Introduction to Stanford Email and Calendar

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Introduction to Stanford Email and Calendar

• Instructor
• Ammy Hill
• Jo-Ann Cuevas-Pagliaro

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Agenda

• Upcoming Changes and How It Affects You
• Standard or Advanced Web Client
• Browser Compatibility
• Which Email Program do I use?
• Navigation and Features
• Mobile Devices
• Help/Job Aids
• Additional Training Opportunities

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Upcoming Changes and How It Affects You

• Email migrates to a new server between October
  29th and December 15th, 2008.
• There is no requirement for you to change from
  your current desktop email client. Works with
• Outlook
• Apple Mail
• Thunderbird
• Eudora
• and others
• If youre using a desktop email client, you may
  not notice the change. Things you might notice
• More storage most go from 500 MB to 1 GB
• New Webmail interface
• Eudora users should consider moving to a new
  email program soon, but not because of this
  change.
• Work with your local tech support and submit a
  HelpSU ticket before making big changes.

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Which Email Program Do I Choose?

• You may want to choose
• Webmail only
• Perfect for people who want to access their mail
  from more than one computer and who dont have
  large email stores (limited to 1gb)
• Outlook (w/ Outlook Connector)
• Works best for PC/Windows users who have years of
  stored email and want to archive those stores on
  their hard drive. Can be used exclusively or
  paired with webmail.
• Mail, iCal, and Address Book (w/ iSync Connector)
• Works best for Macintosh users who have years of
  stored email and want to archive those stores on
  their hard drive. Can be used exclusively or
  paired with webmail.
• Thunderbird
• Works best for Unix or Linux users or folks who
  want to avoid Outlook or Apple Mail. Allows local
  storage of email. Can be used exclusively or
  paired with webmail.

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Browser Compatibility

• Works equally well on
• Firefox
• Safari
• Internet Explorer 7.0 (PC)
• Users report much slower performance when using
  Internet Explorer, especially IE 6.
• Works in Standard mode only
• Google Chrome
• Must have minimum screen resolution of 1024 x 768

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Navigation (tabs)

• Navigation (tabs)
• Mail
• Address Book
• Calendar
• Tasks
• Preferences

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Navigation - The Mail Anatomy
1

1. Stanford link, Search Bar, Standard/Advanced
   toggle, Help, and Log out .
2. User Name, Quota, and Application Tabs.The
   applications that you can access are listed in
   the tabs.
3. Toolbar. Changes depending on the application in
   use.
4. Overview Pane. Displays your folders, saved
   searches, tags, and zimlets. Displays different
   items for different application tabs.
5. Mini Calendar
6. Content Pane. Changes depending on the
   application in use.

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Navigation - Mail Views

• View By Message or By Conversation
• By Conversation groups messages with the same
  subject together so that you can see the message
  and any replies together
• By Message puts messages in the Inbox in the
  order received
• View By Conversation is the default
• Reading Pane
• With Reading Pane on, messages display in the
  lower half of the screen
• With Reading Pane off, double-click to see the
  message
• Reading Pane on is the default

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Navigation - Mail Features

• Default Folders
• Inbox all new incoming mail
• Sent all outgoing mail
• Drafts saved unsent messages
• Junk for spam
• Trash deleted mail. Deleted mail is emptied
  from trash every 30 days.
• Create Folders
• Embed folders in folders
• Tags
• Mail Filters
• Create filters from the Preferences tab. ( See
  Preferences section.)
• Attach documents to display in email body
• Sort your mail
• Search your mail

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Searching

• Basic search searches left to right for a string
  of text
• Click the Advanced search button to access
  additional searching options
• You may search for appointments, tasks, emails,
  etc. using the same search to search across item
  types

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Advanced Search

• Advanced Search allows you to search by more than
  just the basic options.
• As you add each search term, the results update
  dynamically.

Attachment Search for documents with or without an attachment, or for a specific type of attachment
Basic Search the From, To, CC, Subject and Content (body)
Date Search for a message that received before, after, or on a specific date
Domain Search for messages from a specific domain like _at_stanford.edu
Folder Limit your search to a specific folder
Saved Search If you build the same search regularly, you can save it and it will add to the navigation bar (on the left) and will be available in the Advanced Search
Size Search for messages that are smaller or larger than a size value you specify
Zimlets Search for messages that contain a URL or phone number
Status Search for messages that are Flagged, Read or Unread, or that youve Replied to or Forwarded.
Tag Search for messages with one or more tags.
Time Search for messages using relative time frames like items that were received in the last hour, last 4 hours, today, yesterday, this week, last week, this month, last month, this year, or last year.
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Navigation - Address Book

• Address Book is where you store contact details.
  
