Washoe County School District Microsoft Office 2010 Jumpstart

Davis School districtMicrosoft Outlook 2010JumpstartJohn WhitakerMicrosoft Corporation

ExpectationsWe are trying to help by volunteering our time.This is not meant to be a professional training session.If you dont know that answer to a question.. admit it. Dont be afraid to say I dont know.If people have political views of why this has been done do not comment. We are here to help you get startedWhat if I have a technical problem?Should I wear a MS logoed shirt?Simple AgendaLearn the basics of Microsoft Office Outlook 2010 & Microsoft Outlook 2010 Web AppExpectations: This is just the beginning. We are starting with an overview of what is to come in the near future. Further instructor led trainings and links to self paced training will be provided at the end of this presentation and ongoing.

Note: Watch for the symbol shown in the lower left corner of this presentation. This .com link will bring you to more online information and training options.District goals for this deploymentOne platform to support across the districtOffer the latest and best industry standard for Office productivityCost SavingsWhat is MicrosoftOutlook 2010?Premium business and personal e-mail management tools to more than 500 million Microsoft Office users worldwide. With the release of Outlook 2010, you get a richer set of experiences to meet your communication needs at work, home, and school.From a redesigned look to advanced e-mail organization, search, communication and social networking features, Outlook 2010 provides you with a world-class experience to stay productive and in touch with your personal and business networks.

Why the interface change?Too many command menusToo many command buttonsToo many dialog boxes (I just want to format some text!)Too many hidden featuresGet things done quickly without worrying about how. Instant PreviewInterface changes to commands that help you work faster. Contextual

RibbonTabsGroupsCommand

Working in OutlookPreview PaneSocial ConnectCalendarTasksFavoritesFoldersNavigationE-mailRibbonRead EmailSingle Click on an e-mail message to show the message in the auto preview pane.Double Click a message to open it up in a windowNotice that when you open a message up in a new window the Ribbon shows more specific options to work with the e-mail

Create a new e-mail message

Outlook 2010 enables you to communicate with one or more recipients with a rich set of features and customizations.

How to find someoneAutoCompleteCheck NamesGlobal Address List (GAL)

Whos that GAL!How can I find people in the District?How does Outlook search for people?Can I find anyone I want?What is the Global Address List (GAL)?Depending on what information the district is going to populate.

Reply or forward an e-mailHow do I forward and e-mail to a coworker?On the Home or Message tab, in the Respond group, click Reply, Reply All, or Forward.The name of the tab depends on whether the message is selected in the message list or opened in its own window.To remove a name from the To and Cc lines, click the name and then press DELETE. To add a recipient, click in the To, Cc or Bcc box and enter the recipient.

Think Twice! Was the original message addressed to a few thousand people?

Add an attachmentFiles can be attached to an e-mail message. Also, other Outlook items, such as messages, contacts, or tasks can be included with messages that you send.

Open or Save an attachmentDoes a message you just received contain an attachment?You have a couple different options:1. Single Click on the attachment. You will be asked if you want to preview the attachment in Outlook.2. Double Click on the attachment to open it in a new window. Eg; Double Click a PDF attachment to open it in in Adobe Reader.3. Single Click on the document and use one of the commands on the Ribbon to Open, Print, Save as or Remove

Customizing Views

Change the font or color for messages sent from specific peopleConversation View!demoRead EmailCreate EmailFind SomeoneReply to EmailForward EmailAdd an attachment to an EmailSave an attachment from an EmailDifferent Views in your email (Conversation)

Extra credit mail mergeIts up to you. Lets take a vote. Who wants to see a quick demo on Mail Merge?

Quick Demo TimeCreate an e-mail signatureYou can create personalized signatures for your e-mail messages that include text, images, your Electronic Business Card.

Instant SearchInstant Search will make change your lifeType a keyword amazing (notice the Ribbon changes to help you!)Sure you can search on simple keywords but.Type from:darenType to:sharonGet tricky:from:daren hasattachments:yes received:this week

Note: Instant Search is available for email, calendar, contacts, tasks and notes

Organizing with foldersWhat are folders?Why would I want to create my own folders?

