Transcript Outlook 2010 and Office Communicator

Outlook 2010 and Office
Communicator
Improving communications at Anglia
Ruskin University
Today’s session
BRIEFING
1 hr
Quick tour: Outlook 2010, including top 3 features to
improve your productivity
15 mins
Quick tour: Office communicator including live cross-campus
demonstration
10 mins
Quick guide: communication best practice at Anglia Ruskin
University
10 mins
What next? Information on how and when you can use these
new tools
5 mins
Quick hands-on: Try the top features yourself
15 mins
TRAINING
2 hrs
In-depth tour & hands-on: Outlook 2010
In-depth tour & hands-on: Office communicator
Highlights
• Outlook 2010
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Major changes from Outlook 2003 – ‘the Ribbon’
Find email messages quicker – improved search
Conversation view – to see message threads
Clean up your mailbox conversations – less clutter
Improved calendaring – Overlay view to compare Calendars
Improved web-based mail/Calendar
• Office communicator
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Instant messaging (like MSN messenger/Skype)
Start a conversation from Outlook or the VLE
Screen sharing
Voice and video calls with multiple people
Available on and off campus
Communication Best Practice 1
• Email
– Anglia Email policy and tips and etiquette
– Email is not instantaneous but used for wider dissemination of
information and attachments.
– To/cc/bcc if you use cc ensure the person being copied to understands
the reason, and whether they are required to act on the contents
– Do you need to Reply to all
– Emails which may be mis-read: speak to the person
– Lengthy exchange: use the phone/face-to-face
– Appropriate email signature, salutation and sign off according to
whether internal or external
– It is possible to switch off ‘ghost or audible alerts’ to avoid being
distracted by email
Communication Best Practice 2
• Calendar
– Anglia Email policy and tips and etiquette
– Many business areas benefit significantly by ensuring that their
Calendar is Open for all to see. This facilitates meeting bookings, etc
– Even only publishing free and busy times may be useful
– Hide Personal appointments by marking them as such
Communication Best Practice 3
• OCS
– OCS chat for quick conversations when the users are known to be
available through ‘presence’ and urgent response needed.
– Less ‘formal’ that email
– Same rules and etiquette rules apply as those contained in email
policy and etiquette guide
– Screen Sharing of desktop to aid collaboration.
– Use Web cam when you need to see contacts and avoid travel.
– Conversation histories can be saved for reference as aide memoire
Communication Best Practice 4
• Telephone
– External calls have costs associated – email and
OCS is ‘free’.
– No conversation histories
– Use of audio conferencing to bring in multiple
callers – need a ‘lead participant’ to maintain
control