New Student Email Transition Tips

As a reminder to all staff, on January 24 students will be transitioning over to a new email system (Outlook Web App 2010). Among the many improvements are a global address book and access to Outlook’s calendaring features. For staff this change will also mean that students will appear in the global address list in the staff email system. Please be careful when addressing messages when using the address book as there will be both student and staff entries for individuals with the same name. Below are also some helpful tips for modifying the calendar preferences in Outlook to limit who can view a staff calendar. Also, following the calendar tips is a short section of address book tips

Calendar Tips
-There are many ways to customize the client-based version of Outlook 2007 to suit your specific requirements. To explore them, click on the Email icon to initiate Outlook on your PC.
-Then click on the “Tools” on the top toolbar. A drop down window will appear. Click on the “Preferences” tab.
-To modify your calendar options, go down to Calendar and click on the “Calendar Options” radio button.
-Go down to the Advanced Options and click on “Free\Busy Options…”
-You are now at the Calendar Properties pop-up. Click on the “Permissions” tab.

This is where you can now specify users and their privileges relative to your calendar. You may identify specific individuals, distribution groups or categories from your contact list or any system address list and grant, or deny them the right to read any portion of your calendar. You may also grant them write or delete privileges as well. This is useful for individuals who have a need for privacy, for organizations with multiple people managing a group calendar, for resource scheduling, and for those who have delegated their calendar management to an administrative assistant.

To add a new contact click on the “Add” radio button. The familiar “Add User” pop-up will be displayed where you may then select an address list to be searched and enter the name of the individual or user group you wish to find. If your search is successful, click the “Add” radio button. Once you have added all of your desired individuals and/or distribution groups, click on the “OK” radio button.

To set their permissions, go down through the list of individuals/groups in the list, set their permission level and click the “Apply” radio button. When you are finished and satisfied with your changes, click the “OK” radio buttons until you have cleared all of the pop-up screens. These changes will only effect entries after the change was put into effect.

This functionality is only available in the full client based version of Outlook 2007. It is not available in either the “Premium” or “Light” versions of Outlook Web Access.

Address Book Tips
If you click on the “To” button and do a name search in the global address book, the results will show both name and title. Students will have the title “Student.” This will help ensure that the mail is sent to the correct recipients.  Searching for people using the “To” button will be more efficient if you search by their last name. This can be accomplished by clicking the “more columns” button on the search window.

Questions?
Please review the Student Email FAQ for Staff.