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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IT Learning Programme
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:[email protected]
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Questions?
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Oxford University Computing Services
IT Learning Programme
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