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Restructured Extension Listserv Lists and Outlook: Creating Rules and Tips

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Title: Slide 1 Author: Brenda Rodgers Last modified by: Brenda Rodgers Created Date: 10/15/2009 2:43:58 PM Document presentation format: On-screen Show (4:3) – PowerPoint PPT presentation

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Title: Restructured Extension Listserv Lists and Outlook: Creating Rules and Tips


1
Restructured Extension Listserv
Lists and Outlook Creating Rules and Tips
  • By
  • Greg Price, Northwest District Director
  • and
  • Brenda Rodgers, CAES OIT

2
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

3
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

4
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

5
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

6
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

7
All Extension State and County Lists
  • Includes County District State Faculty and
    Staff UGE addresses Extra Names
  • EXTALL
  • EXTANNOUNCE
  • EXTRETIRED
  • EXTANR
  • EXT4H
  • EXTFACS
  • EXTALL is Moderated from within the Associate
    Dean for Extensions Office

8
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

9
State Extension Faculty and Staff Lists
  • Includes State Faculty and Staff
  • STEXTALL
  • STEXTANR
  • STEXT4H
  • STEXTFACS

10
Individual District Lists
  • Includes County District Faculty and Staff
    UGE addresses Extra Names
  • NEALL
  • NEAGT
  • NEANR
  • NE4H
  • NEFACS
  • NECEC
  • UGE addresses are copied on all lists except the
    CEC list

11
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

12
EXTALL - Moderated List Usage 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

13
EXTANNOUNCE Usage Guidelines
  • Use this list to distribute non-business
    information of interest to all Extension
    employees
  • Personal information concerning a death or
    sickness of an employees family should only be
    shared with the employees permission and limited
    to immediate family
  • Do not send information on personal For Sale
    items

14
General Usage Guidelines
  • Choose ONE list that targets your audience
  • To send to a list enter the list name followed by
    _at_listserv.uga.edu, or
  • Click on the name of the list on the Listserv
    Description web page and a mail to window
    will appear

15
Attachments Usage 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

16
Chart Representations of Lists Hierarchy
17
Foundation Lists
  • Foundation Lists
  • Backbone of Extension Listserv Lists
  • Management of names at this level by Districts
  • Not intended for regular use
  • NEANRAGT, NEANRED, NEANRCEPA
  • NE4HAGT, NE4HED, NE4HCEPA
  • NEFACSAGT, NEFACSED, NEFACSCEPA
  • NECEC
  • NEOFFICES

18
EXTALL
(Everyone, except EXTRETIRED, and including State
Personnel) EXTALL_at_listserv.uga.edu
19
(No Transcript)
20
(No Transcript)
21
EXTANNOUNCE
(Same as EXTALL plus EXTRETIRED) EXTANNOUNCE_at_list
serv.uga.edu
22
(No Transcript)
23
EXTCOALL
(No State Extension Personnel) EXTCOALL_at_listserv.
uga.edu
24
(No Transcript)
25
EXTCOAGT
(No Educators or CEPAs and no State
Personnel) EXTCOAGT_at_listserv.uga.edu
26
(No Transcript)
27
(No Transcript)
28
EXTANR
(Includes STEXTANR, All District ANR Agents,
Educators and CEPAs) EXTANR_at_listserv.uga.edu
29
(No Transcript)
30
EXT4H
(Includes STEXT4H, All District 4-H Agents,
Educators and CEPAs) EXT4H_at_listserv.uga.edu
31
(No Transcript)
32
EXTFACS
(Includes STEXTFACS, All District FACS Agents
Educators and CEPAs) EXTFACS_at_listserv.uga.edu
33
(No Transcript)
34
EXTCEC
(Includes District CECs) EXTCEC_at_listserv.uga.edu
35
EXTRETIRED
(Includes Extension Retirees) EXTRETIRED_at_listserv
.uga.edu
36
STEXTALL
(Includes State Extension ANR, 4-H, and FACS
Specialist and Staff) STEXTALL_at_listserv.uga.edu
37
(No Transcript)
38
STEXTANR
(Includes State Extension ANR Specialist and
Staff) STEXTANR_at_listserv.uga.edu
39
(No Transcript)
40
STEXT4H
(Includes State Extension 4-H Specialist,
Managers, Environmental Educators, Centers,
Staff, and Technical Personnel) STEXT4H_at_listserv
.uga.edu
41
(No Transcript)
42
STEXTFACS
(Includes State Extension FACS Specialist and
Staff) STEXTFACS_at_listserv.uga.edu
43
(No Transcript)
44
(No Transcript)
45
Individual District Lists
  • Includes County District Faculty and Staff
    UGE addresses Extra Names
  • NEALL
  • NEAGT
  • NEANR
  • NE4H
  • NEFACS
  • NECEC
  • UGE addresses are copied on all lists except the
    CEC list

