Email Management - PDF Documents - Shared Resources in Outlook and more.

1. Technology Training
NOVEMBER 10, 2016
William Mann,
Chief Information Officer

2. Email Management
Get Control of the Crazy World of Email
1. Messaging Protocols
2. Follow Good Email Rules
3. Email Security
4. Stop Letting Email ControlYour Life!
PDF Documents
1. Why & When to use PDF instead of MS Word
2. Creating Bookmarks
3. Converting office documents to PDF
4. Creating forms with Adobe Acrobat
Working With Shared Resources in Outlook
1. Room Calendars
2. Meeting Room Management / Reservations
Exploring ….
• SKYPE for Business
• Office 365 Portal
• Microsoft 365 Mobile Apps
Digital Document Management Project Update
Q & A
TechnologyTraining
November 10, 2016

3. Email Management
Did you know that thinking about the way you handle email can save you an amazing amount
of time?
Well it can!
It’s easier then you think.

4. Email Management
Do you ever feel like this when opening your inbox?
It doesn’t have to be that way.

6. Email Management
First Rule –You do not have to read and respond to most email messages as soon as they arrive.
I know this can be a difficult habit to change – but believe me, if you can –
you will save an amazing amount of time and become more productive.

7. Email Management
Here is what happens if you try to answer every email as it arrives.
1. You are minding your own business and working at your desk.
2. “Ta-da” a message arrives in your inbox.
3. You stop working on your original task and open the email.
4. You read it.
5. You consider what action to take. Does it need a response?What is the
sender asking for? Do you respond now? Do you take the time to find
the information the sender wants. Do you take the time to write a
response.
6. Once you are done responding you have to stop and think, “what was a
doing before that email?”
7. Then you have to start the original task all over again.
Each and every time you go through this process you are losing time!

8. Email Management
ControllingYour Email and Becoming a More Productive – Happier Person.
Pick 4 times a day that you read and respond to email.
For me I try to stick to (1) first thing in the morning, (2) mid morning,
(3) after lunch and (4) at the end of the day.
Handling your email in this fashion will save you time!
Try this!

9. Email Management
Following Good – Sound Email Rules Will ProtectYou.
• Include a clear, direct subject line.
• Think twice before hitting “reply all”.
• Include a signature block.
• No jargon . Use the proper word selection.
• Use exclamation points sparingly.
• Be caution with humor.
• Reply – do not ignore.
• Proofread every message.
• Add the email address last.
• Double check that you have selected the correct recipient.
• Keep your fonts classic.
• Watch your tone.
• Nothing is confidential – so write accordingly.

10. Email Management
Email SecurityTipsTo Live By
• Use Separate EmailAccounts
• Create a Unique Password
• Beware of Phishing Scams
• Never Click Links in Email
• Do Not Open UnsolicitedAttachments
• Scan forViruses and Malware
• Avoid PublicWi-Fi

11. Email Management
Creating Rules in Outlook
There are a couple of easy ways to create rules.
1. From the “Home” menu select Rules to create one from “scratch”.
2. Right click on an email and select “Rules”.
Creating rules will help you manage incoming messages and keep
your inbox clean and allow you to better manage workflow.

12. Working with PDF documents
Portable Document Format (Adobe Acrobat)
1. You will not need to worry about if the reader of your document has
the correct program top open the document.
2. The reader of your document will see what you intended.
3. The PDF document is secure and cannot be changed.
Why use PDF documents as opposed to the native application when
sharing documents?

13. Working with PDF documents
Portable Document Format (Adobe Acrobat)
Creating PDF Documents right fromWord or Excel is very easy.

14. Working with PDF documents
Portable Document Format (Adobe Acrobat)
Creating Bookmarks inYour PDF document.
First – make sure you have a Professional version of Acrobat. If
you do not let us know.
There are 2 ways of creating bookmarks. One is using
“hyperlinks” and the other is a “bookmark menu”.

15. Working with PDF documents
Portable Document Format (Adobe Acrobat)
Creating Bookmarks inYour PDF document.
Option 1 – The Bookmark Menu
walkthrough

16. Working with PDF documents
Portable Document Format (Adobe Acrobat)
Creating Bookmarks inYour PDF document.
Option 1 – Hyperlinks
walkthrough

17. Working with PDF documents
Portable Document Format (Adobe Acrobat)
Creating Forms.
Once you create a PDF document you
can – very easily build a fillable form!
walkthrough

18. Working with Shared Resources in Outlook
We are now managing our meeting rooms in Outlook.
Adding Rooms toYour
Outlook Calendars

19. Working with Shared Resources in Outlook
We are now managing our meeting rooms in Outlook.
Room Reservations are a
click away now!

20. Working with Shared Resources in Outlook
Skype for Business
Q & A
walkthrough

21. Working with Shared Resources in Outlook
Microsoft Online Portal
Q & A

22. Working with Shared Resources in Outlook
Microsoft 365 Mobile Apps
There are many great Microsoft apps available for your mobile device that connect you to your work files and more.
Free to Download Your Email,Your Calendar,Your Contacts and Cloud Storage all in One App! Skype for Business

23. Q & A Time
I love tech questions but please keep them incredibly
simple because I don’t want to look bad.