Outlook Conventions - How OCP Uses Outlook
- Personal Calendars
- Out of Office/Resource Calendars
- Meeting invitations
- Expiration Option
- Descriptive Subject Lines
- Custom Stationary Usage
- Reservations
- Digital camera
- Loaner laptop
- LCD projector
- Presentation assistance from technical staff
- All calendars will be available at the "review" level. Greater degrees of access will be based on work assignments. (Exceptions: Chancellor and Provost/EVC).
- Calendars will be updated daily.
- Day-long events & absences should be recorded as absences 8:00 a.m.-5:00 p.m. (or the individual's regular working hours) rather than checking the "All Day" box, otherwise the time will not be displayed as "busy" to those looking at the calendar.
- Outlook will be used for scheduling meeting involving Offices of the Chancellor and Provost staff.
- Electronic calendar will serve as primary calendar.
- Individual will be responsible for changing their password at least twice annually.
- Off-site access to calendar will be available via modem and web.
- University purchase and support of Palm Pilots will be at the discretion of the Executive Officer.
- Executive Assistants will be responsible for updating Palm Pilots.
- Those accepting appointments (for themselves or others) are responsible for including travel time on the calendar. Travel time should be entered separately from the appointment itself. Travel time may be different for each individual; also if a change in travel time is necessary, the change will not be communicated to attendees of the appointment.
- Calendar updates must be done by opening the appointment and then using the "save and close" option (can not simply enter information directly onto calendar window as data/changes made in this manner are not reflected in Palm Pilot sychronizations).
- A subject line meaningful to all attendees should be completed for each meeting.
- Meeting organizer and attendees list should be included in Notes section (so that information is available to Palm Pilot users---the Organizer field located on the Meeting->Appointment tab is not available on the Palm Pilots).
Out of Office/Resource calendars:
- An Out of Office calendar will be maintained by the receptionists, with edit access for all staff.
- Day long absences must be kept on the calendar. Staff are encouraged to list absences that are shorter than one day. (Possible exceptions: Chancellor and Provost/EVC.)
- Information included in entries: Staff member's name, reason for absence [i.e., vacation, conference, class], length of absence [begin and end date of vacation, for example]. This information should be entered for each and all recurring entries.
- Staff will notify receptionist of all day absences using voice mail, e-mail, or verbally, if not able to post information to the Out of Office calendar themselves.
Meeting invitations: When alerting the department of general interest meetings such as birthdays, special celebrations, etc., issue a meeting invitation to the group (e.g., OCP ALL or OCP STAFF) instead of sending an informational message (e.g., birthday celebration for XXX to e held...mark it on your calendar...) - This method allows the individual to simply open the message (double-click his/her mouse) see the information and then press YES or NO (one button click) to add the information to his/her calendar. An additional benefit is that the individual can see immediately if the meeting conflicts with another on his/her schedule. Using a message to inform the department of such meetings requires the individual to either: 1) drag the message to their calendar (which places the subject in the meeting subject field), adjust the date and time settings, look for conflict information, and then save/close meeting or 2) open his/her calendar, move to date/time of meeting, check for conflicts, the, if the time's available, enter the meeting subject field text and related information (if needed). Consider that these multiple actions are may be repeated by dozens of people.
PLEASE REMEMBER TO: Select ACTIONS->REQUEST RESPONSES (which should uncheck the option) when you are inviting others to attend the meeting (APPOINTMENT and ATTENDEE AVAILABILITY tabs are displayed), so you do not receive meeting responses from everyone.
Expiration Option: Use the expiration option on time sensitive messages. It's a nifty option to automatically eliminate messages that are not pertinent after a certain period of time.
This is a great option to use anytime but particularly during high-volume vacation periods. With the ever increasing amount of e-mail received, this particular Outlook option benefits OCP staff in efficiently managing their e-mail.
What is this magical option, you ask?
It is the expiration date option that can be configured for any message you send to OCP staff, whether it be an individual or a group.
How does the expiration date option work?
By taking the time to configure an expiration date for a particular message, you save the recipient(s) from opening a message which includes content that is outdated by the time the individual opens the message.
When would I use this functionality?
Some examples of effective use of the expiration date option include:
Meeting reminders - The meeting reminder message is sent on Monday morning for a 3:00 p.m. meeting the same day. Set an expiration date of Monday, ##/##/##, 4:00 p.m.
