Before You Begin




Дата канвертавання28.04.2016
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Tips & Tricks for Microsoft Live@edu

Outlook Live Demonstration for the Kentucky Department of Education

Before You Begin


The following demos were created by capturing click-by-click screenshots of the Live@edu applications and pasting them onto individual PowerPoint slides (similar to the frame-by-frame construction of an animated cartoon). When executed in slideshow mode (F5), the slides resemble a live demo without concern for Internet connectivity, demo accounts, or other hard-to-control variables. Simply follow the script below and click on the slide per the script instructions. Each “click” of the demo represents an advance to the next slide.

Once in the slideshow, right-click and select Pointer OptionsArrow OptionsVisible to deliver a more realistic experience by preventing the mouse pointer from auto-hiding.

To deliver the full demonstration, you will need four PowerPoint files:


  • Part I – Live@edu KDE Demo

  • Part II – Live@edu KDE Demo

  • Part III – Live@edu KDE Demo

  • Part IV – Live@edu KDE Demo

For the best quality, set your PC resolution to 1024x768.

Introduction


Your students want more, with the exception of homework, of course. While we can't help with less homework, we can give them more services. Microsoft Live@edu provides your students, and everybody else on campus, with 10GB of hosted email and calendaring, 25 GB of online storage, and a place to share and edit their Microsoft Office documents online.

Live@edu primarily consists of the capability for schools to provision Windows Live IDs and get a hosted email solution based on Outlook Live at the school’s email address. The Windows Live ID will also enable students to access a variety of Live services, including Office Live Workspace and SkyDrive storage to help students manage their studies, share and store information, collaborate with other students in real-time, and stay connected more easily with friends and family.



With enterprise-class hosting that is integrated with the school’s existing infrastructure, Live@edu relieves schools of the burden and cost of maintenance and design of these types of advanced, yet expected, communications services, giving them back time and money for more strategic projects, while offering students access to email and documents via their PCs, mobile phones, and online.

Demonstration 1: I Need to GET STARTED with Outlook Live


Feature

What You Say

Where You Click

Introduction

Equip yourself and your students with student email and calendar tools similar to what they may use in the workforce. Each account features a 10GB inbox size limit and a 20MB message size limit.
You can access your mailbox through Internet Explorer, Mozilla Firefox, Apple Safari, and other Web browsers on computers that run UNIX, Apple Macintosh, or Microsoft Windows.
Domain administrators can customize the look and feel of Outlook Live to reflect your school’s brand. You can also customize the appearance of the Web site header and footer for other Windows Live services, such as Windows Live SkyDrive.

Login

To login to Outlook Live, go to http://www.outlook.com and enter your Windows Live ID (your school e-mail address provided by your IT administrator) and your password.

  • Launch Part I slideshow

  • Click Windows Live ID field

  • Click Password field

  • Click Sign In

User Interface

Outlook Live features an easy-to-use Outlook Web Application interface similar to the full Office Outlook client.
The Navigation Pane, located next to the main window, gives you one-click access to all the folders in your mailbox.
You can use the Favorites folder in the Navigation Pane to store shortcuts to the folders you use the most.
The Reading Pane lets you read items in your mailbox without opening them.

  • Point out Navigation pane

    • Point out mail folders

    • Point out Favorites

    • Click Calendar

    • Click Contacts

    • Click Tasks

    • Click Mail

  • Point out Message pane

  • Point out Reading pane

Drag & Drop/

Right-Click/

Keyboard Shortcuts

The Outlook Web App browser interface is designed to function as much like a desktop application as possible.
For example, right-clicking almost anywhere will display a menu of things you can do. Right-click a message, a folder, or a calendar entry to see the available options.
You can also easily drag and drop messages into folders.
Many of your keyboard shortcuts also work in Outlook Live. Search for “Keyboard Shortcuts” in the Outlook Live help tool for a full list of available shortcuts.

