Calendar management – meeting updates

There has been a question about changing the details of a meeting without sending a follow up email to the participants…

There is not a way to make a change to a MEETING that includes other people without SENDING the updated information to them.  There is no such thing as SAVE on a MEETING.  You can make an APPOINTMENT for yourself and make changes and SAVE them, but that is because it is an APPOINTMENT. The second you add an additional person it becomes a MEETING.

This is by design and the way it is supposed to work, not a flaw.  Details below:

When you create an appointment it involves no one but yourself.  The button at the top left is Save as shown below.

When you invite other people, an appointment becomes a meeting and the Save button becomes Send as shown here.

This is by design and automatically changes that meeting information on the other people’s calendars.  This is NOT a difference in how you access the calendar, it is a difference in the type of calendar event.

In the event that an additional person or person(s) need to be added to an existing meeting or if you get a request for another meeting invite from someone who lost the original, open the meeting and then from the Reply drop down choose forward and email it to them again.

calendar

There are more instructions that show this difference here.

https://kb.wisc.edu/office365/page.php?id=29844#_Toc349658332

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How to make a link in an email

Making a plain link is easy as all you have to do is type the link and the email program recognizes it for what it is, BUT what if you want to make a link that doesn’t have the same name as the link.

For example, when we say click here, we want you to see and click on the word here and have it take you to somewhere else, like a web page.

No problem at all.  Just type the text you want to have visible and then select it with the mouse, like this:linkhere

Then use the pull down menu to the right of the other formatting to choose the Link icon:

downmenu

The insert link dialogue pops up.  insertEnter the address of where you would like the email recipient to go when they click on your link.  For example..http://help.eppleyits.com to visit the help blog.filledin

Then just hit OK and your link, click here will be complete


 

FYI-for those who are used to creating links with a keyboard shortcut, they also work here.

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Where are my folders?

Folders you created in the previous version of the outlook web app are still there.  A couple lines below your inbox should be  a link that says More.more

Click on that and it will show your full inbox below with the subfolders inside.

expanded The inbox that you see at the top is only the inbox itself and doesn’t show the subfolders.

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Flagging email for follow up

Clicking on the flag at the top of an email flags it of course, but there’s more to it than that.  If you right click the flag you can choose the time period like you see hereflag

and then if you go to your tasks you can see a list of all the items you’ve tagged and when they are due.

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Multiple browser tabs versus multiple browser windows

Another quick tip for anyone who didn’t know already.  If you want to separate one the tabs you have open in your browser into a separate window, just grab the tab and pull it out of the browser window and it will make it’s own. This is especially handy for those who have multiple monitors who would like to leave one things open all the time while they do other things in the browser.together

separate

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What is the best browser for the new email system

Excellent question.  The official answer is Internet Explorer 11.  Extensive testing however, shows the current Google Chrome works pretty much flawlessly for the email system as well.  Firefox, Safari, and various other browsers have been very poor.

If you have an older PC running Windows XP (or Vista) you are not going to have the best email experience with IE, because your browser is old.  Google chrome will still perform well on most of those systems but not all.

If you don’t have Chrome and would like it you can download it here:

http://google.com/chrome, choose download from the top.  As with any download, read the dialogues that appear and uncheck extra junk (like making yahoo your start page, or adding the ask toolbar)

 

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Eppley Email Migration

On Tuesday, February 23rd, 2016, all Eppley faculty, staff and student Outlook email accounts are scheduled to be moved from the UNMC premises to a cloud hosted by Microsoft. The migration is scheduled to start at 1:00 am and complete by 4:00 am.  It should be complete when you come in to work on, February 23rd.  

On Your Desktop:
With the email move to cloud, you will no longer use https://owa.unmc.edu  to access email from off-campus. You will be able to access email by going to http://365.unmc.edu 

On Your Mobile Device:
You will need to delete your current profile (email setup) and set it up again with new information. The information and instructions on how to set up your UNMC Outlook Email on your mobile device can be found at à [Instruction for Mobile] [Video]. 

Off Campus Email access
With the email move to cloud, you will no longer use https://secure.unmc.edu/unmc  to access email from off-campus. There is no need for VPN.  You will be able to access email by going to http://365.unmc.edu  

With the move you will

1)      Receive 28 GB of email storage (an increase from the current 2 GB)
2)      Be able to add more than 2 mobile devices (up to 100 devices)
3)      Be able to access email from Office 365

More helpful information:

a.       http://365.unmc.edu
b.       http://www.unmc.edu/its/tutorials/email-office365.html
c.       http://www.unmc.edu/its/services/email/mobile-access.html
d.       https://www.youtube.com/watch?v=jx49JqVwTWU – Video
e.       http://www.unmc.edu/its/

We also have this printable PDF available with the basics if you would like one.  Thanks

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Reply or Reply All with attachments

By default, if you Reply or Reply All to an email message with an attachment, the attachment is not sent again.  If you forward an email, the attachment is retained. There are times when replying with the attachment is necessary though.  Be warned that a reply all with an attachment creates a large amount of traffic and increases the size of the email boxes of everyone you are emailing. Note,  the pictures in the original article seem to have disappeared but the instructions will work without them.



Reply with attachments by manually copying and pasting We can manually copy original attachments in an email messages, and paste them in the Reply Message window when we reply the email message later.

Step 1: Click the email message to preview it in the Reading Pane.

Step 2: Right click one attachment in the previewing email message, and select the Select All from the right-clicking menu.

Step 3: Right click the selected attachments, and select the Copy from the right-clicking menu.

Step 4: Reply the email message with clicking the Reply button on the Home tab (or on the Toolbar in Outlook 2007).

Step 5: In the Replying message window, click the Paste button on the Message tab to paste these attachments.

These nice instructions and screen shots from extendoffice.com

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Cleaning out suggested Contacts

Suggested contacts are created by the outlook client when you send email to an address that isn’t in your address book.  This can lead to undesirable behavior such as having the wrong email address pop up when you start typing on the TO: line.  There are some good instructions here from Brian Tillman at Microsoft.

There are a couple of things you can do. 

The first is to right-click the Suggested Contacts folder, choose Properties, select the Outlook Address Book tab, and uncheck the box labeled “Show this folder as an e-mail Address Book”.  This will prevent the Suggested Contacts folder from being searched by the Address Book service. 

The next thing you can do is click File>Options>Contacts and uncheck the box labeled “Automatically create Outlook contacts for recipients that do not belong to an Outlook Address Book”.  This will prevent Outlook from adding to Suggested Contacts the non-contact addresses to which you send mail. 

Then you should be able to open Suggested COntacts, select everything in it by pressing Ctrl+A, then deleting them all by pressing or clicking Delete.  It should no longer populate.


Brian Tillman [MVP-Outlook]

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