Food alerts - The hub is constantly inundated with food but the food doesn't last forever. Sending an alert message with an expiration date set to end of the day, doesn't clutter the mailbox of the recipient who otherwise would read the message a day, several days, or weeks later.
In other words, any message including content which is irrelevant after a certain date and time.
What happens when I configure an expiration date for a message?
Recipient: Non-opened message: If the recipient does not open the message by the expiration date and time, the message will disappear from the recipient's Inbox and they'll never know they received it. This action will reduce the number of outdated messages your colleagues will have to wade through when they return to the office.
Recipient: Opened message: If the recipient opens the message before the expiration date and time, the message will remain in the recipient's Inbox (or other folder) but will, upon the expiration date and time, be displayed with a line through the FROM/SUBJECT/RECEIVED data areas for that particular message.
Author/Sender: The author or sender of the message will see the following: Prior to the expiration date/time, the message will appear in the sender's SENT ITEMS folder displayed as a normal message. Following the expiration date and time, the message will appear in the sender's SENT ITEMS folder displayed with a line through the FROM/SUBJECT/RECEIVED data areas for that particular message.
How do I configure expiration information for a message?
While with a message, select the OPTIONS button located on the Standard Outlook tool bar which should bring up the MESSAGE OPTIONS WINDOW->in the DELIVERY OPTIONS area of the window (about midway down) select the EXPIRES AFTER box and configure the desired expiration date and time you want for the message you're currently writing (please note that the default date/time setting is tomorrow at 5:00 p.m.)->once properly configured, press the CLOSE button on screen.
How do I know if the configuration worked properly?
View the message in your SENT ITEMS folder following the expiration date and time. The message should appear in the sender's SENT ITEMS folder displayed with a line through the FROM/SUBJECT/RECEIVED data areas for that particular message.
Subject line should be short, accurate, and descriptive. A subject line should be descriptive of the essential content of the message.
In addition, here's some excerpts from OCP's Electronic Message Management Protocols ( /ocpnet/iss/100200_Electronic_Message_Mgmt_Protocols.pdf)regarding good e-mail habits which may help you, help others to more efficiently utilize their time:
- Address e-mail according to the expected action. A person listed in the "To" field is expected to respond; one in the "CC" field is expected to read the message as information only.
- Use distribution lists with caution. Send e-mail messages only to recipients who need the information. Exercise caution when replying to ensure that an addressee is not a distribution list, and that the address is that of the person to whom you intend to send the message (many e-mail programs allow a user to configure the "reply to" field to automatically insert a different address).
- Be succinct. The most effective e-mail messages are short and to the point.
- Tag messages appropriately. Do not tag messages as "High Priority" or "Urgent" if they are not.
- Do not "reply to all" unless they all need to see your reply.
- Do not originate or forward unsolicited e-mail (i.e., chain letters).
- Avoid long dialogues and threads via e-mail. The duration of the thread, too many topics and too many people can lead to confusion.
- Choose the number and size of file attachments with care.
From: Leslye Hays
Sent: Thursday, October 03, 2002 2:25 PM
To: OCP Staff
Subject: OCP Email---Custom Stationary Usage
Importance: High
Dear Colleagues:
It has been brought to my attention that when we use our nifty custom stationary (in my case the "Sunflowers") that the graphics use creates an attachment file on some systems. This is apparently somewhat annoying to our colleagues and clients.
I did it because it was a nice change, as I'm sure some of the rest of you have. I think however, in the interest of keeping our communication as "user friendly" as possible, I must ask that you return your settings to the "plain vanilla" version.
In case you've forgotten how....from your INBOX view, go to TOOLS menu>, then OPTIONS> then MAIL FORMAT tab across the top> See STATIONERY AND FONTS> STATIONERY PICKER. Select <none>. Then APPLY, and OK.
Thanks,
Leslye
FYI---There is ONE exception....we do allow
the ad hoc, one-time use of background stationary changes in order
to create invitations for distribution within OCP to office functions
(potlucks, showers, farewells, etc.).