  • Click the first e-mail (Announcement: School closes)

  • Point out right-click menu

  • Click anywhere off the right-click menu to close it

  • Drag and drop the first e-mail (Announcement: School closes) to the Announcements folder

  • Click the Announcements folder

  • Click the Inbox

  • Click the Help icon at the top right (blue circle with question mark)

  • Click the Search field

  • Click the magnifying glass icon

  • Click the top link to Keyboard Shortcuts

  • Click the scroll down icon

  • Click the X at the top right to close the window

Conversation View

By default, Outlook Web App uses Conversation view in all e-mail folders whenever the Reading Pane is turned on. Conversation view displays every message in a conversation in a single view.
Conversation view shows all messages in a conversation, no matter what folder they're stored in. For example, if you've replied to a message in your Inbox, you'll see both the original message and your reply in Conversation view.
To turn Conversation view off, or to sort your inbox by other criteria, click the Arrange by: button above the Message Pane.

  • Click message group called George Washington Presentation

  • In the Reading Pane, click the small arrow to the left of the first message to collapse it

  • Point out the other messages in the conversation

  • Click the arrow to the left of the second message to expand it

  • In the Message Pane, click the arrow to the left of the message group to expand it

  • In the Message Pane, click the arrow to the left of the message group again to collapse it

  • Click Arrange by: at the top of the Message Pane and point out the options (including the Conversation checkbox)

  • Click anywhere to close the pop-up menu

Search

Outlook Web App lets you search for any item in your mailbox or your address lists. You'll find a search window at the top of the list of items in any mail, contacts, or task folder. Calendar doesn't have a search window, but meeting requests and responses are included in the results of searches of the mail folders they're stored in.

  • Click the double dropdown arrow to the right of the Search field

  • Click the Search field

  • Click the single dropdown arrow to the right of the Search field

  • Click This Folder

  • Check box for Results in:

  • Click magnifying glass on right of Search field

  • Click red X on right of Search field to clear search

  • Click up arrow on right of Search field to collapse search options

Filter/Favorites

You can also filter your messages based on specific criteria, like all messages with attachments. You can then save that filter as a Favorite so you can run it again in one click.

  • Click Filter dropdown at top of Message pane

  • Click Attachments

  • Click Apply

  • Click Add Filter to Favorites button (below View)

  • Click OK

  • Point out new Attachments folder in Favorites

  • Click Clear Filter button (below View)

  • Click Attachments folder in Favorites

  • Click Inbox folder

Automatic Replies

If you'll be away, out of the office, or on vacation, you can use Automatic Replies to automatically respond to incoming mail from internal and external senders.
You can also define a time period that includes the dates and the times you want automatic replies to be sent.
You can send a separate automatic reply to external senders in addition to internal senders. The reply you enter for external senders is sent only to senders outside your organization. You can send the reply to only your contacts or to all external senders, but keep in mind that you may not want everyone to know you’re away.

  • Click Options

  • Click Organize E-mail

  • Click the radio button for Send automatic replies

  • Check the box next to Send replies only during this time period

  • Click the Start time: date dropdown

  • Click 4/12

  • Click the Start time: time dropdown

  • Click 9:00am

  • Click the End time: date dropdown

  • Click 4/19

  • Click the End time: time dropdown

  • Click 9:00am

  • Click the message field

  • Click the scroll down arrow

  • Point out the External Senders check box and options

  • Click the scroll up arrow

  • Click Save

E-mail Signature

An e-mail signature is text that you can add to the end of an outgoing e-mail message. Type the signature you want to use in the text box. Use the formatting bar to format the font you want to use.
If you use both Outlook Web App and Outlook and want a signature in both, you need to create a signature in each.
If you opt not to automatically include your signature on messages you send, you can add it to a message later by clicking Insert Signature on the message toolbar.

  • Click Settings

  • Click the E-Mail Signature field

  • Check box next to Automatically include my signature on messages I send

  • Click Save

  • Click My Mail

Attachments

You can use attachments to include one or more files on any item that you create in your mailbox, for example, an e-mail, calendar item, or contact.
You can also attach other messages. Simply drag and drop an existing message from the Message Pane into an open e-mail message. Alternatively, you can right-click the message you want to send as an attachment and click Forward as Attachment.

  • Click the New e-mail message button

  • Click the paperclip icon

  • Click Browse

  • Click Field Trip Permission Form

  • Point out instructions for attaching e-mail message items

  • Click Attach

  • Click To: line

  • Click the top left of the message body

  • Click Send

Demonstration 2: I Need to BE ON TIME AND SHARE with Outlook Live


Feature

What You Say

Where You Click

Introduction

Now that you know some of the basics of Outlook Web App, let’s look at some of the ways this tool can help you be on time and share with others.

