restructured extension listserv lists and outlook: creating rules and tips by: greg price, northwest...
TRANSCRIPT
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Restructured Extension Listserv Lists
andOutlook:
Creating Rules and TipsBy:
Greg Price, Northwest District Director
and
Brenda Rodgers, CAES OIT
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Objectives
• Review restructured Extension Listserv Lists
• Review Usage Recommendations and Guidelines
• Review charts of Lists
• Outlook Create & Edit Rules to Manage Email Learn Tips to Organize Inbox
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Restructured – Why?
• To reduce number of emails received by all
• To better target Program Areas
• To allow for more efficient and accurate management of lists at the District level
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Reduction in Emails
• Using lists based on program areas will allow for more targeted audiences
• Standardization of list names will increase ease of use and benefit creating Outlook Rules
• Outlook Rules will enable emails to automatically be moved to folders or forwarded to others – reducing inbox clutter
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Target Program Areas
• Everyone is assigned to a specific Program Area and title ‘Foundation’ list within District, ex. NEANRAGT
• Choose listserv list based on target audience
• Can choose Extension and State lists by program area
• Can choose specific district lists by program area
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Managed at District Level
• Reduces time of management at all levels
• Decreases inaccuracies on all lists since name is added to only one foundation list at district level
• Decreases time to add new employees or remove employees from lists
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All Extension State and County Lists
EXTALL EXTANNOUNCE EXTRETIRED
EXTANR EXT4H EXTFACS
• Includes County + District + State Faculty and Staff + UGE addresses + Extra Names
• EXTALL is Moderated from within the Associate Dean for Extension’s Office
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All County and District Lists
• Includes County + District Faculty and Staff + UGE addresses + Extra Names
EXTCOALL EXTCOAGT EXTCEC – UGE does not receive
• No State Specialist or Staff on these lists
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State Extension Faculty and Staff Lists
• Includes State Faculty and Staff
STEXTALL STEXTANR STEXT4H STEXTFACS
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Individual District Lists
NEALL NEAGT NEANR
NE4H NEFACS NECEC
• Includes County + District Faculty and Staff + UGE addresses + Extra Names
• UGE addresses are copied on all lists except the CEC list
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EXTALL Usage Guidelines
• Use for Official business only
• Significant information of interest to ALL program areas at State and County levels
• Limited service interruptions for a single office or person should be communicated at District or Departmental levels instead of EXTALL
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EXTALL - Moderated ListUsage Guidelines
• Managed by an Moderator Approval is based on email content and whether
the email was sent to the most appropriate list Moderator must approve email before it is sent to
EXTALL Moderator will inform sender if email is rejected
for EXTALL
• Target your emails to the appropriate Program Areas
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EXTANNOUNCEUsage Guidelines
• Use this list to distribute non-business information of interest to all Extension employees
• Personal information concerning a death or sickness of an employee’s family should only be shared with the employee’s permission and limited to immediate family
• Do not send information on personal ‘For Sale’ items
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General Usage Guidelines
• Choose ONE list that targets your audience
• To send to a list enter the list name followed by @listserv.uga.edu, or
• Click on the name of the list on the ‘Listserv Description’ web page and a ‘mail to:’ window will appear
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AttachmentsUsage Guidelines
• Attachments are accepted by all lists except: EXTALL EXTANNOUNCE EXTRETIRED
• Attachment formats are PDF and Word only• Do Not send extremely large files• If the system is abused, the privilege will be
revoked
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Chart Representations of Lists’ Hierarchy
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Foundation Lists
• Foundation Lists Backbone of Extension Listserv Lists Management of names at this level by Districts Not intended for regular use
NEANRAGT, NEANRED, NEANRCEPANE4HAGT, NE4HED, NE4HCEPANEFACSAGT, NEFACSED, NEFACSCEPANECECNEOFFICES
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STEXT4H(Includes State Extension 4-H Specialist, Managers, Environmental Educators,
Centers, Staff, and Technical Personnel)
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Individual District Lists
NEALL NEAGT NEANR
NE4H NEFACS NECEC
• Includes County + District Faculty and Staff + UGE addresses + Extra Names
• UGE addresses are copied on all lists except the CEC list
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Q & A
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Outlook: Creating Rules
andOrganizing Tips
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What you can do with Rules?
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How to Create Rules…
• From messages in the Inbox
• From the ‘Tools’ Menu
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From a Message in the Inbox
• Right-click the message you want to create the rule for
• Select ‘Create Rule..’
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Select Conditions & Actions
• Check ‘Sent to’ box
• Click ‘Select Folder…’ button
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Select Move-To Folder: Existing Folder
• Navigate to your existing folder
• Select the folder
• Select ‘OK’
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Select Move-To Folder: New Folder
• Or,
• Click the ‘New…’ button to create a new folder for the message
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Location & Name Folder: For a New Folder
• Select Parent folder (rec. Inbox)
• Type name of new folder in ‘Name:’ field
• Select ‘OK’
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Conditions Set – Finish Rule
• ‘Move email to…’ box is now checked
• Folder is displayed
• Select ‘OK’
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Run Rule on Current Folder
• Check the box to run the rule now
• Select ‘OK’
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Example of Moved Messages
• Navigate to the folder to see the moved messages
• Create a shortcut to your folders with Rules in the ‘Favorites Folders’ section
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Creating a Rule to Forward Messages
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Creating Forward Rulefrom Message
• Follow same process as creating a rule, but click ‘Advanced Options’ button
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Rules Wizard:Select Conditions
• Select Conditions - ex. ‘Sent to’ or ‘specific subject’
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Rules Wizard:Select & Define Actions
• Select Actions such as Forward Move Play a sound
• You can select all from this box
• Click underlined actions to define
• Click ‘Next’
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Rules Wizard:Define ‘Sound’ Action
Clicking ‘Sound’ brings up the Windows Media folder
Select Sound to play
Click Open
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Rules Wizard:Define ‘Forward’ Action
Clicking ‘people or distribution list’ brings up your Contacts box
Select person(s) or distribution list to forward to
Click OK
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Rules Wizard:Define ‘Move’ Action
Clicking ‘Specified folder’ brings up box
Select Folder to move to
Click OK
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Rules Wizard:Exceptions
Select any Exceptions you may want to apply
Notice the actions are all defined with the information you provided
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Creating Rules from the Tools Menu
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Create Rules from the Tools Menu
• Select ‘Tools’
• Select ‘Rules and Alerts’
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Create New Rule
Click the ‘New Rule’ button
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Rules Wizard
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Select Actions to Perform on Message
• Move
• Forward
• Sound
• Click the blue links to fill in the appropriate information
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Select the ‘From’ Address
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Select the ‘Forward’ Address
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Select the Folder to Move the Message
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Finish the Rule
• Name the Rule
• Check box to run rule now
• Verify settings
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Q & A
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Outlook Tips• Organizing your Inbox
Creating Folders Using Colors Using Flags Sorting emails by various options
From , Conversation, Flags, Size
• Using Categories
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Creating Folders• Easiest Method
Right – Click the Parent folder Select ‘New Folder’ Type the name of the folder
• Or, Select ‘File’ from the main menu Then ‘New’ Then ‘Folder’
• Or, Press Ctrl + Shift + E, and the new folder box
will appear
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Using Colors for Easy ID
• Select ‘Tools’ > ‘Organize’
• Click ‘Using Colors’
• Make your selections
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Color Applied
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Automatic Formatting
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Adding Reminders for Follow-Up
• Rt. Click Msg
• Select Follow-Up
• Reminder
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Adding Flags to Distinguish
• This message indicates a reminder and a flag has been applied
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Sorting Messages in Inbox
• Rt. Click ‘Arranged by:’
• Select how you want to sort the Inbox• Conversation is
beneficial when you have been out of the office
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Sorted by Conversation
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Categories
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What can I do with categories:
• View emails by categories
• View calendar appointments by categories Can help with Ga. Counts
• View Contacts by categories
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Edit and Create Categories
• Select Edit• Categories
• Delete or Add categories
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Assign Categories to:Email
• Right click the email message
• Select ‘Categories’• Select the category to
assign• Your message will
now have
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Assign Categories to:Email
• Select the category to assign your message
• Click ‘OK’
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View Folder by Categories
• Select ‘View’ from main menu
• Select ‘Arrange by’
• Select ‘Categories’
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View Folder by Categories
• Here you can see the emails sorted by categories• This can be helpful when making sure you have all
the information
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Assigning Categories to Calendar Items
• Create your calendar item Appointments Daily Events
• Select the ‘Categories’ button in the bottom right 2007 – Select Category on the Ribbon at the top
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Assigning Categories to Calendar Items
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Sort Calendar Items By Categories
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Extension Listserv List Web Site
• See all the lists discussed with a brief description of audience and general usage guidelines
• View files of the charts to help decide best list for target audience
• Click list name to bring up Outlook mailto: window
• Review FAQs
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Extension Listserv List Web Site
http://www.caes.uga.edu/intranet/coextopr/structure/listserv/
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When will the list be ready to use?
• An email will be sent to the new EXTALL when the new lists are available for use (12/23/09) Reminder in January too Notify your District Office / State Program
Leader if you do not receive the email
• Please have patience as the new system gets fine tuned over the next couple months
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Conclusion
• Target Your Audience and choose the most appropriate list
• EXTALL is moderated
• Create Rules to help manage email
• Use tips to Organize your Inbox
• Organize and use categories in Outlook
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Q & A
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THANK YOU!