Welcome to the Microsoft Outlook 2011 for the Mac Tech Talk. Are there any questions you are hoping to have answered in todays Tech Talk? Microsoft Outlook 2011

What Will Be Covered Learn what Outlook 2011 provides to you Three important interfaces Email Calendar Contacts, Tasks, and Notes Mobile Device Support Outlook Web Access Additional Support Today we will be covering quite a range of topics from giving you a sense of what Microsoft Outlook 2011 for the Mac is like, how e-mail, calendar, contacts, tasks, and notes work, your mobile device support, how to access your account online, and where to find additional support. I know it sounds like a lot, but we will make it as least confusing as possible!

Microsoft Outlook 2011 The newest e-mail and calendaring client for the Apple Mac Seamless Mac integration All your e-mail together in one place Allows the use of Resource Calendaring Significant improvement in reliability and functionality from Entourage Microsoft Outlook 2011 was created specifically for Mac’s and is the newest e-mail and calendaring client. One great thing about Mac is that they created a seamless integration so its completely easy to set up your account without any hassles. All of your e-mail will be in one place, even if you have multiple users. The calendar interface does allow you to use resource calendaring. And there has been a significant improvement in reliability and functionality from the 2007 e-mail client Entourage.

The E-mail Interface Quick Access Toolbar Ribbon Navigation Pane ‘New’ button Navigation Pane Email List Includes emails from all accounts unless specified Can view as conversations Reading Pane Help Now that you’ve set up your account we want to take a look at one of the main reasons that you will be using Outlook. Email. When looking at the interface for E-mail you will notice that there is a Quick Access Toolbar that is customizable as well as that there is a ribbon which is a standard toolbar in all of Microsoft’s products. On the far left is your Navigation Pane, and within this pane is your accounts and folders. Also in your Navigation Pane, at the bottom, is where you can Navigate between your e-mail, calendar, contacts, tasks, and notes. Next to the Navigation Pain is your Email List. An important item to note is that if you do not have a specific e-mail account chosen in the navigation pane, all of your emails from all of your accounts will appear in the email list. Then, next to your Email List is your reading pane. This allows you to select an email and read it right there instead of having to double click and open it. One extremely helpful feature that Mac includes in all of its software is a Help/Search bar. In this Help/Search bar you can begin to type in what you are looking for, such as if you are trying to find out how to ‘add a contact’. If you type that directly into the bar, it will show you in your menu where you need to go to add the contact.

E-mail Demonstration Creating an e-mail Out-of-Office E-mail Signature(s) Color Categories E-mail Delegation Email Categories How to arrange your e-mails Global Address List (GAL) Moving the different panes Now that we know what the interface looks like we can begin to personalize the feature of our e-mail. You have the ability to set an Out-of-Office message for your emails, create a signature to appear at the bottom of every email sent out, utilize color categories, set up an email delegation, as well as access the Global Address List. Out-of-Office: Tools – Out of Office E-mail Signatures: Outlook – Preferences – Signature Color Categories: Ribbon E-mail Delegation: Outlook – Preferences – Accounts – Advanced – Delegates GAL: Email

The Calendar Interface Ribbon (Standard Toolbar) Date Navigator My Calendars List Calendar Pane The second most important reason that we are using Outlook is because of the Calendar. When you open your calendar you will notice some differences and similarities to the e-mail interface. The ribbon has remained at the top of the program. And on the far left where your navigation pane was, is now still a navigation pane, but for your different calendars. Also you will notice that at the bottom of the navigation remains that menu for transitioning between your E-mail, Calendars, Contacts, Tasks, and Notes. Then the main screen is the Calendar pane. This is where you can view what is going on in the day, the work week, the normal week, and the month.

Calendar Demonstration Creating an Appointment Creating a Meeting Reoccurring Appointments and Meetings Private Appointments and Meetings Resource Calendars (Rooms and Assets) Free/Busy and Reminders Color Categories & Flags Open Shared Calendars Calendar Delegation Since we are familiar with the calendar interface now, we can show you how to do some important calendar tasks such as creating an appointment or meeting, using resource calendars, setting up Free/Busy and reminders, using the color categories and flags, how to open shared calendars, and using a calendar delegation.

