Getting Started at Schneider Electric

Transcription

1 Get Started with Lotus Notes or Outlook Getting Started at Start Working together with BOX Get Technical Help with IPO Helpdesk Connect to Co-workers and Projects with Spice Book an Online Meeting with WebEx Connect at 1 1

2 Lotus Notes The Lotus Notes infrastructure provides electronic messaging services, including an anti-spam and antivirus filter. It provides account, access to the internal instant messaging service (Sametime), calendar and scheduling functionalities. Connecting To Notes How to Connect to Lotus Notes (User Id and password) Click on Start All Programs Lotus Applications Lotus Notes 8.5 Or click on this icon In order to connect, an ID file (ex: jdupont.id) and accompanying password are needed ; these are supplied when a new Notes account is created Open a Notes Application Click on the open button on the top, left Applications Open an application. You must know the name of the application, the server and the servers full file path. The manager/webmaster of the concerned application can give this info to you. Using Lotus Notes for Open Your Click on the open button on the top, left Mail and the local replica opens. Send an Click on the New Memo button, enter the user name, or click on Address to select one or more recipients To: Direct recipients Cc: Recipients on copy Ccc: Recipients who are on hidden copy (invisible to others) Reply to a Memo Click on the Reply button. Different options: to all, with / without attachments or history, Internet style reply Managing Mailbox Size How to Check how full your application is (quota)? Open your and, on the top left, you ll see: a button which will give you all needed information What is the Maximum Size of s that can be sent? 25MB Sending of Memos is Blocked (quota reached) When an application goes over its quota, it becomes blocked: it is no longer possible to send s until the size of the app. Passes under its quota. IPO Help for Lotus Notes Archiving Messages What is Archiving? Archiving is the act of moving memos into an archive application in order to reduce the number of memos in ones application and thus reduce its size. Your filing system (personal folders) is automatically maintained in your archive application. NOTE: you can create several archives for the same application. How to Archive? Click on Actions Archive Settings in order to set up archiving for your application. Select the documents to archive, then click on Actions Archive Archive the selected documents More easily identify the memos to archive using the Mails by date and Mails by size views (Schneider specific). You may also want to automate archiving process by scheduling it so you don t have to think about it and you will never reach the limit. Signature within Notes How to create my corporate signature? Go to to access to the International Directory. From the left menu, click Create my signature link. Here, you can download the signature tool and the documentation to create your own signature. When you created your own signature file, go to your mailbox, click on More button, then click on Preferences. Click on Mail tab then click on Signature tab. Select HTML box then click on Browse button to select Signature.html file you just created. To Unblock Your Application Delete BIG memos (include the Sent folder) Delete file attachments in Memos (after having saved them elsewhere) Archive (click on Actions Archive Archive Now) Then, to take into account your newly freed space, Close and re-open your application. 2 2

3 SameTime The Lotus Notes infrastructure provides electronic messaging services, including an anti-spam and antivirus filter. It provides account, access to the internal instant messaging service (Sametime), calendar and scheduling functionalities. Sametime What is Sametime? Sametime is an instant messaging service included within Lotus Notes. It enables you to see whether a person is connected or not (presence awareness), as well as giving you the ability to chat within your Lotus Notes and application environment. How to connect to Sametime? Sametime client is embedded into your Lotus Notes client. To access to your buddy list, click on the sametime icon located at the top right corner of your Lotus Notes client. Click on Sign In button then when prompted, enter your address as a login and your HTTP Password. TIPS: Tick the Save your password option and you will not be prompted again next time you connect to the Sametime server. IPO Help for SameTime How to set alarm on a contact? For some reason you may want to be aware when an offline contact you are looking for becomes online. To do so, you can set an alarm then Sametime will alert you as soon as your contact is available to chat. From you Buddy list, right click on a contact name then select Alert me when available How to manage my status? Like all other instant messaging software, you can update your status. Following status are available: - I am available - I am Away - In a meeting - Do Not Disturb How to start a conversation? Open your contact list. Double click on the contact and start to chat. At anytime you can invite a third or more people to join the conversation. Click on Invite others button on the top left corner of the chat window, enter name of people you want to add to the conversation, then click Send button. How to customize my status? Your status message is shown when another Sametime users tries to contact you or puts their mouse over your name. You can use default status message or customize them. From the Status dropdown list, select Edit Status Message then select status name you want to customize. How to capture your screen and send it to others? There is a screen capture include with Sametime client. This tool allow you to capture selected part of your screen and send it to your conversation window. From your conversation window, click on screen shot button. Select the area of your screen you want to show to others. Click on Send button to past it in the conversation window. How to access to all available Sametime settings? There is many options available with Sametime client like auto-status change, chat windows customization, alert sound customization, spell checking, logs and many more. How to manage my buddy list? You can manage list of preferred people or groups of people you work with. When it s done, you will see if they are online, check their availability and start to chat with them. To add a person to you buddy list, click on button, click on Browse for Name tab, enter the first name & last name of the person you are looking for then click on Search button. When you find the right person, select it, click on Add button. To access to all Sametime options, on the top left corner of your Lotus Notes client, click File menu then click on Preferences. Select Sametime menu to access to all available options. 3 3