• By default a Contacts and an Emailed Contacts
  address book are included to be used in Stanford
  Email and Calendar. In Stanford Address Book you
  can
• Access the Global Address List (GAL) (also called
  Company Contacts). This is StanfordWho with
  Stanford View access.
• Create your own Contact Groups (aka personal
  distribution lists in Eudora).
• Add additional contact information when the name
  is in a list in your Address Book.

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Navigation - Calendar

• The new Stanford Calendar lets you track and
  schedule your appointments, meetings, and events.
  With the new calendar, you can
• Create appointments and schedule meetings. Mark
  them private or public
• Create all-day events
• Create different personal calendars
• Use Quick Add to quickly create an appointment
• View other peoples free/busy schedules to
  facilitate group scheduling
• Display your free/busy status by managing your
  schedule
• Print your calendar or sync with a mobile device
  (iPhone,Windows Mobile 6, or Treo 650)
• Share your calendar with coworkers

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Meeting Status

• Meeting status is displayed by color saturation.
• New needs action
• Accepted
• Tentative
• Declined

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Calendar Views

• View the calendar in five modes
• Day View
• Work Week View
• Week View
• Month View
• Schedule View
• View your calendar or calendars that have been
  shared to you
• Additional calendars are displayed overlaid over
  your calendar
• Schedule view displays calendars side-by-side

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Viewing Others Calendars

• Calendars you have access to display in the left
  hand column below your calendar(s)
• For new shares, you will receive an email.
• Accept the share from the email
• The shared calendar will display in your calendar
  in the left hand column.
• It is on by default. Uncheck the box to remove
  the overlay.

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Sharing in Stanford Email and Calendar

• You may share email folders, calendars, address
  book folders, and task lists
• To Share a Calendar, right-click (or
  Controlclick) and select Share Calendar
• Enter the email address
• Internal anyone on Stanford Email and Calendar
• External any other email address
• Public use with caution!
• and select a role
• Viewer - see whats on your calendar
• Manager like Designate in Sundial
• Admin may share this calendar to others

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Printing Your Calendar

• In the left hand column, check the calendars you
  would like to have included when you print
• Select the view (Day, Work Week, Week, Month, or
  Schedule) you would like to print
• Click the Print icon
• Click OK on the Printer dialog screen
• Close the Print View window

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Navigation - Tasks

• The Tasks feature lets you create to-do lists and
  manage tasks through to completion. Some things
  you can do with tasks, include
• Add tasks to the default Tasks list
• Create other task lists to organize your to-do
  lists by more specific activities, such as by
  work or personal projects.
• Share a Task list with others.
• Sort task lists by subject, status, percentage
  complete, and due date.
• Move a task to another list

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Standard or Advanced Web Client

• The Advanced Web Client offers the full set of
  Ajax based web collaboration features. The
  advanced web client works with the newer browsers
  and faster internet connections.
• Standard Web Client is a good option when
  internet connections are slow or users prefer
  HTML-based messaging for navigating within their
  mailbox.
• Stanford Email and Calendar defaults to the
  Advanced Web Client
• Each time you log in you can choose which web
  client version you want to use, either default
  Advanced or Standard.
• If your preferred client type is not the default,
  you can change it in the PreferencesgtGeneral tab.

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Mobile Devices

• iPhone 2.0 and Windows Mobile 6 are best
  recommendations.
• Palm Treo 650 is compatible.
• Palm Treo 680 has issues and cannot do
  over-the-air sync.
• If you use Windows Mobile 5, find out if an
  upgrade to 6 is available for your device.
• Blackberry push mail requires a BES license.
  There will be an additional charge (TBD) for this
  service.
• See the Zimbra Mobile Device Capability page for
  more info.

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Help / Documentation

• Help
• HelpSU http//helpsu.stanford.edu
• Request Category Email and Calendar
• Request Type
• Email Webmail
• Calendar Stanford Calendar
• Searchable Helphttps//zimbra-prod.pobox.stanford.
  edu/zimbra/help/en_US/advanced/Zimbra_User_Help.ht
  m
• Documentation
• Stanford Email and Calendar Web
  Sitehttp//www.stanford.edu/services/emailcalendar
  
• Project Web Sitehttp//iec.stanford.edu
• Migration Checklisthttp//iec.stanford.edu/check
  list.html

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What questions do you have?

• For more information, go to
• http//iec.stanford.edu
• http//services.stanford.edu/emailcalendar