TOOLS TO HELP US COMMUNICATE MORE EFFECTIVELY TOGETHER

COMMUNICATION TOOLS WILL ONLY WORK AS WELL AS THE WAY WE USE THEM College Wide Calendar Outlook Skype for Business

COLLEGE WIDE CALENDAR THE COLLEGE WIDE CALENDAR CONTAINS EVENTS AND REMINDERS FOR FACULTY AND STAFF AT CAROLINAS COLLEGE OF HEALTH SCIENCES.

COLLEGE WIDE CALENDAR LOCATION The College Wide Calendar is located in Moodle 1.Login to 2.Go to All Courses 3.Go to Faculty/Staff 4.Select CCHS College Wide Calendar 5.Self-Enroll You only need to do this process once! Thereafter, you can find the College Wide Calendar on your Dashboard.

COLLEGE WIDE CALENDAR FEATURES Color-Coded events Syncing Capability to other calendars. Printing Options Viewing options: by week, month or agenda list Self Adjusts to screen width Searchable Details

COLLEGE WIDE CALENDAR SYNCING You may sync anything from the College Wide Calendar to your own calendar in Outlook, Google, phones or tablets. Syncing instructions for the College Wide Calendar can be found just below the calendar. If you need technical assistance with the CCHS College Wide Calendar, please submit a help Ticket to:

COLLEGE WIDE CALENDAR MANAGERS The College Wide Calendar is managed by our CCHS Staff Assistants. Located on the CCHS College Wide Calendar page you will find the names of the Calendar Managers listed above the calendars they manage. If you have questions about any listed events or would like to add an event, please contact the appropriate Calendar Manager.

HOW DO I RECALL THE INFORMATION ON THE COLLEGE WIDE CALENDAR? Visit “Technology Updates” on our Moodle Page.

OUTLOOK CALENDAR TIPS

TIP #1 Open Outlook from a Shortcut 1.Type “Outlook” in the Search bar of your Start menu. 2.Right-Click the “Outlook 2016” program title 3.Select “Pin to Taskbar”

TIP #2 Organize your View 1.Click the “View” tab 2.In the “Layout” area, Select “Folder Pane” then Check “Normal” 3.Update the Reading Pane and To Do Bar to your preference

TIP #3 Use “Busy” in your calendar when you REALLY are 1.Create a “New Appointment” 2.In the “Show As” area, Select “Busy” when you cannot be disturbed “Working Elsewhere” if you’re working from another location “Tentative” when you’re holding a busy date ”Out of Office” when you’re on PTO “Free” when you create a reminder for yourself, but are available. 3.Complete the remainder of your appointment details, Save & Close

TIP #4 Check if someone is “Free” BEFORE sending an Appointment 1.Create a “New Appointment” 2.In the “Show” area, Select Scheduling Assistant 3.Type the Invitee’s name in the “All Attendees” column and click Enter 4.Using the Scroll bar below the time schedule, check the dates and times to see when a person is Free

TIP #5 Respond to Invitations Accordingly Open the invitation and consider your other meetings before you choose how you accept: Click “Accept” and Send the Response Now when you know you are free and will be part of the event. Click “Tentative” and Edit the Response Before Sending to inform the person you’re replying to that you are interested but may not be able to attend. Click “Decline” and Edit the Response Before Sending to inform the person you’re replying to why cannot attend. Click “Propose New Time” to suggest a new tentative time.

TIP #6 Reply All ONLY when ALL needs to see your Reply 1.Select Reply when you intend to reply to the originator of an message only 2.Select when you intend to reply to every person who the was sent to.

TIP #7 Vote when requested ! 1.Click on the message that appears under your name when you’ve been sent a voting request: 2.Select your voting choice 3.To confirm you completed the request, you will see a similar message appear under your name:

OTHER TIPS Adjust Work Hour Duration (Default is 8-5) Add Travel Time Around your Off Campus Work Drag onto Your Calendar to create an Appointment Copy and Paste in an Appointment Know that Busy time in Outlook will show up in Skype as Busy too

SKYPE MESSENGER TIPS

TIP #1 Open Skype from a Shortcut 1.Type “Skype” in the Search bar of your Start menu. 2.Right-Click the “Skype for Business 2016” program title 3.Select “Pin to Taskbar”

TIP #2 Let People Know You’re In 1.In the Skype Window, under your name “Available” will be displayed automatically when you’re logged in to your computer “Busy” will be displayed automatically when you have a meeting “Appear Away” will be displayed automatically when you lock or step away from your computer Select “Do Not Disturb” if you have an impromptu meeting or heavy workload Select “Be Right Back” if you plan to step out for more than 5 min. 2.Under the availability choices, double click the “Where are you now” area and type in your location

TIP #3 Set-up a Short-cut to your Contacts 1.In Skype, in the “Find Someone” area, type the name of the person you wish to add to your contacts and click Enter 2.In the list of names, right click on that person’s name and select “Add to Contacts” or “Add to Favorites”

TIP #4 Use Skype for a Short Message Rather than 1.In Skype, double click on the name of the person in your contact list 2.In the new message window, type a message in the white field and click enter or us the send icon Or 1.In Skype, type the name of the person you are searching for. 2.In the list of names, right click on that person’s name and select “Send an IM” 3.In the new message window, type a message in the white field and click enter or us the send icon

OTHER TIPS Record Meetings (Lecture Capture) Use a webcam or not (Don’t need a camera or a mic) Click Control-S to Save your Conversation History in Outlook Share Screens Collaborate on a PowerPoint Share a File with a simple Drag and Drop in the Messenger Text box

WHAT’S HELPFUL FOR YOU?

HOW DO I RECALL THESE HELPFUL TECHNOLOGY TIPS ? Visit “Technology Updates” on our Moodle Page found under the Faculty/Staff Category.