4 Outlook The Outlook infrastructure provides electronic messaging services, including an anti-spam and anti-virus filter. It provides account, calendar and scheduling functionalities. Connecting To Outlook How to Connect to Outlook (User Id and password) Click on Start All Programs Microsoft Office Microsoft Outlook Or click on this icon In order to connect, your network login and accompanying password are needed; these are supplied when a new account is created Using Outlook for Send an Click on the New button, enter the user name (usually last name first), or click on To to select one or more recipients To: Direct recipients Cc: Recipients on copy Bcc: Recipients who are on hidden copy (invisible to others) Reply to an Click on the Reply or Reply All button. IPO Help for Lotus Notes Archiving Messages What is Archiving? Archiving is the act of moving mail items into an archive folder in order to reduce the number of messages in ones mailbox and thus reduce its size. NOTE: you can create several archives or personal folders. Managing Mailbox Size How to check how full your mailbox is (quota)? Right click your mailbox (Mailbox Last, First) and select Properties. From this point, select Folder Size to see the amount of data in each folder. What is the Maximum Size of s that can be sent? 25MB Sending of s is Blocked (quota reached) When an application goes over its quota, it becomes blocked: it is no longer possible to send s until the size of the mailbox passes under its quota. To Unblock Your Application Delete BIG messages (include the Sent folder) Delete file attachments in messages (after having saved them elsewhere) Archive (click on File Archive). How to Archive? Click on File New Outlook Data File in order to set up personal folders for your Outlook. Once the folder is created, it operates in the same fashion as Windows. Right click to create new folders and drag/drop items. More easily identify the items to archive by sorting by date or by size. You may also want to automate archiving process by scheduling the AutoArchive (right click a folder and select Properties to configure the folder AutoArchive settings). Signature within Notes How to create my corporate signature? Go to to access to the International Directory. From the left menu, click Create my signature link. Here, you can download the signature tool and the documentation to create your own signature. After creating your signature, copy the preview or save/open the file and copy the signature. From Outlook, click on Tools Options, then click on Mail Format. Click on the Signatures button. Select New and paste the signature into the text box at the bottom. Configure other settings as appropriate. 4 4

5 Social Enterprise Desktop: SPICE utilizes a Social Enterprise Desktop solution which aims to provide to employees a new online experience. Spice, the Social platform for information Collaboration and Efficiency is one of the cornerstones of this solution. Spice delivers a unique global platforms for collaboration and knowledge sharing across the company. Connecting to Spice for the First Time Open any of the following browsers on your computer while you are connected to the network via LAN, Wireless or VPN: Microsoft internet explorer (version 8 or 9) Mozilla Firefox (version 10.0 or later) Apple Safari (version or later) Enter the following website address in the browser s address bar and press the Enter key: Your Spice account has been configured using the international directory credentials and thus you do not need to enter any username or password. Step 4: You will be directed to the Social Enterprise Desktop End User Term Agreement* page * only if you are a first time IPO Help for Spice Step 7: The Home page also offer you the option to navigate to the other tabs: Main wall Subjects People Apps My filters Insight Video Conference Step 5: You need to read through the terms of usage and then choose to Agree or Disagree with the terms Take advantage of the Spice Social Platform Complete and update your profile Follow your Co-Workers Step 6: If you choose to Disagree with the terms of end user agreement, you will be restricted from using the features of Spice If you choose to Agree with the terms of end user agreement, you will be redirected to your Spice Home page Learn More 5 5

