AHS Computing. Outlook Seminar Series Session #2

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1 AHS Computing Outlook Seminar Series Session #2

2 Introduction templates Archiving Creating Rules Automating Replies Sorting Junk Settings

3 Templates File with predesigned, customized format and structure that is ready to use and be filled in whenever you need to use it Useful if you find you are sending the same type of out over and over Instead of typing same thing again, copying/pasting, searching for information from old sent items

4 Templates Open the New window as you would normally Enter the message you want to use for the template You can still use all the same features as you would in a regular such as hyperlinks, adding items, formatting etc.

5 Templates In the File tab, click Save As In the dialog box, select Outlook Template from the Save as type list Name your template and then Save

6 Sending an from a template In Outlook, click New Items, open the More Items menu and select Choose Form

7 Sending an from a template In the dialog box, select User Template in File System from the Look In drop down list You will find a list of your saved templates here Select the template you wish to use and click Open

8 Archiving

9 Archiving ??? Regulatory and compliance requirements To be in compliance, organizations must establish archiving systems to retain electronic communications and assure that requested materials can be retrieved and presented in a timely manner. Legal discovery and investigations: Organizations must be able to retrieve relevant messages in the event of legal discovery, audits, and business or personnel investigations. Storage management As the volume of messages continues to increase, an archiving solution lets organizations offload message storage from their corporate servers. This reduction in stored messages helps to ensure that server performance is maintained, minimizes storage costs, and greatly simplifies restore operations in the event of a server failure.

10 Before Archiving Before Archiving, it is always best to do a tidy up of your Delete whatever messages you can from the folder that you are going to archive Use the folder Clean Up tool

11 The Clean Up Tool How many times do you get a lot of back and forth s that are completely unnecessary to keep? Clean Up Deletes redundant messages in a conversation Keeps only the most recent. Why? The most recent contains the thread of all of the quoted replies in it. Therefore, there is no need to keep all of the other s, when their contents are quoted in the last

12 Archive Why would you archive ?

13 Select the folder, the prior to date and the location of the created archive Archiving

14 Auto-Archive Settings Archiving can happen automatically Different schedules for different folders An alternative method to deleting old messages

15 Creation of Archive Saving to the N: drive is the best option for your archive

16 Open the Archive Opening the Archive can be done through the File menu The archive is considered a data file with the extension of *.pst Once opened it will appear as a folder Location is different

17 Close the Archive When done referencing the archive, close it to avoid confusion The file will remain on your N: drive for future use

18 Alternative to Archiving With the full version of Adobe Acrobat, you can create an indexed pdf of a folder

19 Converting to PDF Adobe will convert each to a pdf file and compile them into a single file

20 Archiving via PDF

21 Outlook Rules

22 Basics of Rules A rule is an action that Outlook performs automatically on incoming or outgoing messages based on conditions that you have specified. Rules are useful for organizing your s Can be created from a template, from a message or using your own conditions

23 Examples of using Rules Move calendar items to a calendar folder Move messages from a specific mailing list Move messages with a specific word in the subject line All messages sent to a specific person saved in separate folder

24 Select the message you d like to base the rule on Outlook will generate rules based on the message you selected If you selected this, a window will pop up asking you to finish customizing the rule. Creating Rules

25 The Create Rule dialog box will automatically fill in some of the options by pulling information from the you had selected when you clicked Create Rule Creating Rules

26 Rules Wizard Rules Templates for common rules In the File tab, select Manage Rules and Alerts

27 Rules Wizard-Select a template Step 1- Select a template: Stay organized or Stay Up to Date Ex. Play a sound when I get a message from someone Step 2- Edit the rule description by clicking any underlined values Ex. people or public group/a sound

28 Rules Wizard-Select conditions Step 1: Select condition(s), select the conditions that you want the messages to meet for the rule to apply. Ex. Messages addressed to only me Step 2: Edit the rule description, click an underlined value for any condition that you added, and then specify the value.

29 Rules Wizard-Select actions Step 1: Select action(s), select the action that you want the rule to take when the specified conditions are met. Ex. Move it to a specific folder Step 2: You can once again edit the rule description based on any new conditions you may have added

30 Rules Wizard-Select exceptions Step 1: Add any exceptions to the rule Ex. Except if marked as important Step 2: Ability to edit rule description again

31 Rules Wizard-Finish rule setup Step 1: Name the rule Ex. Messages from AHS Help Step 2: Setup rule options Turn on the rule Run the rule on messages already in the inbox Step 3: Review rule description This description will include all underlined values in the rule for you to review a final time before saving

32 Automatic Replies Familiarity with Out of Office Other options including when the message is sent

33 Using a Rule to Create an Draft the message Go the File tab and select Save As Select Outlook Template (*.oft) Automatic Reply

34 Using a Rule to Create an Automatic Reply Create a blank rule Select the options Sent only to me Reply Using a Specific Template (the one that you saved)

35 Using a Rule to Create an Edit the rule description Can be extremely granular Automatic Reply Add in any exceptions

36 Using a Rule to Create an Automatic Reply When would this be useful? If you have sent out a message to a large number of people and they will be replying to your subject line

37 Junk

38 Junk Settings The junk filter evaluates incoming messages to determine whether or not it is spam Looks at when the message was sent and the content, the sender etc.

39 Junk Settings

40 Junk Settings You can add safe senders to you safe senders list to ensure they won t ever be sent to the junk folder You can also select Never Block Sender to ensure a sender won t be sent to junk folder

41 Junk Settings You can add addresses to the blocked senders list that you have identified as spam senders. You can do this from the junk options window by clicking add and entering the address or you can select the message you d like to block the sender of and click Block Sender under the Junk menu.

42 Junk Settings With the International tab, you can block domains from specific countries/regions (Top Level Domain) or s which include specific languages (Encodings)

43 Next Seminar Join us on March 21 st Topics Booking Resources Booking Colleagues Viewing other Calendars

44 Questions?

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