STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES Introduction to Stanford Email and Calendar...

STANFORD UNIVERSITY • INFORMATION TECHNOLOGY SERVICES

Introduction to Introduction to Stanford Email and CalendarStanford Email and Calendar

InstructorInstructor

Ammy HillAmmy Hill

Jo-Ann Cuevas-PagliaroJo-Ann Cuevas-Pagliaro


04/19/23 IT Services Email Migration page 2

AgendaAgenda

Upcoming Changes and How It Affects You Standard or Advanced Web Client Browser Compatibility Which Email Program do I use? Navigation and Features Mobile Devices Help/Job Aids Additional Training Opportunities



Upcoming Changes and How It Affects Upcoming Changes and How It Affects YouYou

Email migrates to a new server between October 29th and December 15th, 2008.

There is no requirement for you to change from your current desktop email client. Works with: Outlook Apple Mail Thunderbird Eudora* and others

If you’re using a desktop email client, you may not notice the change. Things you might notice: More storage – most go from 500 MB to 1 GB New Webmail interface

*Eudora users should consider moving to a new email program soon, but not because of this change.

Work with your local tech support and submit a HelpSU ticket before making big changes.



Which Email Program Do I Choose?Which Email Program Do I Choose?

You may want to choose: Webmail only

• Perfect for people who want to access their mail from more than one computer and who don’t have large email stores (limited to 1gb)

Outlook (w/ Outlook Connector)• Works best for PC/Windows users who have years of stored email

and want to archive those stores on their hard drive. Can be used exclusively or paired with webmail.

Mail, iCal, and Address Book (w/ iSync Connector)• Works best for Macintosh users who have years of stored email

and want to archive those stores on their hard drive. Can be used exclusively or paired with webmail.

Thunderbird • Works best for Unix or Linux users or folks who want to avoid

Outlook or Apple Mail. Allows local storage of email. Can be used exclusively or paired with webmail.



Browser CompatibilityBrowser Compatibility

Works equally well on:• Firefox• Safari • Internet Explorer 7.0 (PC)

Users report much slower performance when using Internet Explorer, especially IE 6.

Works in Standard mode only:• Google Chrome

Must have minimum screen resolution of 1024 x 768



Navigation (tabs)Navigation (tabs)

Navigation (tabs)

• Mail• Address Book• Calendar• Tasks• Preferences


Navigation - The Mail AnatomyNavigation - The Mail Anatomy


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1. Stanford link, Search Bar, Standard/Advanced toggle, Help, and Log out .

2. User Name, Quota, and Application Tabs.The applications that you can access are listed in the tabs.

3. Toolbar. Changes depending on the application in use.

4. Overview Pane. Displays your folders, saved searches, tags, and zimlets. Displays different items for different application tabs.

5. Mini Calendar6. Content Pane.

Changes depending on the application in use.



Navigation - Mail ViewsNavigation - Mail Views

View By Message or By Conversation By Conversation groups messages with the

same subject together so that you can see the message and any replies together

By Message puts messages in the Inbox in the order received

View By Conversation is the default

Reading Pane With Reading Pane on, messages display in the

lower half of the screen With Reading Pane off, double-click to see the

message Reading Pane on is the default



Navigation - Mail FeaturesNavigation - Mail Features

Default Folders• Inbox – all new incoming mail• Sent – all outgoing mail• Drafts – saved unsent messages • Junk – for spam• Trash – deleted mail. Deleted mail is emptied from trash every 30 days.

Create Folders• Embed folders in folders

Tags Mail Filters

• Create filters from the Preferences tab. ( See Preferences section.)

Attach documents to display in email body Sort your mail Search your mail



SearchingSearching

Basic search searches left to right for a string of text Click the Advanced search button to access additional

searching options You may search for appointments, tasks, emails, etc.

using the same search to search across item types



Advanced Search Advanced Search

Advanced Search allows you to search by more than just the basic options.

As you add each search term, the results update dynamically.Attachment Search for documents with or without an attachment, or for a specific type of attachment

Basic Search the From, To, CC, Subject and Content (body) Date Search for a message that received before, after, or on a specific

dateDomain Search for messages from a specific domain like @stanford.eduFolder Limit your search to a specific folderSaved Search If you build the same search regularly, you can save it and it will

add to the navigation bar (on the left) and will be available in the Advanced Search

Size Search for messages that are smaller or larger than a size value you specify

Zimlets Search for messages that contain a URL or phone numberStatus Search for messages that are Flagged, Read or Unread, or that

you’ve Replied to or Forwarded. Tag Search for messages with one or more tags.Time Search for messages using relative time frames like items that were

received in the last hour, last 4 hours, today, yesterday, this week, last week, this month, last month, this year, or last year.



