Resistance is Futile

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Resistance is Futile

• You will be assimilated!

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What you will learn in this training

• 45 Skills in Outlook
• 25 Skills in Word
• 15 Skills in Excel

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Outlook Basics
This training does not address Sitemail
(http//sitemail.unitycare.org/)
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Subject Line
Use easily recognized topics. (You can sort your
email by topic in order to locate messages
quickly)Whenever appropriate, indicate whether
message is -FYI-Action Needed-Reply
Needed-Urgent, etc.
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Utilize Standard Writing Practices
All e-mail should contain a salutation. When
addressing e-mail to people that you do not know,
it is advised that you use Dear Mr. or Dear
Ms. in the salutation field. Be concise. Provide
only those details that the reader needs to know
or act on. Use bullet points vs. paragraphs.
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Be Professional
Limit the use of abbreviations. Do not use
emoticons, i.e., smiley faces like ), for
business communications. They detract from the
message.Use correct spelling and proper
grammar.Use a dictionary or a spell checker.
Wait to Fill in the "TO" e-mail address.Complete
writing your e-mail and check it for any
grammatical and/or spelling errors before you
fill in the name of the addressee. This will keep
you from accidentally sending an e-mail
prematurely.
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No Emoticons! ?
Emoticons may import viruses, slow down your
computer, and are not visible in some email
formats. Emoticons are not appropriate for
business communications!
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Save As
In addition to keeping copies of your email
messages in Outlook, you can save an email
message in your computer files along with other
documents in various other formats. Pull down
File menu to Save As and then select a file
name and location to store your message.
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Reply Reply All
Reply function quickly creates an email
response. Reply All responds to all addressees
in the header of the message.
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How To Use Help Function
Type question in Outlook Help box in upper right
hand corner of your screen. Help screens will
appear accessing computer as well as on-line
resources.
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Printing Email, Calendars, Contacts
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Choose PrinterPage Range Copies, and
Preferences
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Print Calendar
Choose File, Print Select Daily, Weekly, or
Monthly Style, copies, and range of dates you
want to print.
Another option is to print screen, select alt
print screen to copy, then select past into an
email or other document.
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Print Contacts
Choose File, Print Select Style of printing your
contact file, copies, and printer.
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Deleting, Un-Deleting
Choose Edit, Delete. Deleted files go to Deleted
Items folder. You can remove items from the
deleted folder in order to restore them to your
files.
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Email Accounts
Choose Tools, Email Accounts. Select View or
Change Existing Email Accounts Check with your
IT department before making changes!
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Server Delete
Do you want to leave messages on the (sitemail)
Server after you have viewed them? If so, select
Change from Email Accounts window, then select
More Settings. Select the Advanced Tab and check
box under Delivery Leave a copy of messages on
server
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Junkmail
To turn on Junk Mail Filtering When viewing
email, choose Tools, and then Organize. Click the
Junk E-mail link in the Organize window. Select
from functions that include automatically color
flagging and moving junk email to a designated
folder.
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Filters, Rules
Tame your email by using filters and rules to
automatically process and store your emails
according to your individualized
preferences. Click the Inbox icon in the Outlook
Bar, Choose Rules Wizard. Click the New button.
Choose the type of rule you want to create. Walk
through Rules Wizard step by step to customize
your rule to your preferences. Click Finish.
Click OK to close Rules Wizard.
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E-MAIL VIRUSES

• There are five easy steps you can take to help
  close that window of vulnerability and help keep
  email viruses off your system.
• Rule 1 Identification - Understanding the nature
  of the attachment is the first step towards email
  safety. Any executable type attachment has the
  potential to be infected. This covers a wide
  range of extensions. Complicating matters is
  that, by default, Windows suppresses file
  extensions. Ask your IT department how to enable
  viewing of file extensions.
• Rule 2 Intent - An executable type attachment
  should not be opened unless it was specifically
  requested or expected. Since email worms are sent
  to addresses found on infected users' machines,
  just knowing the sender is no proof of intent -
  they may well be infected.
• Rule 3 Necessity - This is the simplest rule to
  follow, but one that many people ignore. If you
  do not need the attachment, don't open it. Delete
  the email instead.
• Rule 4 Secure your client - To date, many email
  worms and viruses have taken advantage of
  security vulnerabilities found in Microsoft
  Outlook and Outlook Express. However, any mail
  client that supports HTML and scripting should be
  considered at risk. You can select the option of
  reading all your email in plain text. Consult
  with your IT department before you do this.
• Rule 5 Patch your system - Microsoft routinely
  releases approximately 100 security patches per
  year. The UC-IT Department is responsible for
  updating your computer security software. Do not
  try and download these programs yourself.