46
NEALL
(Includes NE District Personnel) NEALL_at_listserv.u
ga.edu
47
(No Transcript)
48
(No Transcript)
49
NEAGT
(Includes NE District ANR, 4-H, and FACS
Agents) NEAGT_at_listserv.uga.edu
50
(No Transcript)
51
NEANR
(Includes NE District ANR Agents, Educators and
CEPAs) NEANR_at_listserv.uga.edu
52
(No Transcript)
53
NECEC
(District CECs and District Office) NECEC_at_listser
v.uga.edu
54
(No Transcript)
55
Q A
56
Outlook Creating Rules and Organizing Tips
57
What you can do with Rules?
58
How to Create Rules
  • From messages in the Inbox
  • From the Tools Menu

59
From a Message in the Inbox
  • Right-click the message you want to create the
    rule for
  • Select Create Rule..

60
Select Conditions Actions
  • Check Sent to box
  • Click Select Folder button

61
Select Move-To Folder Existing Folder
  • Navigate to your existing folder
  • Select the folder
  • Select OK

62
Select Move-To Folder New Folder
  • Or,
  • Click the New button to create a new folder
    for the message

63
Location Name Folder For a New Folder
  • Select Parent folder (rec. Inbox)
  • Type name of new folder in Name field
  • Select OK

64
Conditions Set Finish Rule
  • Move email to box is now checked
  • Folder is displayed
  • Select OK

65
Run Rule on Current Folder
  • Check the box to run the rule now
  • Select OK

66
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

67
Creating a Rule to Forward Messages
68
Creating Forward Rule from Message
  • Follow same process as creating a rule, but click
    Advanced Options button

69
Rules Wizard Select Conditions
  • Select Conditions - ex. Sent to or specific
    subject

70
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

71
Rules Wizard Define Sound Action
  • Clicking Sound brings up the Windows Media
    folder
  • Select Sound to play
  • Click Open

72
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

73
Rules Wizard Define Move Action
  • Clicking Specified folder brings up box
  • Select Folder to move to
  • Click OK

74
Rules Wizard Exceptions
  • Select any Exceptions you may want to apply
  • Notice the actions are all defined with the
    information you provided

75
Creating Rules from the Tools Menu
76
Create Rules from the Tools Menu
  • Select Tools
  • Select Rules and Alerts

77
Create New Rule
  • Click the New Rule button

78
Rules Wizard
79
Select Actions to Perform on Message
  • Move
  • Forward
  • Sound
  • Click the blue links to fill in the appropriate
    information

80
Select the From Address
81
Select the Forward Address
82
Select the Folder to Move the Message
83
Finish the Rule
  • Name the Rule
  • Check box to run rule now
  • Verify settings

84
Q A
85
Outlook Tips
  • Organizing your Inbox
  • Creating Folders
  • Using Colors
  • Using Flags
  • Sorting emails by various options
  • From , Conversation, Flags, Size
  • Using Categories

86
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

87
Using Colors for Easy ID
  • Select Tools gt Organize
  • Click Using Colors
  • Make your selections

88
Color Applied
89
Automatic Formatting
90
Adding Reminders for Follow-Up
  • Rt. Click Msg
  • Select Follow-Up
  • Reminder

91
Adding Flags to Distinguish
  • This message indicates a reminder and a flag has
    been applied

92
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

93
Sorted by Conversation
94
Categories
95
What can I do with categories
  • View emails by categories
  • View calendar appointments by categories
  • Can help with Ga. Counts
  • View Contacts by categories

96
Edit and Create Categories
  • Select Edit
  • Categories
  • Delete or Add categories

97
Assign Categories to Email
  • Right click the email message
  • Select Categories
  • Select the category to assign
  • Your message will now have

98
Assign Categories to Email
  • Select the category to assign your message
  • Click OK

99
View Folder by Categories
  • Select View from main menu
  • Select Arrange by
  • Select Categories

100
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

101
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

102
Assigning Categories to Calendar Items
103
Sort Calendar Items By Categories
104
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

105
Extension Listserv List Web Site
http//www.caes.uga.edu/intranet/coextopr/structur
e/listserv/
106
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

107
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

108
Q A
109
THANK YOU!
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