Transcript Introduction to Stanford Email and Calendar Instructor Ammy Hill Jo-Ann Cuevas-Pagliaro STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES.

Introduction to
Stanford Email and Calendar
Instructor
Ammy Hill
Jo-Ann Cuevas-Pagliaro
STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES
Agenda
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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:
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Outlook
Apple Mail
Thunderbird
Eudora*
and others
 If you’re 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
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Perfect for people who want to access their mail from more than one
computer and who don’t have large email stores (limited to 1gb)
 Outlook (w/ Outlook Connector)
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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)
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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
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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)
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Mail
Address Book
Calendar
Tasks
Preferences
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Navigation - The Mail Anatomy
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1. Stanford link,
Search Bar,
Standard/Advan
ced 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
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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
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Embed folders in folders
 Tags
 Mail Filters
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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
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Advanced Search allows you to search by more than just the basic options.
As you add each search term, the results update dynamically.
Attachment
Basic
Search for documents with or without an attachment, or for a specific type of
attachment
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 @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 you’ve Replied
to or Forwarded.
Search for messages with one or more tags.
Tag
Time
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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:
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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.
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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
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You may share email folders,
calendars, address book folders,
and task lists
To Share a Calendar, right-click
(or Control+click) and select
Share Calendar
Enter the email address
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Internal – anyone on Stanford Email
and Calendar
External – any other email address
Public – use with caution!
and select a role
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Viewer - see what’s 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
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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
Preferences>General 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:
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HelpSU – http://helpsu.stanford.edu
• Request Category: Email and Calendar
• Request Type:
• Email = Webmail
• Calendar = Stanford Calendar
Searchable Helphttps://zimbraprod.pobox.stanford.edu/zimbra/help/en_US/advanced/Zimbra_User_He
lp.htm
 Documentation:
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Stanford Email and Calendar Web
Sitehttp://www.stanford.edu/services/emailcalendar
Project Web Site:
http://iec.stanford.edu
Migration Checklist:
http://iec.stanford.edu/checklist.html
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What questions do you have?
For more information, go to:
http://iec.stanford.edu
http://services.stanford.edu/emailcalendar
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