Calendar Basics

Your Calendar lets you create and track appointments and meetings.
The calendar offers four different views: day, work week, week, and month.

  • Click Calendar

  • Click Day

  • Click Week

  • Click Month

  • Click Work Week

Create a New Calendar

By default, Outlook Web App includes your personal calendar. You can create other calendars as needed to track other important dates and appointments. For example, you could create a school or class calendar or even a calendar to help keep track of major homework assignments.
You can open multiple calendars at once by checking or un-checking the appropriate box.

  • Click My Calendars

  • Click Create New Calendar

  • Click the new calendar field

  • Check the box for the Homework calendar

Create an Appointment

An appointment is a block of time you mark on your calendar for a specific activity, in this case when a particular homework assignment is due.
Appointments can be a single occurrence or can be scheduled to repeat, for example, a weekly appointment to prepare a report. Your appointment will appear only on your calendar, but if you need to, you can share the calendar so others can view it.

  • On the Homework calendar, click Friday at 2pm

  • Click the Subject field

  • Click the Location field

  • Click the Reminder field

  • Click the scroll down arrow

  • Click 1 day

  • Click Save and Close

Shared Calendars

You can invite anyone in your shared address book to access your calendar. When you send an invitation to share your calendar, you choose how much information to share.
When you share your primary personal calendar, you have the option of requesting permission to view the recipients’ calendars at the same time.
Again, you can open multiple calendars at once by checking or un-checking the appropriate box.

  • Click Share button

  • Click Share a Calendar, then Homework

  • Click the To: line

  • Click Send

  • Uncheck the Homework calendar

  • Click Share button

  • Click Share a Calendar, then Calendar

  • Click the To: line

  • Check box next to I want to request permission to view the recipient's Calendar folder

  • Click Send

  • Click Share, then Open a Shared Calendar

  • Click the Name field

  • Click OK

Meeting Request

Once you have permission to open and view another person’s calendar, you can find an available time slot and schedule him or her to meet.
A meeting is an appointment you share with another person. It could be a study group, parent/teacher conference, student review, etc. Like appointments, meeting requests can be for a single meeting or can be scheduled as repeating meetings.
When you request a meeting, in addition to setting a time and subject, you'll add a list of attendees to invite. If the recipients are in the shared address book, you'll be able to see their free/busy time.
You can also add resources, such as a conference room or projector.

  • On the left calendar, click the 2:30pm timeslot on Thursday

  • Click the Subject field

  • Click the Location field

  • Click Scheduling Assistant

  • Click below Sara Davis under Select Attendees

  • Under Select Rooms, click Add a room

  • Click Send

  • Uncheck the Sanjay Patel calendar

Group Lists

To make it easier to e-mail or schedule meetings with multiple people at once, you may want to create a Group.
You can create a group to store a list of people or groups you want to send e-mail to. You can use a group to send the same message to multiple contacts without having to enter each contact separately in the message. For example, Period 1.

  • Click Contacts in the Navigation pane

  • Click New dropd0wn, then click Group

  • Click the Group Name field

  • Click the Members field

  • Click Add to Group

  • Click Save and Close

Send E-Mail

Here’s a topic I want my class to discuss. By sending it to the Period 1 group I created, I don’t have to enter each student separately in the message.

  • Click Mail in the Navigation pane

  • Click Drafts

  • Click FOR EXTRA CREDIT: Antigone Discussion message

  • Click the To line

  • Click Send

Public Groups

Group lists like I created for Period 1 are for my own personal use. Sometimes you may want to create a group that can be found and used by anyone on your domain. To do this, you should use Public Groups.
You can use the Public Groups I Own pane to create your own public group, which is a collection of two or more people. The group you create here appears in your shared address book for others to use.
Public groups are great not only for classes, but for sports teams, clubs, or other cross-class organizations.
As a group owner, you can restrict membership to the group or require approval before joining.

  • Click Options

  • Click Groups

  • Under Public Groups I Own, click New

  • Click Display name: field

  • Click E-mail address: field

  • Click Membership header

  • Click Add

  • Click Bob Kelly

  • Click scroll down arrow

  • Click Lisa Andrews

  • Click OK

  • Click Membership header

  • Click Membership Approval header

  • Click Owner Approval

  • Click Save

  • Click My Mail

Send E-mail

Here’s a message I want to send to everyone on the Jazz Band public group.