Leslye J. Hays
Executive Officer
Offices of the Chancellor/Provost
One Shields Avenue
Davis, CA 95616
Phone: (530) 752-6550
Fax: (530) 752-2400
Email: ljhays@ucdavis.edu
Web address: http://chancellor.ucdavis.edu/
----Original Message-----
From: Crystal Barber
Sent: Thursday, October 03, 2002 9:43 AM
To: Leslye Hays
Subject: FW: Meeting to Discuss AFT Strike -- CORRECTED TIME
Importance: High
Leslye, I wanted to share with you a message I got that relates to our pretty "stationary" that many of us are using on our e-mails. As you can see, it is negatively affecting at least some of the message I'm sending out so I'm going back to a plain background. I just thought you might be interested in seeing this (below message from Tom Holloway). Thanks - Crystal
-----Original Message-----
From: Tom Holloway [mailto:thholloway@ucdavis.edu]
Sent: Thursday, October 03, 2002 9:11 AM
To: Crystal Barber
Subject: Re: Meeting to Discuss AFT Strike -- CORRECTED TIME
Importance: High
Crystal--
A small point perhaps, but in the interest of reducing hard
drive clutter: I don't know if you are aware of it, but every
message you send, and they go to a lot of people around campus,
is
accompanied by an "attached" document, that has the
name "Ivy.gif".
It is apparently nothing more than a small graphics image of some
kind, with no text and no connection that I can detect to you,
your
office, or the substance of the message it is attached to. I have
just in the past week or so accumulated 5 iterations of the "Ivy.gif"
attachment, and it is laborious to open my "attachments"
folder and
drag them to the trash.
I know of a lot of email users who won't even open messages
with "attachments," especially those with undecipherable
names and no
apparent reason for being there, because most computer viruses
are
distributed by means of attachments. As a Macintosh user I am
mostly
immune from viruses written for the PC platform, so these things
are
mostly minor irritations. But as they accumulate on my hard drive
with every circular posting I receive from you, the irritation
also
tends to accumulate.
If there is some good reason for including this "attachment"
in everything you send, I'd be willing to read it. But I'm also
thinking it might be possible for you to arrange your email so
that
it doesn't send this document to everyone, every time.
Best wishes,
Tom Holloway
--
* * * * * * * * * * * * * * * * *
Thomas H. Holloway, Director, Hemispheric Institute on the Americas
<http://trc.ucdavis.edu/hia> Professor of History, University
of California at Davis 237 SS&H, One Shields Avenue, Davis,
CA 95616 Phone 530-754-9453, or 530-752-3046, FAX 530-752-8964
============================================================================================================
As ISPS is receiving an increasing number of assistance requests, in particular, those relating to presentations, we have streamlined the method for reserving equipment and requesting assistance. To that end, we’ve created a new Outlook account, “OCP Presentations” which can be invited to meetings or viewed as one would invite an OCP colleague. Using this account and the others below will enable you to conveniently check the availability of as well as schedule resources and technical staffing at the same time that you are scheduling a meeting.
There are currently four calendars that can be scheduled in this manner:
-
OCP Digital Camera
-
OCP LCD Projector
-
OCP Loaner Laptop
-
OCP Presentations
Along with the “OCP Presentations” calendar, there are the “OCP Digital Camera”, “OCP LCD Projector” and “OCP Loaner Laptop” calendars. All these accounts are now configured to automatically accept or decline requests depending upon whether the requested time for the resource is available or not. Again these resources can be invited to meetings in the same manner as you currently invite your OCP colleagues to meetings.
Using resource calendars in this manner is in line with how most large organizations schedule resources such as projectors, conference rooms, etc.---e.g., without human intervention.
In addition, the accounts are configured so that ISPS will be immediately informed of requests. Upon receipt of a meeting invitation for any of the calendars, we will follow up with the scheduler to ensure all technical aspects of the activity are addressed. Of course, if no technical assistance is needed, that’s fine too.
With this new process, you invite the appropriate resources (e.g., Outlook accounts) when you schedule an activity on either your or your executive’s calendar. Using this process will help ensure ISPS receives as much notice as possible that equipment and/or assistance will be needed at a minimum, four working days is preferred).
We hope that these calendars will provide an added convenience for you to view availability, reserve resources, and request presentation assistance as well as save you time when rescheduling or canceling meetings and their associated resources.
Using resource accounts will be covered in an upcoming Q&A so be sure to attend!
If you like this functionality, it can be extended (with the resource
owners’ agreement) to other resources such as the OCP car, speakerphone,
conference rooms, and/or other resources you’d like to schedule
via Outlook (meeting notifications can be configured individually
set for each resource account).