6 Social Enterprise Desktop: BOX.net IPO is currently rolling out BOX, a next generation file collaboration engine. Box provides a document centric file collaboration platform that garners quick feedback and updates Connecting to BOX Open any of the following browsers on your computer while you are connected to the network via LAN, Wireless or VPN: Microsoft internet explorer (version 8 or 9) Mozilla Firefox (version 10.0 or later) Apple Safari (version or later) Go to and click on the Continue Button IPO Help for BOX Step 5: Next go to the Notifications tab. Box can notify you based on activities in the folders you own or have joined. These notifications can be a bit noisy for popular folders. We recommend notifying on Comments and Deletes When prompted enter your Domain Credentials and Password Using BOX for Collaboration Create a new folder for the content by clicking on the New button next to your name and the choose folder Adjust your general settings within BOX by clicking on the gear in the upper right hand corner next to your name Fill in the folder name and for collaboration click on the Invite people to upload and download files Choose account setting and choose the general tab In the box enter the names of your collaborators, when finished click Okay Navigate to the new folder and upload the content you are looking to collaborate with Adjust the Time Zone and Language to the appropriate setting. Also adjust the other setting to your preference. 6 6

7 Web conferencing (WebEx) Web meeting conferencing solution(webex) allowing IT users to organize, animate or attend online meetings with collaborators and external partners by using online content, video and audio. WebEx Conferencing provides for a greater level of efficiency with global teams with the ability to quickly assemble meetings and garner feedback, record meeting for later review, and updating external participant through pre-recorded materials Setting up a Host Account Open any browser on your computer while you are connected to the network via LAN, Wireless or VPN: Go to the appropriate regional WebEx Login page at: NAM EMEA APAC and click on the Request Host Account IPO Help for WebEx Scheduling a Meeting Login to WebEx at using the host account credentials previously created. Under Host a Meeting click on Schedule a meeting When prompted enter your first name, Last name, and SESA ID for the username. Enter all information as requested information and click on Change audio option : Retype the verification code and click the Sign Up Now button Click on yes for Integrated VOIP and None for Teleconference. Step 4: If all the information is correct you should be redirected to a confirmation page and an is sent to your address with the activation link. Click on OK to confirm these setting then Click on Schedule Meeting to complete scheduling the meeting Step 5: Two s should be sent to your address. One for the host access and one for the participants. Be sure to click through this last step to finish activating your account Schedule within Lotus Notes and paste the participant access access into the body. 7 7

8 End-user support: Helpdesk Beyond resetting password and troubleshooting network access, Helpdesk is the first point in contact for most of your computing needs. If no appropriate solution can be offered remotely, the IPO Service Desk team will escalate your ticket to the right level of support or request the intervention of an on-site expert, where available. Searching user guides and online resources through the IPO website will help speed up the resolution for any issue. Logging onto the 2929it Service Portal Be sure that all of your contact information is up to date within the International Directory. Service Desk uses this information for Contacting you IPO Service Desks Open a web browser on your computer while you are connected to the network via LAN, Wireless or VPN. Go to This is a single sign-on application and does not require a user name and password. Who to Contact Issue/question relating to the Schneider Electric Network Project that requires IPO involvement See details here. Contact your IPO business representatives. General questions about IPO Use the Contact us form on the IPO intranet site. IPO Organization Take a look at the IPO Organizsation Chart Any feedback regarding IPO communication Contact IPO communication team. Any suggestion to improve your IT Services Contact IPO.Service@schneider-electric.com 8 8