  • Click Drafts

  • Click Free Tickets to Jazz Week message

  • Click the To line

  • Click Send

  • Click Inbox

Demonstration 3: I Need to GET ORGANIZED with Outlook Live


Feature

What You Say

Where You Click

Introduction

Let’s look at some of the ways this tool can help you get organized.

Create Folders

By default, messages sent to you are stored in your Inbox. But you can organize your messages into a hierarchical folder system and continue to adjust it as your needs change.
For example, I can create a folder to store messages related to our ongoing class discussion.
The folders you create can reside at the same level as your default folders (Inbox, Sent Items, and so on), or you can create subfolders in an existing e-mail folder.

  • Click Sara Davis above mail folders in Navigation pane

  • Click Create New Folder

  • Click the new folder

Right-Click Rules

Rules can be used to automatically sort incoming e-mail into folders based on, for example, who the sender is, who the message was sent to, or the importance of a message.
So, if I want to track all of the student responses to this discussion, I’ll right-click the message and create a rule that moves future messages into the specific folder I created. Then, I simply click that folder to review all of their responses when I’m ready.
Outlook Web App may delete some rules you created in the full Office Outlook client. If you use Office Outlook most of the time, create and manage your rules from there.

Also, while the full Office Outlook client allows you to run rules on items already in your inbox, existing messages in Outlook Web App must be manually moved to the correct folder.



  • Click FOR EXTRA CREDIT: Antigone Discussion message

  • Click Create Rule

  • Check box next to It includes these words in the subject

  • To the right of Do the following:, click Select one…

  • Click Antigone, then click OK

  • Click Save

  • Point out message, then click Yes

  • Drag and drop FOR EXTRA CREDIT: Antigone Discussion message to Antigone folder

Inbox Rules Tab

You can also use the Inbox Rules tab to create new rules, or to edit or delete existing rules.
For example, I can create a rule to mark all messages from a specific sender with a category color of my choosing.

  • Click Options

  • Click Organize E-Mail

  • Click New

  • Click When the message arrives, and:

  • Click It was received from

  • Click Select one

  • Click Lisa Andrews

  • Click OK

  • Click Do the following:

  • Click Mark the message with a category

  • Click Select one

  • Click Science Class

  • Click Faculty

  • Click OK

  • Click Save

Categories

Categories help you organize items in your mailbox. You can apply a category to anything in your mailbox: a message, a calendar item, a contact, or a task. You can also search and filter by category.
Each category is assigned a color and a name and its meaning is unique to you (red to you may not mean the same as red to someone else). So, you could make items related to sports practice one color and items related to English class another color.
I’m going to create a new category color for messages I receive from the Jazz Band group.

  • Click My Mail

  • In the first message (Free Tickets to Jazz Week), click Category button (above time stamp)

  • Click Manage Categories

  • Click Create New Category

  • Click the Category name field

  • Click the color dropdown

  • Click the silver color (first color, third row)

  • Click OK

  • Click OK again

  • In the first message (Free Tickets to Jazz Week), click Category button (above time stamp)

  • Click Jazz Band

  • Click anywhere to close pop-up menu

Flag as Task

While categories help you organize information in your inbox, you can use flags to remind yourself to follow up on specific items.
E-mail messages containing a homework assignment or other “to-do” item, can be easily flagged for follow-up. You can choose from one of the default flags or select a custom due date and reminder.
Flagged items are automatically added to your Tasks folder so you can track and manage them in one place.

  • Click Founding Fathers message from Jeff Price

  • Click Flag icon on right of message

  • Click This Week

  • Click Tasks in Navigation pane

Create a New Task

You can easily add a new task to your task list by clicking New Task or by typing the subject in the Type a new task box at the start of the task list and then clicking the Add New Task icon.

  • Click Type a new task field

  • Click No due date field

  • Click 4/14

  • Click create task icon to right of due date

  • Check Reminder box in Reading Pane

  • Click Mail in the Navigation Pane


Demonstration 4: I Want to BE A POWER USER with Outlook Live


Feature

What You Say

Where You Click

Introduction

Let’s look at a few advanced scenarios for Outlook Web App.