Contacts, Tasks, and Notes Server Based Integration with other Outlook components Flag on emails become tasks Contacts can be created multiple ways Can add a contact from e-mails quick and easy Tasks help with organization and can be viewed by multiple people Finally, the third aspect of Outlook is the Contacts, Tasks, and Notes. Each of these items are server based meaning that they will follow you from your computer to computer, on your mobile devices, and if you choose to use the online client. Not only this, but they are also integrated with your other outlook components. Meaning if you flag an email it can become a task seamlessly. Contacts are incredibly easy to create and there are multiple ways to create a contact based on what is most comfortable for you. Tasks and Notes are a nice feature to use. They help with organization and are able to be viewed by multiple people. So an example for me is if I’m working on a group project I can share my tasks for that project with others so that we can all see what needs to be done.

Contacts, Tasks, and Notes Demonstration Creating a contact Through a specific e-mail Through ‘Add a Contact’ Creating a contact group Making a task Writing a note Like I mentioned earlier, there are a lot of ways to crate a contact. But, there are two that are the easiest. One way is through the specific e-mail. If you receive an e-mail from someone, and want to add them to your contact list, you simply put your mouse over the email address, and click on the far right button in the window that appears. The other nice and easy way to add a contact is on the ribbon. On the ribbon, the second button from the left, is a menu called “new” when you click on new, you will see that it pops up with all of your options of what you can create. The 4th button from the top is Contact, simply click on that and put their information, and click the “x” in the top left corner when you’re done. The New Menu allows you to create everything pertaining to your email or calendar such as a contact group, a task, note, email, appointment and meeting.

Mobile Device Support Windows Mobile 6 iPhone, iPod Touch, and iPad PalmOS Android Android 2.2 Android 2.2.x Not recommended, is an OS issue Blackberry http://oit.colorado.edu/services/e-mail-calendaring/exchange- 2007/help/mobile-devices Remote Device Wipe- the process of remotely wiping your mobile device of its connection to your exchange account Since this is the age of technology, and we all have cellphones, there is mobile support for you to have your email account on your phone. We will not specifically go into each of these, but in this list you will see all the options that you can set up your work email in.

Outlook Web Access (OWA) With Outlook Web Access, you can use a Web browser to access your Microsoft Exchange account from any computer with an Internet connection. https://exchangeweb.colorado.edu Not all OWA functions are available in Safari or Firefox Viewing Subfolders is not automatic There are known issues with Chrome If you are away from your computer, and don’t have access to the Outlook Client, there is an option that you can use on the web. This is known as the ‘Outlook Web Access’ or OWA. It is a web-based access to the exchange service, and is based on Microsoft Outlook. To access OWA go to www.exchangeweb.colorado.edu. It is important to note that this is a browser experience so some of the customizable features you will lose, but you can still manage your group or resource accounts. If you are wanting to use Google Chrome, we do caution that there are issues that are arising and we encourage you to use a different web provider.

OWA Demonstration Mail Calendar Contacts GAL Sub-folders Options Signature Calendar viewing Out of Office GAL Available through the Address Book

Additional Training Resources OIT Resource Library: http://oit.colorado.edu/it-training/resource- summary SkillSoft & Books 24/7– login through: www.MyCUInfo.Colorado.edu Microsoft Office Online Training: http://www.microsoft.com/mac/how-to OIT Online Tutorials: http://www.oit.colorado.edu/email- calendaring/exchange/help/e-mail-calendar- programs Now that we have provided a general look at Microsoft Outlook for the Mac there are additional training resources that you can use to learn more. Through the college we have a program called SkillSoft. This is a great free option that is provided to us that has step-by-step tutorials on all kinds of different software programs. Also through the school, OIT has created online tutorials so help with your email-calendar programs. Along with OIT,, Microsoft Office provides online training on how to work some of the new features in Microsoft Outlook 2011. You can also find additional training options, FAQ’s, and Job aids about Microsoft Outlook that are extremely helpful in answering questions via the OIT Resource Library. -demo OIT Training Section of Website

Support IT Service Center 303-735-HELP (4357) from off Campus Phone 5-HELP (4357) from on Campus Phone help@colorado.edu OIT Website http://oit.colorado.edu/email We also want to give you some of our information if you need help with your migration from the previous email client to Outlook 2011 or Support on How to navigate your way around Outlook 2011 and OWA.

Are There Any Questions? Are there any questions that you have about Outlook 2011? Are There Any Questions?