Restructured Extension Listserv Lists and Outlook: Creating Rules and Tips By: Greg Price, Northwest District Director and Brenda Rodgers, CAES OIT.

Restructured Extension Listserv Lists

andOutlook:

Creating Rules and TipsBy:

Greg Price, Northwest District Director

and

Brenda Rodgers, CAES OIT

Objectives

• Review restructured Extension Listserv Lists

• Review Usage Recommendations and Guidelines

• Review charts of Lists

• Outlook Create & Edit Rules to Manage Email Learn Tips to Organize Inbox

Restructured – Why?

• To reduce number of emails received by all

• To better target Program Areas

• To allow for more efficient and accurate management of lists at the District level

Reduction in Emails

• Using lists based on program areas will allow for more targeted audiences

• Standardization of list names will increase ease of use and benefit creating Outlook Rules

• Outlook Rules will enable emails to automatically be moved to folders or forwarded to others – reducing inbox clutter

Target Program Areas

• Everyone is assigned to a specific Program Area and title ‘Foundation’ list within District, ex. NEANRAGT

• Choose listserv list based on target audience

• Can choose Extension and State lists by program area

• Can choose specific district lists by program area

Managed at District Level

• Reduces time of management at all levels

• Decreases inaccuracies on all lists since name is added to only one foundation list at district level

• Decreases time to add new employees or remove employees from lists

All Extension State and County Lists

EXTALL EXTANNOUNCE EXTRETIRED

EXTANR EXT4H EXTFACS

• Includes County + District + State Faculty and Staff + UGE addresses + Extra Names

• EXTALL is Moderated from within the Associate Dean for Extension’s Office

All County and District Lists

• Includes County + District Faculty and Staff + UGE addresses + Extra Names

EXTCOALL EXTCOAGT EXTCEC – UGE does not receive

• No State Specialist or Staff on these lists

State Extension Faculty and Staff Lists

• Includes State Faculty and Staff

STEXTALL STEXTANR STEXT4H STEXTFACS

Individual District Lists

NEALL NEAGT NEANR

NE4H NEFACS NECEC

• Includes County + District Faculty and Staff + UGE addresses + Extra Names

• UGE addresses are copied on all lists except the CEC list

EXTALL Usage Guidelines

• Use for Official business only

• Significant information of interest to ALL program areas at State and County levels

• Limited service interruptions for a single office or person should be communicated at District or Departmental levels instead of EXTALL

EXTALL - Moderated ListUsage Guidelines

• Managed by an Moderator Approval is based on email content and whether

the email was sent to the most appropriate list Moderator must approve email before it is sent to

EXTALL Moderator will inform sender if email is rejected

for EXTALL

• Target your emails to the appropriate Program Areas

EXTANNOUNCEUsage Guidelines

• Use this list to distribute non-business information of interest to all Extension employees

• Personal information concerning a death or sickness of an employee’s family should only be shared with the employee’s permission and limited to immediate family

• Do not send information on personal ‘For Sale’ items

General Usage Guidelines

• Choose ONE list that targets your audience

• To send to a list enter the list name followed by @listserv.uga.edu, or

• Click on the name of the list on the ‘Listserv Description’ web page and a ‘mail to:’ window will appear

AttachmentsUsage Guidelines

• Attachments are accepted by all lists except: EXTALL EXTANNOUNCE EXTRETIRED

• Attachment formats are PDF and Word only• Do Not send extremely large files• If the system is abused, the privilege will be

revoked

Chart Representations of Lists’ Hierarchy

Foundation Lists

• Foundation Lists Backbone of Extension Listserv Lists Management of names at this level by Districts Not intended for regular use

NEANRAGT, NEANRED, NEANRCEPANE4HAGT, NE4HED, NE4HCEPANEFACSAGT, NEFACSED, NEFACSCEPANECECNEOFFICES

EXTALL(Everyone, except

EXTRETIRED, and including State Personnel)

[email protected]

EXTANNOUNCE(Same as EXTALL plus

EXTRETIRED)

[email protected]

EXTCOALL(No State Extension Personnel)

[email protected]

EXTCOAGT(No Educators or CEPAs and

no State Personnel)

[email protected]

EXTANR(Includes STEXTANR,

All District ANR Agents, Educators and CEPAs)

[email protected]

EXT4H(Includes STEXT4H,

All District 4-H Agents, Educators and CEPAs)

[email protected]

EXTFACS(Includes STEXTFACS,

All District FACS Agents Educators and CEPAs)

[email protected]

EXTCEC

(Includes District CECs)

[email protected]

EXTRETIRED

(Includes Extension Retirees)

[email protected]

STEXTALL(Includes State Extension

ANR, 4-H, and FACS Specialist and Staff)

[email protected]

STEXTANR(Includes State Extension ANR Specialist and Staff)

[email protected]

STEXT4H(Includes State Extension 4-H Specialist, Managers, Environmental Educators,

Centers, Staff, and Technical Personnel)

[email protected]

STEXTFACS(Includes State Extension FACS Specialist and Staff)

[email protected]

Individual District Lists

NEALL NEAGT NEANR

NE4H NEFACS NECEC

• Includes County + District Faculty and Staff + UGE addresses + Extra Names

• UGE addresses are copied on all lists except the CEC list

NEALL

(Includes NE District Personnel)

[email protected]

NEAGT(Includes NE District ANR, 4-H,

and FACS Agents)

[email protected]

NEANR(Includes NE District ANR Agents,

Educators and CEPAs)

[email protected]

NECEC

(District CECs and District Office)

[email protected]

Q & A

Outlook: Creating Rules

andOrganizing Tips

What you can do with Rules?