Instant Message (Chat)

Note: This feature set is considered I Own, meaning it cannot be inspected by IT. Use of instant messaging is therefore at KDE district discretion. By default, it is on for teachers and off for students, though districts can enable it for students as necessary.
Instant messaging capabilities are integrated into Outlook Live. The colored dot next to your name at the top of the Outlook Web App window indicates your availability. Click the down arrow next to the dot to change your availability status or to sign out of IM.
Click the colored dot next to a person’s name to see other communication options, including sending them an instant message, scheduling a meeting, or adding them to your instant message or Outlook Web App contacts.
You can chat with anyone who uses chat in Hotmail, MSN, Windows Live, AOL, or Yahoo!

  • Click the Sara Davis presence icon at the top right of the screen

  • Point out options

  • Click anywhere to clear the pop-up menu

  • Click the second e-mail message (Founding Fathers)

  • Click the presence icon next to Chris Mayo at the top of the message in the Reading Pane

  • Point out options

  • Click anywhere to clear the pop-up menu

Consolidate E-mail Accounts

You can also read, send, and receive e-mail from your other e-mail accounts by connecting them to Outlook Web App. You can connect up to five other accounts, such as Hotmail, Gmail, and Yahoo! Mail accounts.
Note: Connected accounts become subject to inspection by IT.

  • Click Options

  • Under Connected Accounts, click New

  • Click Cancel

Mobile Sync

You can also use your mobile phone to access information in your Outlook Web App account. To do this, your phone must be running Windows Mobile 5.0 or a later version or be compatible with Exchange ActiveSync.
The Mobile Phones tab lets you view and manage all the mobile phones currently synchronized with your mailbox.
If your mobile phone is running Windows Mobile 5.0 with the Messaging Security and Feature Pack (MSFP) or Windows Mobile 6.0 or a later version, your administrator can configure your phone to send a recovery password to the Microsoft Exchange server. You can enter the recovery password if you forget the password that you have set to unlock your phone.
If you lose your mobile phone or want to remove all personal data from your phone, you can use a process known as remote device wipe. This process removes all personal data from your phone.
Note: After the remote device wipe process is complete, it's very hard to recover the information that was stored on the phone. However, it's technically possible that data might be recovered using sophisticated tools.

  • Click Phone

  • Under Mobile Phones, click configure the phone to synchronize with Microsoft Exchange

  • Show instructions

  • Click the X at the top right to close the window

Connect to Outlook

If you run Office Outlook 2007 on your PC or laptop, you can automatically set it up to access your account from Outlook Web App using only your e-mail address and password sign-in information. Currently only the 2007 version of the program is supported.
You can include only one Exchange e-mail account per Outlook profile (Outlook Web App is considered an Exchange account). So, if you already have a local Exchange profile, you will need to create a new one for your Outlook Web App account.
Note: If you manage another person’s calendar as a delegate, delegate permissions must be setup in the full Office Outlook client. Once delegate permissions are established, the delegate can open the managed calendar in Outlook Web App:

  • Click ShareOpen a Shared Calendar

  • Enter the name of the person whose calendar you have delegate permissions to manage

  • Any meetings you setup in the open calendar will be sent “on behalf of” similar to Outlook

  • Click Account

  • Under Shortcuts to other things you can do, click Connect Outlook to this account

  • Show instructions, then click the X at the top right to close the window

  • Click minimize icon at top right

  • Click anywhere

  • Click User Accounts

  • Click Mail (32-bit)

  • Click Show Profiles

  • Click Add

  • Click Profile Name field

  • Click OK

  • Click Your Name field

  • Click E-mail Address field

  • Click Password field

  • Click Retype Password field

  • Click Next

  • Click Finish

  • Click Prompt for a profile to be used

  • Click OK

  • Click the X at the top right to close Control Panel

  • Click anywhere

  • Click Profile Name dropdown

  • Click Sara Davis

  • Click OK

Summary


Microsoft Live@edu provides your students, and everybody else on campus, with 10GB of hosted email and calendaring, 25 GB of online storage, and a place to share and edit their Microsoft Office documents online using Office Live Workspace. (Please note: SkyDrive and Office Live Workspaces are also I Own tools.)
With enterprise-class hosting that is integrated with the school’s existing infrastructure, Live@edu relieves schools of the burden and cost of maintenance and design of these types of advanced, yet expected, communications services, giving them back time and money for more strategic projects, while offering students access to email and documents via their PCs, mobile phones, and online.





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