Search Folders

Search folders are a little different than rules. Rules are actions you want to take. Search folders can automatically reference specific emails.Manage your inbox with rulesWhat are rules?What kind of rules can I create?Do you want to manage your email by folders?Heres an example of one of my rules

What about Junk Mail?Depending on District Policy mail may be filtered several times before it hits you inbox.You can right click on a message select Junk and tell Outlook what you want done with messages from the sender.Also check your Junk E-Mail folder once in a while. Sometimes messages are sent to this folder by mistake. There are ways to add senders to your local safe sender list. Click the web link below to explore different ways to manage Junk Mail.

Set your out of officeGoing to be away from the classroom for a day, a week or all summer?Lets let people know whats going on with you.Note the Inside and Outside my organization options.Inside: Dont bother meOutside: Sorry I missed your message. Ill be out of the office

Extra CreditSet conditional formatting on items coming into your inbox

Right Click here and select View SettingsDemo - emailCreate an Email signatureFind your email (Instant Search)Organize with FoldersCreate and manage RulesJunk emailOut of Office messagesConditional FormattingDifferent ways to view your calendar

Clicked onCalendar ViewCreate a calendar eventSchedule a meeting with other peopleClick Create an AppointmentSubject, Location, Attendees and Recurrence are common fields and actions.

Extra creditInvite a Room to the Meeting!Some Customers add other resources such as cameras, special equipment and cars.Calendar Assistant

Share Your calendar out with others in the district Do you want to share you calendar with others in the district?Will people I share my calendar with see all my information?What about calendar delegation?

View others calendarsWhen and how can you share others calendars?Can I view overlay calendars?Can I use the Calendar Assistant to help me schedule meetings?

Overlay calendar view

Demo - CalendarCalendar ViewsCreate a Calendar EventView Others CalendarsShare Your calendarOverlay a CalendarManage contacts

New Contact or Contact Group

New personal GroupNew ContactDemo ContactsCreate a new contactUse categoriesCreating a new contact groupSearchingUsing check names to resolve

Tasks & NotesCreate a TaskDelete a TaskCreate a NoteDelete a Note

Printing all your stuffPrint an e-mail message, contact, calendar item, or taskYou can print individual items, such as e-mail messages, contacts, or calendar items, or larger views, such as calendars, address books, or content lists of Mail folders.

The procedure for printing is the same in Mail, Calendar, or any other folders in Microsoft Outlook all printing settings and functions are found in the Backstage view. Click the File tab to open the Backstage view.

1.Click an item or folder in Outlook that you want to print.2.Click the File tab.3.Click Print.

Outlook web appAccess your mail from any internet connection on the globeSimilar features but does not include everything Outlook doesExplore! Right Click enabled.

Demo Outlook web app 2010Quick lookWhat about my phone?Server Address: autodiscover.yourdistrict.netUsername:username@yourdistrict.netDomain: YourdistrictdomainnamePassword: Is your Outlook password.If you have a Blackberry you will need to contact helpdesk to have a ticket created.

http://help.outlook.com/en-us/140/cc325688.aspx

Migration issueIt looks like there are issues migrating Groupwise contact lists. They do migrate to Outlook as personal contact groups however they may be empty or missing some contacts.Make sure you check your contact lists after migration.What about my suggested or recent contact list?

Q&A Challenge roundTry me If I dont know how Ill find the answer and post back.Ive done X in Groupwise how do I do it in Outlook/Exchange?How do ICan IShould IWill ICould I

Other information and resources

Video: Take a tour of Outlook 2010http://office.microsoft.com/en-us/outlook-help/video-take-a-tour-of-outlook-2010-VA102057878.aspxhttp://office.microsoft.com/en-us/outlook-help/outlook-help-and-how-to-FX101816808.aspx?CTT=97Training courseshttp://office.microsoft.com/en-us/outlook-help/CH010371352.aspxCustomize the Ribbon to suit the way you workhttp://office.microsoft.com/en-us/onenote-help/video-customize-the-ribbon-HA101850352.aspx?CTT=5&origin=HA010355697Where are the commands I used to use?http://office.microsoft.com/en-us/outlook-help/learn-where-menu-and-toolbar-commands-are-in-office-2010-and-related-products-HA101794130.aspxGeneral Training Topics:http://office.microsoft.com/en-us/support/training-FX101782702.aspx?CTT=97

Add an external account!Add your Hotmail account to Outlook

District Training and information resourcesWCSD MS conversion infoLinks to internal reference materialsMicrosoft Conversion info siteLinks to internal reference materialsProductivity HubLinks to internal reference materials

IT AcademyPlease take advantage of the Districts IT Academy subscription to further you learning.Further information to follow this event.Thank you!