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Screen Shots

• You can use Microsoft Office to take an image of
  all or part of your computer screen, and then
  insert it into your notes.
• These images called screen clippings can add
  visual details to your notes.

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Views Function allows you to view information
how you like it! Simply pull down View menu and
select
View (above) shows mail received by date. View
(right) shows email with preview of message
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Archiving Email Creating FoldersSelect File,
and Create New
Consider using filters / rules to automatically
redirect email arriving in bulk into archive
folders.
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Contacts, Address Cards
Outlook contacts is a powerful database for
storing all of your contact information. You can
track birthdays, and use information that will
allow you to build relationships over time.
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Distribution ListsCreate your own distribution
lists and avoid typing in names of contacts each
time you do a routine group mailing.
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CC/BCCJust click on the To, CC, or BCC (Blind
Carbon Copy) indicator and select your
recipient(s).
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Invite Attendees Calendar function allows you
to invite participants as Required, Optional, or
Resource from your contact file or manually
input email addresses.
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Attach Document to Calendar Item (e.g. agenda
template)
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Calendar
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Create New Appointment
Select Action, Create New appointment.
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Calendar Viewsallow user to view calendar by
day, week, or month. Select View and select
preferred format.
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TasksFunction allows user to organize, track,
and assign tasks to anyone else using Outlook.
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Message OptionsFlags, Reminders, Voting,
Receipts
Select Options from toolbar and choose from
Message Settings, Voting and Tracking, and
Delivery Options
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Spell Checker, On/Off
From Options menu on toolbar, select spell check
options, then OK.
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Sending Attachments
Select Paper Clip icon or use Insert pull down
menu from top of tool bar. Browse through files
and select the document you wish to send.
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Receiving Attachments
Verify that attachment is safe! Do not open
files with executable or un-identified file
extensions. Select the attached file and double
click to open. If saving to files for future
reference, browse through files and select
appropriate file location, or create new file.
Do not make changes in document until you have
saved the document to the local drive (versus
working from Outlook).
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Signature DisclaimerRequired on all Unity
Care Email
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Corporate e-mail Style

• Standard Signature
• Unity Care Group, Inc. e-mail accounts have a
  mandatory, standard signature in Times New Roman
  font, size 10, or Arial font, size 8. The e-mail
  signature is in the following format
• ltFull Namegt
• ltOfficial Titlegt
• Unity Care Group, Inc.
• ltStreet addressgt
• ltCity, State - Zip Codegt
• Phone ltPhonegt
• Mobile ltNextelgt
• Fax ltFaxgt
• www.unitycare.org
• "Providing quality youth programs for the purpose
  of creating healthier communities through
  life-long partnerships.

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Disclaimer

• All e-mail messages will have a legal disclaimer
  followed by the e-mail signature. Using the legal
  disclaimer is not optional. The disclaimer is
  listed below.
• This e-mail and any files transmitted with it are
  confidential and intended solely for the use of
  the individual or entity to whom they are
  addressed. Please notify the sender immediately
  if you have received this e-mail by mistake and
  delete this e-mail from your system. If you are
  not the intended recipient you are notified that
  disclosing, copying, distributing, or taking any
  action in reliance on the contents of this
  information is strictly prohibited. Please note
  that any views or opinions presented in this
  e-mail are solely those of the author and do not
  necessarily represent those of the company. It is
  the responsibility of the recipient to check this
  e-mail and any attachments for the presence of
  viruses. Although Unity Care Group has a secure
  network, the company accepts no liability for any
  damage caused by any virus transmitted by this
  e-mail.
• Unity Care Group, Inc., 237 Race Street, San
  José, CA - 95126

Please refer to the step-by-step instructions
found at http//www.unitycare.org/secure/email.sht
ml to set your font, stationery and signature in
accordance with this policy.
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Auto-reply configuration

