West Chester Borough Employee Technology Training - Session 5 March 29, 2012

1. Information Technology Training – Session 5 – March 29, 2012
Microsoft Outlook – Inside Out
Microsoft 365 Update
Managing Your Passwords
William Mann, Chief Information Officer 1

2. Information Technology Training – Session 5 – March 29, 2012
Part 1
Microsoft Outlook – Email Skills
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3. Information Technology Training – Session 5 – March 29, 2012
The exciting history of CC and BCC
The story of the blind carbon copy function is an example of old real world processes continuing into the virtual world.
The simple term "carbon copy" comes from the days of manual typewriters, when copies were made by typing on paper
with several layers. Between each layer of paper was a thin sheet with carbon on the bottom side, so that when the
typewriter keys hit the paper, the impact made a "carbon copy" of the letter on the paper sheet underneath. When you
were finished typing a page, you would separate out the paper and throw away the carbon sheets. Anyone who is older
than 40 surely remembers this and that you usually got some of the black carbon all over your hands.
You could get two, three, and four layer carbon copy paper, and even some very thin six layer paper. The top paper got the
typewriter ink and looked the best. The top carbon copies always looked much crisper than the lower copies, as the force
of the typewriter key strike dissipated through the layers.
Occasionally, an extra carbon copy would be given to someone not on the official CC carbon copy address list. Because
there was no way the official addressees could know about these extra copies, they were called "blind carbon-copies"
(BCC).
It turned out that people liked this feature so much it has survived into our virtual world and has been built into email. If
you put addresses in the BCC field of an email it will be secretly copied to those addresses, and none of the other
addresses in the To, CC, or BCC fields will know about it because the BCC field is not displayed on incoming messages.
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4. Information Technology Training – Session 5 – March 29, 2012
There are many reasons that the BCC field can be used.
Secret Squirrel: You can blind copy an email to someone without the other addresses knowing that you did so to
make a third party aware of an important issue, or to establish an independent confidential record of your email. Be
aware that you should have a good and ethical reason for not letting the primary addressee know that the email is
being copied to someone else. Be aware that blind copying can be looked as a form of deception.
Copying yourself: You can blind copy yourself. For example you may want to copy an important email from your
home address to your work address, or vice versa.
Network diagnostics: You can double-check that an important email makes it out onto the internet by blind
copying yourself on the email at another address, preferably at a different domain name. If the blind copied email
to yourself arrives at your other address, then you can be reasonably sure that the copy of the email to the main
addressee you are concerned about made it from your Internet service provider.
Broadcasting: You can blind copy several email addresses at once in the BCC field if you are sending the email to
more than one person. This feature of the blind copy is useful when for privacy reasons you don't necessarily want
all of the recipients to know the addresses of the others. Information. You can surreptitiously copy one friend on a
joke email to another friend.
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5. Information Technology Training – Session 5 – March 29, 2012
Part 1
Microsoft Outlook – Email Skills
• Spelling (demonstrate various spelling grammar skills.)
• Thesaurus (demonstrate the thesaurus function.)
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6. Information Technology Training – Session 5 – March 29, 2012
Part 1
Microsoft Outlook – Email Skills
• Creating a Signature (demonstrate creating a signature.)
• Creating a Folder (demonstrate creating folders.)
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7. Information Technology Training – Session 5 – March 29, 2012
Part 1
Microsoft Outlook – Email Skills
• Reading Pane Options (demonstrate reading panes.)
• Find (demonstrating searching email.)
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8. Information Technology Training – Session 5 – March 29, 2012
Part 1
Microsoft Outlook – Email Skills
• Organizing Your Inbox (demonstrate organizing mail.)
• Creating Rules (demonstrate various rule creations.)
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9. Information Technology Training – Session 5 – March 29, 2012
Part 1
Microsoft Outlook – Email Skills
• Creating a calendar event or add a new contact with an email
message.
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10. Information Technology Training – Session 5 – March 29, 2012
Part 2
Microsoft Outlook – Calendar Skills
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11. Information Technology Training – Session 5 – March 29, 2012
Part 2
Microsoft Outlook – Calendar Skills
• Scheduling & Modifying Activities
• Create activity from email
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12. Information Technology Training – Session 5 – March 29, 2012
Part 2
Microsoft Outlook – Calendar Skills
• Planning a Meeting
• Inviting Attendees
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13. Information Technology Training – Session 5 – March 29, 2012
Part 2
Microsoft Outlook – Calendar Skills
• Organizing Your Events (colors!)
• Viewing Other (Shared) Calendars
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14. Information Technology Training – Session 5 – March 29, 2012
Part 3
Microsoft Office 365 – Update
Our organization was migrated to Microsoft
365 between March 16 & 18, 2012.
What does this mean to you?
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15. Information Technology Training – Session 5 – March 29, 2012
Part 3 This can be uninstalled
Microsoft Office 365 – Update through the Add/Remove
Programs in the control
The Microsoft Online Services panel.
login client is no longer needed
and can be uninstalled. Do NOT uninstall
the “Microsoft
Online Services
Sign-In Assistant”.
This is the new 365
application.
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16. Information Technology Training – Session 5 – March 29, 2012
Part 3
Microsoft Office 365 – Passwords Just Got Easier
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17. Information Technology Training – Session 5 – March 29, 2012
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18. Information Technology Training – Session 5 – March 29, 2012
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19. Information Technology Training – Session 5 – March 29, 2012
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20. Information Technology Training – Session 5 – March 29, 2012
……however……..
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21. Information Technology Training – Session 5 – March 29, 2012
It is still recommended that your email
passwords are changed at least twice a year.
You can do this by logging into your
Microsoft 365 portal at
portal.micrososftonline.com or
login.microsoftonline.com & selecting
“options” under Outlook.
Choose “change your
password” on the right
taskbar.
Remember to change
your password on any
mobile devices as well.
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22. Information Technology Training – Session 5 – March 29, 2012
What’s Next with 365?
During the next couple
of months many of us
will be upgraded to the
next level of 365.
This will include access
to Team SharePoint
Sites, My SharePoint
Sites, Microsoft Office
Web Apps.
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23. Information Technology Training – Session 5 – March 29, 2012
Part 4
Managing Your Passwords
Managing your technology passwords can be over whelming.
However passwords are very important because they protect your
personal information and the information of your employer.
There are some good & bad ways of managing your passwords.
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24. Information Technology Training – Session 5 – March 29, 2012
Part 4
Managing Your Passwords
• Sticky notes on your computer monitors is VERY BAD.
• Word documents listing all your passwords is BAD. If you
insist on this please password the WORD document.
• Password lists in your smartphone’s “notepad” is VERY BAD.
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25. Information Technology Training – Session 5 – March 29, 2012
Part 4
Managing Your Passwords
There are many free excellent services where you can manage your
passwords. I recommend exploring these services, choosing one and
managing all of your documents there.
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26. Information Technology Training – Session 5 – March 29, 2012
Part 4
Managing Your Passwords
Here are just some password
management sites I recommend.
Passpack.com
Lastpass.com
Roboform.com
There are countless other excellent
solutions out there. Check them out!
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27. Information Technology Training – Session 5 – March 29, 2012
Open Discussion / Q & A
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