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Applying categories to messages

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1. Group your messages according to your own categories

2. Rules can be created to attach categories to incoming messages

Create a rule to apply a category

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Incoming messages are tagged with the ITSS-D category

To-do bar

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1. The To-Do Bar can show your upcoming appointments and flagged items

2. The flags are even shaded—the brighter the flag, the closer you are to the due date of that particular task

IT Learning Programme

SharePoint

SharePoint lists

1. You can see your SharePoint Lists in the navigation pane of Outlook 2007

2. Requires you enabling this from your SharePoint site

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Viewing shared files through Outlook 2007

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Delegate Access

Delegating

• Invite others to share your information

• View another person’s shared information

• Share Outlook folders

• Reply to another person’s email on their behalf

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Granting access

Thee levels of permission:

1.Reviewer2.Author3.Editor

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IT Learning Programme

Other email clients

Outlook 2003 – what’s missing with email?

• Previewing attachments in emails

• Colour categories

• Delay message delivery

• Out of office scheduling

• Instant search

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Outlook 2003 – what’s missing with calendars?

• Viewing multiple calendars in overlay mode

• Calendar publishing / snapshot

• Calendar view showing tasks by day

• Share free / busy details

• Scheduling assistant

• Task integration on calendar

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Outlook 2003 –what about collaboration?

• Shared workspace integration

• SharePoint lists

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Outlook 2003 – what about the user interface / productivity?

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RSS feeds To-Do Bar

Flag a message as task

Thunderbird or other IMAP client?

• You’ll be able to use email

• Individual Calendar plug-in is available - Lightning

• Need OWA to share information (not OWA light)

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Entourage 2008?

• You’ll be able to use Entourage 2008 in much the same way as Outlook 2007

• The SharePoint lists feature is not available at the moment

• Install Exchange Web Services for better performance

http://www.microsoft.com/mac/itpros/entourage-ews.mspx

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Entourage 2008 – Calendar view

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Mac mail?

• You’ll be able to use email

• Use separate iCal program for calendar

• Upgrade to Snow Leopard ?• Snow Leopard is built with Exchange

integration

• Mail, iCal and Address Book fully interact

iCAl with Snow Leopard

IT Learning Programme

Outlook Web Access

OWA Features Available

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CalendaringView your calendar (day/week/month) Make events privateShow time as busy Respond with Accept, Decline, TentativeTrack attendee meeting responses Make a calendar event ‘private’Show time as busy View a shared calendarCreate a recurring event Set a standard workday

EmailCreate/view email Reply to/ ForwardOut of Office message Create email rulesSet message priority Request delivery receiptRequest read receipt Recover deleted itemsFull view of headers

Contacts and TasksView University address book View contactsAdd contacts Edit contactsView tasks Create tasksEdit tasks

Other featuresSpell checker Reading paneNotifications and reminders Weekly calendar viewsWindows SharePoint Services Compose messages by using HTML Windows file share Integration Arrange byRight-click menu Drag and drop Explicit logonType-down search Resource mailbox managementAppearance (colour scheme) Voicemail options

OWA Light Features Available

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CalendaringMake events private Show time as busyRespond with Accept, Decline, Tentative Track attendee meeting responsesMake a calendar event ‘private’ Show time as busyView a shared calendar Create a recurring eventSet a standard workday Calendar day view only

EmailCreate/View email Reply to/ForwardOut of Office message

Contacts and TasksView University address book View contactsAdd contacts Edit contacts

Other featuresArrange by (limited)

Internet Explorer

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Internet Explorer – Calendar View

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Other browsers – OWA Light

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Other browsers – Calendar view

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Other browsers – Calendar view with Messageware add-on

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https://webmail.nexus.ox.ac.uk/owa

IT Learning Programme

Resources

Nexus web pages

http://www.oucs.ox.ac.uk/nexus

http://tinyurl.com/portfolioITLP

• Links to on-line training materials

• Information on byte-size courses at OUCS

• Setup instructions for mail clients

• Quick start cards

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Thank You!

•Your feedback will be much appreciated•Please look at the resource pages

If you have any questions, please contact:help@oucs.ox.ac.uk

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Questions?

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Oxford University Computing Services

IT Learning Programme