How to Create Rules…

• From messages in the Inbox

• From the ‘Tools’ Menu

From a Message in the Inbox

• Right-click the message you want to create the rule for

• Select ‘Create Rule..’

Select Conditions & Actions

• Check ‘Sent to’ box

• Click ‘Select Folder…’ button

Select Move-To Folder: Existing Folder

• Navigate to your existing folder

• Select the folder

• Select ‘OK’

Select Move-To Folder: New Folder

• Or,

• Click the ‘New…’ button to create a new folder for the message

Location & Name Folder: For a New Folder

• Select Parent folder (rec. Inbox)

• Type name of new folder in ‘Name:’ field

• Select ‘OK’

Conditions Set – Finish Rule

• ‘Move email to…’ box is now checked

• Folder is displayed

• Select ‘OK’

Run Rule on Current Folder

• Check the box to run the rule now

• Select ‘OK’

Example of Moved Messages

• Navigate to the folder to see the moved messages

• Create a shortcut to your folders with Rules in the ‘Favorites Folders’ section

Creating a Rule to Forward Messages

Creating Forward Rulefrom Message

• Follow same process as creating a rule, but click ‘Advanced Options’ button

Rules Wizard:Select Conditions

• Select Conditions - ex. ‘Sent to’ or ‘specific subject’

Rules Wizard:Select & Define Actions

• Select Actions such as Forward Move Play a sound

• You can select all from this box

• Click underlined actions to define

• Click ‘Next’

Rules Wizard:Define ‘Sound’ Action

Clicking ‘Sound’ brings up the Windows Media folder

Select Sound to play

Click Open

Rules Wizard:Define ‘Forward’ Action

Clicking ‘people or distribution list’ brings up your Contacts box

Select person(s) or distribution list to forward to

Click OK

Rules Wizard:Define ‘Move’ Action

Clicking ‘Specified folder’ brings up box

Select Folder to move to

Click OK

Rules Wizard:Exceptions

Select any Exceptions you may want to apply

Notice the actions are all defined with the information you provided

Creating Rules from the Tools Menu

Create Rules from the Tools Menu

• Select ‘Tools’

• Select ‘Rules and Alerts’

Create New Rule

Click the ‘New Rule’ button

Rules Wizard

Select Actions to Perform on Message

• Move

• Forward

• Sound

• Click the blue links to fill in the appropriate information

Select the ‘From’ Address

Select the ‘Forward’ Address

Select the Folder to Move the Message

Finish the Rule

• Name the Rule

• Check box to run rule now

• Verify settings

Q & A

Outlook Tips• Organizing your Inbox

Creating Folders Using Colors Using Flags Sorting emails by various options

From , Conversation, Flags, Size

• Using Categories

Creating Folders• Easiest Method

Right – Click the Parent folder Select ‘New Folder’ Type the name of the folder

• Or, Select ‘File’ from the main menu Then ‘New’ Then ‘Folder’

• Or, Press Ctrl + Shift + E, and the new folder box

will appear

Using Colors for Easy ID

• Select ‘Tools’ > ‘Organize’

• Click ‘Using Colors’

• Make your selections

Color Applied

Automatic Formatting

Adding Reminders for Follow-Up

• Rt. Click Msg

• Select Follow-Up

• Reminder

Adding Flags to Distinguish

• This message indicates a reminder and a flag has been applied

Sorting Messages in Inbox

• Rt. Click ‘Arranged by:’

• Select how you want to sort the Inbox• Conversation is

beneficial when you have been out of the office

Sorted by Conversation

Categories

What can I do with categories:

• View emails by categories

• View calendar appointments by categories Can help with Ga. Counts

• View Contacts by categories

Edit and Create Categories

• Select Edit• Categories

• Delete or Add categories

Assign Categories to:Email

• Right click the email message

• Select ‘Categories’• Select the category to

assign• Your message will

now have

Assign Categories to:Email

• Select the category to assign your message

• Click ‘OK’

View Folder by Categories

• Select ‘View’ from main menu

• Select ‘Arrange by’

• Select ‘Categories’

View Folder by Categories

• Here you can see the emails sorted by categories• This can be helpful when making sure you have all

the information

Assigning Categories to Calendar Items

• Create your calendar item Appointments Daily Events

• Select the ‘Categories’ button in the bottom right 2007 – Select Category on the Ribbon at the top

Assigning Categories to Calendar Items

Sort Calendar Items By Categories

Extension Listserv List Web Site

• See all the lists discussed with a brief description of audience and general usage guidelines

• View files of the charts to help decide best list for target audience

• Click list name to bring up Outlook mailto: window

• Review FAQs

Extension Listserv List Web Site

http://www.caes.uga.edu/intranet/coextopr/structure/listserv/

When will the list be ready to use?

• An email will be sent to the new EXTALL when the new lists are available for use (12/23/09) Reminder in January too Notify your District Office / State Program

Leader if you do not receive the email

• Please have patience as the new system gets fine tuned over the next couple months

Conclusion

• Target Your Audience and choose the most appropriate list

• EXTALL is moderated

• Create Rules to help manage email

• Use tips to Organize your Inbox

• Organize and use categories in Outlook

Q & A

THANK YOU!