• What is an auto-reply?When you're away on
  vacation, or just won't be able to return email
  for awhile, the Auto-Reply option lets you create
  a personal message that will be sent in response
  to all incoming e-mails, letting everyone who
  sends you an e-mail know that you're away and
  will get back to them when you return.
• What should my auto-reply say?What dates you'll
  be away on vacation, and an alternative contact
  person to handle work related items if something
  urgent should come up while you are away.
• Heres an example I am out-of-office and wont
  have access to e-mail from Monday, May 9 to
  Monday, May 16. If you need immediate assistance
  please call Paula Stevens, Contracts Development
  Manager, at 408-971-9822.
• How should I set up an auto-reply?
• Go to webmail.unitycare.org (This allows you to
  access Unity Cares Web-based email)
• Sign in with your username and password (these
  are the same ones that you use to access your
  e-mail in Microsoft Outlook) If you have problems
  logging in please contact the I.T. Manager
• Click on Settings
• Click on Auto-responder (on the left)
• Type in your vacation message in the text box
• Select the auto-reply as Enabled
• Click on Save Settings
• Your auto-reply message is now set.
• Remember to log on to the Web mail after you come
  back from vacation and disable the
  auto-responder.

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Background, Stationary Practices

• There are three standard stationeries that can be
  used for e-mail within the organization
• None
• Clear Day
• Pie-Charts

How to change the look of stationery If
Microsoft Word is your e-mail editor, you can't
change the look of stationery from Word however,
changes you make to a stationery pattern in
Microsoft Outlook will apply to the equivalent
stationery in Word.    From the main Outlook
window, on the Tools menu, click Options, and
then click the Mail Format tab. In the Compose in
this message format list, click HTML. Click
Stationery Picker. In the Stationery box, click
the stationery you want to change, and then click
Edit. Select the options you want to use. For
Help on an option, click the question mark , and
then click the option. Note   This procedure is
available only if you use HTML as your message
format. Caution some stationary options may
result in poorer viewing for the recipients!
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Acceptable Fonts

• The following are acceptable fonts for use with
  e-mail communication
• Arial size 10
• Palatino Linotype size 12
• Times New Roman size 12

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Are you aware of E-mail Risks? Unity Care
encourages the following practices

• Employees are expected to exercise good judgment
  and restraint in their personal use of these
  systems.
• Employees should have no expectation of privacy
  concerning voice mail, e-mail, files, or Internet
  use.
• The Company may monitor online traffic and
  examine files at any time.

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Judicious use of e-mail

• Once an e-mail is sent it cannot be retrieved.
• No presumption of privacy There is no
  expectation of privacy in anything you create,
  store, send, or receive on the companys computer
  systems.
• Any e-mail communication may be monitored and
  viewed without prior notice.

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Security

• E-mail communication is not secure.
• Highly confidential or sensitive information
• should not be sent through e-mail.

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Inappropriate ContentUnsolicited e-mail

• The sending of unsolicited e-mail (spam),
  including advertising material to individuals who
  did not specifically request such material is in
  violation of company policy.
• Employees engaged in this practice will face
  disciplinary action and may be terminated.

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Harassment

• Any form of harassment via e-mail whether through
  language, frequency, pictures, or size of message
  is in violation of company policy.
• Employees engaged in this practice will face
  disciplinary action and may be terminated.

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Libelous e-mail

• The Unity Care Group e-mail system is not to be
  used for the creation or distribution of any
  offensive or disruptive messages, including
  messages containing offensive comments about
  race, gender, age, sexual orientation,
  pornography, religious or political beliefs,
  national origin or disability.
• Employees engaged in this practice will face
  disciplinary action and may be terminated.
• Employees who receive any e-mails with this
  content should report the matter to their
  supervisor immediately.

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Chain Letters

• Creating or forwarding chain letters of any type
  is a violation of company policy. Employees
  engaged in this practice will face disciplinary
  action and may be terminated.
• Non-business Related E-mail E-mail of a personal
  nature, i.e., non-business related, should not be
  communicated to the organization. This is a
  violation of company policy.
• Employees engaged in this practice will face
  disciplinary action and may be terminated.

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Congratulations, youve made it this farhang in
there!