Navigation - Address BookNavigation - Address Book

Address Book is where you store contact details.

By default a Contacts and an Emailed Contacts address book are included to be used in Stanford Email and Calendar. In Stanford Address Book you can:

• Access the Global Address List (GAL) (also called Company Contacts). This is StanfordWho with Stanford View access.

• Create your own Contact Groups (aka “personal distribution lists” in Eudora).

• Add additional contact information when the name is in a list in your Address Book.



Navigation - CalendarNavigation - Calendar

The new Stanford Calendar lets you track and schedule your appointments, meetings, and events. With the new calendar, you can:• Create appointments and schedule meetings. Mark them

private or public• Create all-day events• Create different personal calendars• Use Quick Add to quickly create an appointment• View other peoples free/busy schedules to facilitate group

scheduling• Display your free/busy status by managing your schedule• Print your calendar or sync with a mobile device

(iPhone,Windows Mobile 6, or Treo 650)• Share your calendar with coworkers


Meeting StatusMeeting Status

Meeting status is displayed by color saturation.New – needs action

Accepted

Tentative

Declined




Calendar ViewsCalendar Views

View the calendar in five modes:• Day View• Work Week View• Week View• Month View• Schedule View

View your calendar or calendars that have been shared to you• Additional calendars are displayed overlaid

over your calendar• Schedule view displays calendars side-by-side



Viewing Others CalendarsViewing Others Calendars

Calendars you have access to display in the left hand column below your calendar(s)

For new shares, you will receive an email.

• Accept the share from the email

• The shared calendar will display in your calendar in the left hand column.

• It is on by default. Uncheck the box to remove the overlay.



Sharing in Stanford Email and Sharing in Stanford Email and CalendarCalendar

You may share email folders, calendars, address book folders, and task lists

To Share a Calendar, right-click (or Control+click) and select Share Calendar

Enter the email address• Internal – anyone on Stanford

Email and Calendar• External – any other email

address• Public – use with caution!

and select a role• Viewer - see what’s on your

calendar • Manager – like Designate in

Sundial• Admin – may share this calendar

to others



Printing Your CalendarPrinting Your Calendar

In the left hand column, check the calendars you would like to have included when you print

Select the view (Day, Work Week, Week, Month, or Schedule) you would like to print

Click the Print icon Click OK on the Printer

dialog screen Close the Print View

window



Navigation - TasksNavigation - Tasks

The Tasks feature lets you create to-do lists and manage tasks through to completion. Some things you can do with tasks, include:

• Add tasks to the default Tasks list• Create other task lists to organize your to-do lists by more

specific activities, such as by work or personal projects.• Share a Task list with others.• Sort task lists by subject, status, percentage complete,

and due date.• Move a task to another list



Standard or Advanced Web ClientStandard or Advanced Web Client

The Advanced Web Client offers the full set of Ajax based web collaboration features. The advanced web client works with the newer browsers and faster internet connections.

Standard Web Client is a good option when internet connections are slow or users prefer HTML-based messaging for navigating within their mailbox.

Stanford Email and Calendar defaults to the Advanced Web Client

• Each time you log in you can choose which web client version you want to use, either default Advanced or Standard.

• If your preferred client type is not the default, you can change it in the Preferences>General tab.



Mobile DevicesMobile Devices

iPhone 2.0 and Windows Mobile 6 are best recommendations. Palm Treo 650 is compatible. Palm Treo 680 has issues and cannot do over-the-air sync. If you use Windows Mobile 5, find out if an upgrade to 6 is

available for your device. Blackberry push mail requires a BES license. There will be an

additional charge (TBD) for this service. See the Zimbra Mobile Device Capability page for more info.



Help / DocumentationHelp / Documentation

Help:• HelpSU – http://helpsu.stanford.edu

• Request Category: Email and Calendar• Request Type:

• Email = Webmail• Calendar = Stanford Calendar

• Searchable Helphttps://zimbra-prod.pobox.stanford.edu/zimbra/help/en_US/advanced/Zimbra_User_Help.htm

Documentation: • Stanford Email and Calendar Web Site

http://www.stanford.edu/services/emailcalendar• Project Web Site:

http://iec.stanford.edu• Migration Checklist:

http://iec.stanford.edu/checklist.html


What questions do you have?What questions do you have?

For more information, go to:For more information, go to:

http://iec.stanford.eduhttp://iec.stanford.edu

http://services.stanford.edu/emailcalendarhttp://services.stanford.edu/emailcalendar

STANFORD UNIVERSITY INFORMATION TECHNOLOGY SERVICES Introduction to Stanford Email and Calendar...

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