AISC IT Transformation Programme. Quick Start Guide. for Outlook 2010 users

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1 ADVANCED INFORMATION SERVICES CENTRE (AISC) AISC IT Transformation Programme AISC Project Quick Start Guide for Outlook 2010 users This guide highlights information needed to use the service and provides useful links to online guides and information about available training courses. Username Getting Started with Your username for (also referred to as your Live ID ) is your standard UCL user ID followed e.g. caaxxx@live.ucl.ac.uk Password Your live@ucl password is the same as ( synchronised with) the password you use for your standard UCL user id account. This means that when you change your UCL user id account password, your live@ucl will also automatically be updated. Always change your password via the UCL My Account tool Please do not attempt to change your live@ucl password via Outlook or OWA. Mailbox size To check how much of your 10GB mailbox capacity you have used, select the File tab, then Info; your usage is displayed under Mailbox Cleanup. Recovering deleted items When you delete an item, for example an message, it is first transferred to the Deleted Items folder where it will remain for a maximum 30 days before being automatically removed. Items that are subsequently deleted from the Deleted Items folder are stored on the live@ucl servers for a maximum 14 days and can be recovered within this period. After this period, deleted items are permanently removed and cannot be recovered. Learn more:

2 Attachments Maximum attachment size o The maximum total size of an message, this includes the message header, the message body, and any file attachments is 35 MB. o Learn more: Restrictions on file types that can be received as attachments o Potentially unsafe attachment files (including.bat,.exe,.vbs, and.js files) that may for example contain viruses are blocked. o Learn more: Junk mail It is recommended that you regularly check your Junk folder for legitimate s that have been incorrectly marked as junk and copy them into your Inbox or another folder of your choice. Messages in your Junk folder will be permanently deleted after 30 days. Learn more: Out of office message Select the File tab, then Info and Automatic Replies (Out of Office). You will need to set up replies for both Inside My Organisation and Outside My Organisation. Note: Inside My Organisation means only the people who have moved to live@ucl. UCL contacts not yet using live@ucl are, in this context, Outside My Organisation. Learn more: Finding a colleague s contact details Outlook 2010 includes an Outlook Address Book. This is a collection of address lists. To access the Outlook Address book, select the Home tab, in the Find group click on the Address Book button. Outlook Address Book includes an address list called the Global Address List (GAL). The GAL contains contact details for only those UCL colleagues who have a live@ucl account. Note: entries for individuals use the format surname, first name. Colleagues who have not yet moved to live@ucl will not be in this list. An additional address list called ldap-server.ucl.ac.uk is provided that contains entries for all UCL staff including those who have not yet moved to live@ucl. Learn more: Tip: To quickly find a UCL colleague s address: When composing a message, start typing the recipient s name into the To: field (their name should be in the format surname, first name).

3 Then press Ctrl-k - this is a shortcut for the Check Names button which will look at the characters you have typed so far and compare them to your address book entries. If there is one match it will complete the entry. If there is more than one match, it presents you with a list from which you can choose the required name. Distribution lists These are lists of addresses that enable you to contact all those on the list at once. Distribution lists for your department and guidance on how to find them in the Global Address List, will be made available to you via your IT Service Lead. Calendar: Viewing your own calendar Click on Calendar on the Navigation Panel (column on left of Outlook screen). Calendar: Appointments, meetings & events You can use your calendar for different types of activities: o Appointment: activity you enter only in your own calendar o Meeting: activity to which you invite others o Event: a reminder in your calendar which does not block out any time as Busy, or a whole day that is blocked out (e.g. when you are on annual leave) o Learn more: Calendar: Sharing your calendar If a colleague wishes to invite you to a meeting in live@ucl, any activities you have put in your diary will be displayed to them as times when you are Busy. They will not be able to see any details of those activities, unless you decide to share your calendar with them. To learn how to share your calendar with a colleague: Calendar: Setting up a meeting The Scheduling Assistant function makes the setting up of a meeting for two or more people much easier. Learn more: Calendar: More information You can read more information on all the calendar functions of live@ucl at:

4 Booking: Resources This is a room or an item of equipment available within your department that can be booked for a meeting. It will have an entry in the Global Address List. A list of your departmental resources available to you within live@ucl, and guidance on how to find them in the Global Address List, will be made available to you via your IT Service Lead. Additional functions: Webmail Access Outlook Web Application (OWA) (the webmail service for live@ucl) gives you can access to your live@ucl mailbox anytime-anywhere as long as you have access to a computer connected to the internet. Learn more: Additional functions: Mobile Devices Guides explaining how to connect your mobile device to live@ucl are available at: Further assistance Online: Information The primary source of information for the live@ucl service is available at: This is the web information provided by colleagues in the Information Systems Division (ISD) with whom we are working closely to roll-out live@ucl within the School of Life and Medical Sciences (SLMS). Online: Guides Specific guides on the following topics can also be found with more detailed guidance: Outlook 2010: Outlook Web Application (OWA): Office 2010: contains a range of resources: o On-line videos (including UCL ISD s Moving to Outlook 2010 ) o Self-paced learning materials and guides.

5 In person: Training courses You will receive a separate communication from the AISC live@ucl project team regarding any training sessions that are specifically arranged for your department. UCL Information Services Division provides the following training courses which are part of a college-wide programme. These can be booked via the UCL Training Booking System o Moving to Office 2010 (Available as either a lunchtime one-hour demonstration or a twohour workshop) For those who have previously used an earlier version of Outlook and who are very familiar with Outlook functionality On-line lecture: Workshop content: o Mail and Contacts in Outlook 2010 (2 hour trainer-led session) For those who wish to learn to use Outlook 2010 and who have previously used other applications. If you have used an earlier version of Outlook, some content may be revision but changes in Outlook 2010 are also covered Course Content: o Managing your Calendar in Outlook 2010 (2 hour trainer-led session) For those who wish to learn to use Outlook 2010 and who have previously used other calendar software such as Oracle Calendar Course Content: