MY CCP Customization - PDF Free Download

MY CCP Customization Includes information on how-to customize timeout minutes, channels, tabs and columns Updated: 3/21/05-1 -

ACKNOWLEDGEMENT Community College of Philadelphia gratefully acknowledges Missouri Western University in St. Joseph, MO for the creation of this training manual. The Western Missouri GoldLink logo appears in the various screen shots illustrating this manual in place of our MY CCP logo. However, this is the only difference between the material shown and the procedures required to gain the benefits of our powerful SCT Banner system and Luminis portal. All names and accounts contained herein are fictitious and are solely for illustrative purposes. Please pass along any comments or suggestions for improving this training document to either Information Technology Services (Jody Bauer) or Academic Computing (Arnold DiBlasi). - 2 -

Table of Contents Changing your Timeout Minutes or Password...- 4 - Basic Channel Skills...- 5 - How to Edit a Channel...- 5 - How to Move a Channel...- 6 - How to Remove a Channel...- 6 - How to Add a Channel...- 7 - Basic Tab Skills...- 9 - How to Edit a Tab...- 9 - How to Move a Tab...- 10 - How to Add a Tab...- 11 - Basic Column Skills...- 12 - How to Add a Column...- 12 - How to Move a Column...- 13 - How to Resize a Column...- 13 - How to Remove a Column...- 14 - General Navigation...- 18 - Options...- 20 - Compose E-mail...- 22 - Incoming Messages...- 23 - Folders...- 24 - Move Messages...- 25 - Search For Messages...- 25 - Searching for Addresses:...- 27 - Searching for Addresses:...- 28 - Address Book...- 31 - Address Groups...- 33 - - 3 -

MY CCP Customization Changing your Timeout Minutes or Password 1. Login to MY CCP. 2. Click My Account as shown in the illustration below. 3. Click on Change Password and follow the prompts if you are attempting to change your password. 4. Click on the drop down menu in the Change Timeout area to increase the timeout minutes to the desired value. The default is 15 minutes. 5. Click on the Save Changes button. 6. Click on the Done button. You will automatically be returned to the MY CCP main screen. - 4 -

Basic Channel Skills What is a Channel? A Channel provides at-a-glance information with click-throughs to expanded content or Web resources. An example of a channel is illustrated below. All Channels contain these three buttons in the upper right corner: Example of a channel 1. The Focus button maximizes the channel to a full-screen view. 2. The Minimize button collapses the channel so that only the channel heading appears. 3. The Remove button removes the channel from the webpage. Note: You may not remove channels that contain a light gray Remove button. 4. A special Help button appears on the E-mail Channel and offers basic E-mail Channel help. How to Edit a Channel 1. To Edit a Channel, click on Content/Layout (Fig. 1) on the MY CCP Home tab. Fig. 1 The Manage Content/Layout page (Fig. 2) appears. Fig. 2-5 -

2. On the channel that you want to edit, click on the Channel title or the button. or 3. The edit options for that particular channel appears at the top of the page: The only option for the Registration channel (above) is Delete this Channel. If you don t wish to delete the channel, click on Cancel and return. How to Move a Channel 1. To Move a Channel, click on Content/Layout (Fig. 1, page 3) on the MY CCP homepage. The Manage Content/Layout page appears (Fig. 2, page 3). 2. On the channel you want to move, click on one of four arrows. Depending on the location of the channel, some arrows may be gray, which means you cannot move the channel in that particular direction. Some examples are below: How to Remove a Channel 1. To Remove a Channel, click on Content/Layout (Fig. 1, page 3) on the MY CCP homepage. The Manage Content/Layout page appears (Fig. 2, page 3). - 6 -

2. On the channel you want to remove, click on the Remove button. 3. A pop-up box will ask, Are you sure you want to remove this channel? Click OK to remove. How to Add a Channel 1. To Add a Channel, click on Content/Layout (Fig. 1, page 3) on the MY CCP homepage. The Manage Content/Layout page appears (Fig. 2, page 3). 2. Click on the button in the location where you want a channel. There are several The screen below appears: buttons located on the page. 3. Begin Step 1 by selecting a category. Click on Select All to see all subscribe-able channels. 4. After making your category selection, click the button. - 7 -

5. When Step 2 appears, highlight the desired channel. 6. In Step 3, click on the button. The new channel then appears in the desired area! - 8 -

Basic Tab Skills What are Tabs? A logical grouping of related channels usually created for a specific audience. Tabs can be seen as buttons to click to open specific pages on a web site. Tabs usually appear at the top or the side of a web site, similar to the tabs on manila folders in a manual filing system. Example of Tabs How to Edit a Tab 1. To Edit a Tab, click on Content/Layout (Fig. 1) on the MY CCP homepage. Fig. 1 2. The Manage Content/Layout page (Fig. 2) appears. Fig. 2-9 -

3. Click on the tab that you want to edit. Depending on how MY CCP develops and expands in the future, you may be able to edit tabs in one or all of the following ways. a. Active Tab: Allows you to set the tab as the one which will open when you log in to the system. i. Click on the Make this the default Active Tab link. b. Rename the Tab: Allows you to rename the tab. i. Type a name into the textbox. ii. Click on the button. c. Change Tab Type: Allows you to reset the tab type. Options are Traditional (with channelized content) or Framed (pulling in the content of a specified URL to fill the entire page). i. Click on one of the radio buttons located next to Traditional and Framed. ii. If Framed is selected, provide a URL in the textbox. iii. Click on the button. d. Delete this Tab: Allows you to delete the tab from your layout. i. Click on the Delete this Tab link. ii. A pop-up box will ask, Are you sure you want to delete this tab? Click OK to delete. How to Move a Tab 1. To Move a Tab, click on Content/Layout (Fig. 1, page 6) on the MY CCP homepage. The Manage Content/Layout page appears (Fig. 2, page 6). 2. Click on the left arrow or the right arrow of the tab you want to move. - 10 -

How to Add a Tab 1. To Add a Tab, click on Content/Layout (Fig. 1, page 6) on the MY CCP homepage. The Manage Content/Layout page appears (Fig. 2, page 6). 2. Click on the button. Follow the 4 steps for adding a tab: 3. Step 1: Provide a name in the textbox. 4. Step 2: Click on a radio button to select the type (see above for explanation). 5. Step 3: Click on a radio button to select a position for the new tab. 6. Step 4: Click on the Submit button. The new tab is added to the page! - 11 -

Basic Column Skills What are columns? Columns keep channels in a precise and attractive layout within the different tabs on the Luminis portal site. Columns within the Home tab are not removable, resizable, or movable. All tabs initially supplied by the College may not have columns added to them. Any tabs created by you have all the capabilities mentioned below. However, it is recommended that no more than three (3) columns be used for correct rendering of graphics and text. How to Add a Column 4. To Add a Column, click on Content/Layout (Fig. 1) on the MY CCP homepage. Fig. 1 5. The Manage Content/Layout page (Fig. 2) appears. Fig. 2 6. On the My Stuff tab or another tab that you have created, click on the button (they are vertical on the page) in the desired location. [Column 1] [Column 2] [Column 3] - 12 -

7. Set column widths so that they total 100% for best results. If the % sign is omitted, the width will be interpreted as pixels. Notice in the graphic below that there are 4 columns in the layout. Therefore, the widths have been set to 25%. (25 x 4 = 100%) [Column 1] [Column 2] [Column 3] [Column 4] 8. Click on the Submit button. How to Move a Column 1. To Move a Column, click on Content/Layout (Fig. 1, page 9) on the MY CCP homepage. The Manage Content/Layout page appears (Fig. 2, page 9). 2. Depending on the column you want to move, click on either left arrow button or the right arrow button, located next to the button. How to Resize a Column 1. To Resize a Column, click on Content/Layout (Fig. 1, page 9) on the MY CCP homepage. The Manage Content/Layout page appears (Fig. 2, page 9). 2. On the column you want to resize, click on the button. 3. The column you selected will be bolded. Change it to the desired width and click on the button. - 13 -

4. How to Remove a Column 1. WARNING: Do not delete columns on tabs initially supplied by the College since you do not have the ability to add columns to these tabs. 2. To Remove a Column, click on Content/Layout (Fig. 1, page 9) on the MY CCP homepage. The Manage Content/Layout page appears (Fig. 2, page 9). 3. On the column you want to resize, click on the button. 4. Click on the Delete this Column link. 5. A pop-up box will ask, Are you sure you want to delete this column? Click OK to delete. - 14 -

My CCP Basic E-mail Includes detailed information on general navigation, options, composing messages, incoming messages, folders, moving messages, blocking addresses, address book, searching for addresses and subscribing to mailboxes Updated: 1/6/05-15 -

My CCP Features The Luminis portal environment is one that every student, faculty and staff member will use as part of their daily interaction at Community College of Philadelphia. This is a very powerful tool that will streamline and enhance our ability to access information we need to work everyday. The biggest benefit of the portal is the integration with the Banner administrative software. There are 6 major components of the portal that all are integrated for the benefit of the user: Group tools: Any committee, club, department or other group can request an online group environment to share a homepage, calendar, e-mail list, discussion list, announcements, news and much more. This is a dynamic and powerful tool that could enhance group communication on campus. Course tools: Once Banner Student module is live, every course on campus would automatically have an online course shell created. This means as a faculty or student you have access to the MY CCP e-mail address list of those in your class. A place to create a homepage, post attachments, targeted announcements, threaded discussion, post discussion lists and more are available. Through Luminis and Banner the creation of the course shell and student roster list is automated from Banner. Faculty and students can begin using its features the first day of class. Targeted messages: The portal has two windows (or channels) for targeted messages. One window lists campus messages. These messages are sent broadly based on your role as an employee or student. This is a place to put those important reminders such as registration dates, etc. for the campus. There is also a personal announcements window that allows you to receive messages from a group, course or other segmented groups. Calendar: There is a web-based calendar that is integrated into the portal environment. This calendar allows you to set appointments or reminders and schedule meetings. The best feature is that the calendar is automatically updated by events in Banner, such as registering for a new class. As a student, each class you enroll in is automatically included on your calendar. Course and group tools also allow faculty, staff and students to schedule meetings or reminders on the calendar for participants of that group or class. E-mail: There is also a web-based e-mail program that offers a variety of integrated functions within the portal. It allows group and course members to easily e-mail each other, as well as the normal functions of web-based e-mail such as Yahoo mail or NIMS mail. Directed content: The portal will enable students, faculty, staff and administrators to have content directed to them based on their individual needs. For example a student would have information on student activities, accessing grades, registering for classes, their class information, and other directed information on their portal. A faculty member may have advising information, class information, benefit information and other directed information on their portal. This way the tools each person needs are at their disposal online in the portal. - 17 -

MY CCP Basic E-mail Getting started: You will need to have your Timeout set for at least 60 minutes. For more information about changing your timeout, view the MY CCP Customization Training Manual. General Navigation When you open MY CCP, your E-mail will be the first channel in the center column. Up to five messages will show from your inbox. Click the messages and view them or click the more... to see more messages. Channel Toolbar: There are four buttons in the upper right of the E-mail channel. The first button is Help. The second button is the Focus button. If you click the focus button, you will remain in the same window, but it will hide all the other channels from the screen. This view allows you the same limited access to your e-mail as before. To return to All Tabs click back to Home Tab. Note: Do NOT click the X in the upper right of the window. If you do, you will exit MY CCP and have to log in again. - 18 -

The third button is the minimize button. Note: this button is different than the minimize buttons windows usually uses. This button does not minimize the whole window, it just minimizes the E-mail channel. See illustration below. To return to the full view, click the same button again. You can compose and/or go to your Address Book from within this channel. Notice that the X button is grayed out. You cannot delete this channel. To go to the full E-mail window, click this icon below from either of the two locations shown. Folders Tabs Functions Messages Exit E-mail Exit MY CCP (Mail Boxes) - 19 -

Options Click the Option tab. When you have finished, or if you just wish to return to mail, click the Get Mail icon below the tabs or the E- mail tab. If you click the icon above right, you will exit E-mail. Address Book Preferences: Increase the number of addresses viewed per page and include or exclude your address from the search function. Auto Forward: Forward your e-mail to another address. Auto Reply: Send a custom message automatically when you are away. Using Auto Reply can cause problems with list serves. Block Addresses: Block any address you do not wish to receive. (We will discuss this in detail later.) Display Settings: o o o Deleted Messages: Send to Deleted folder sends messages to the Deleted folder. Delete from system removes them altogether. It is recommended that you have messages sent to the Deleted folder. This gives you a chance to retrieve a messages deleted by mistake. Messages Per Page: Allows you to view more messages per page in a folder. Message Headers: Determines how much technical information displays at the top of a message. If you want to see all the routing, click All for your messages to display like this. - 20 -

If you click Brief, your messages will display like this. If you make any changes, you MUST click OK. Filters: Create any number of conditions that determine whether messages are to be routed to different folders based on the message sender, subject or even to whom it's addressed. This option will be discussed in an advanced E-mail workshop. Message Preferences: Requesting Read Receipts is supposed to allow you to see when a recipient opens your e-mail. The problem is that many e- mail packages do not allow this. Another problem is most packages that do allow it also allow the recipient the option to reply or not. o o Save Sent Messages: Save a copy of your sent mail. Note: You will not have any of your sent messages saved unless you check this box. Sent Messages: If you check Confirm, you will have to click an OK button after each message you send. However, if you check Do Not Confirm, the only way you will know if the message went out is if you check your sent mail folder. Retrieve Other E-mail: Receive e-mail from another account. Signature: Add information such as postal address, telephone numbers, etc at the bottom of outgoing e-mail. When you have finished or wish to return to your e-mail, click the Get Mail icon below the tabs or the E-mail tab. Do Not click Exit. - 21 -

Compose E-mail Composing e-mail in MY CCP is much like any other e-mail. Notice below the Enter Message: box save a copy to the sent folder and add signature boxes are checked. These were set in options. Note: Checking or un-checking these options will affect this message only. You can type in an address or you can retrieve it from the Address button (Shown later in Address Book). Attachments: After you have clicked the Attach button, a window like the one at the right will come up. Click browse to find the file you want to attach as shown in step one. Then follow the steps as outlined in the window. When you finish click the OK button. The attachment will show up next to Attachment in the Compose window. Save a Draft: The Save a Draft button saves a message that you have started and wish to send later. The message is stored in a Drafts folder. The Drafts folder is located with the other mailbox folders. Spell Check: Check the spelling of your message with the Spell Check button. If there are no errors, this message will appear. Note: Spell Check does not check the subject line. Click the Send button to send the message. - 22 -

Incoming Messages Click on hyperlink to open message Message will display in lower frame Click and drag lines to increase / decrease frame sizes. It is possible to Reply, Reply All, Forward, Print Delete, using the buttons located above and below the message body. The purpose of the two locations prevents scrolling when the body of the message is very long. Reply will reply to the originator only. Reply All will reply to the originator and all the addresses on the To: line. You can edit the text of the original message in either case. Forward: Re-address message to new recipients. Print: Print the message. Delete: Send the message to the Delete folder or remove it depending on the setting under options. - 23 -

Folders There are five default folders: Inbox: Contains all new messages that you receive. Drafts: Contains all unsent messages that you are still composing. Sent: Contains a copy of each message that you compose and send. Deleted: Contains all messages deleted from your Inbox. Search Results: Contains the results of your last e-mail message search. Folder Toolbars: o Add : Click the Add on Folder s toolbar to add new folders. When adding folders, first select the folder location. It is possible to place folders within folders. For this demonstration, select Community College of Philadelphia E-mail. This will place the new folder in the main folder area. Enter the name for the new folder. Click Ok at the lower right of the window. The new folder will immediately appear in the Folders list. Other folders may be added or click Done. Note: When you select Done you will return to the main E-mail window and will be in the Parent folder. o Edit: To change folders names, use Edit on Folder toolbar. o Delete: To remove a folder, click Delete from the Folders toolbar. Select the folder to be deleted. Click Ok. Continue deleting folders or click Done. Note: Deleting a folder will delete all folders and messages within the folder. You will receive a warning. - 24 -

Move Messages To move messages to a different folder: moved. the message(s) to be Click Move This will bring up the Move window (shown below). Select the destination folder. Click Ok. You will then return to the Main E- Mail folder. Note: You cannot use drag/drop, you MUST use the Move function. Search For Messages Use Search from the toolbar to find specific messages. Select the folder and field to be searched. Enter the search text. Click Search The results of the search are found in the Search Results folder. The illustration as the right shows 21 messages that contains test. Note: The resulting list will not show in which folder the message is located. Note: Messages deleted from the Search Results folder are removed from the system or sent to Deleted folder depending on the settings in preferences. - 25 -

Block Address If you no longer want to receive e-mail from an address, click the Block Address button. You can un-block the address through Block Address in Options. Address Book Click the Address Book tab to open the address book. New Contact: To add a new contact: click New Contact to add a new address. Fill in the appropriate fields. Birthday and Notes (not shown here) can be accessed by scrolling down. Click Ok when the information has been entered. - 26 -

Another method of adding a New Contact is directly from any e-mail message. When an e-mail message is displayed, the various e-mail addresses are shown after the From: and To: headings. Each of these addresses may be clicked on directly to add that person to your contact list. In the example, clicking on Lucy Van Pelt brings up the Add Contact screen with the Display Name: and Primary e-mail: fields already populated with her e-mail address. You may then fill in any appropriate fields. - 27 -

Searching for Addresses: Searching for addresses is accomplished through Compose. Click Address. Choose the Address book to be searched. There can be several address books. The search can be narrowed to any of these choices. Type the information to be searched in the that includes box Note: As explained in the instructions at the top of the window, the star (*) can be used as a wild card. A* will return all contacts that begin with the letter A. The example at the left would return the results below. To view more contacts, type 2 in the page box. Then click go. An alternate method of viewing more contacts is using the dropdown menu. Click the menu and select the next group of names. Click on the appropriate Action to either send (To), copy (Cc), or blind copy (Bcc) an e-mail to the contact - 28 -

MY CCP Advanced E-mail Includes advanced, detailed information on address book contacts, address groups and filters Updated: 1/6/05-29 -

MY CCP Advanced E-mail If you haven t already, Logon to MY CCP and open E-mail. Address Book Overview There are two ways to access the Address Book: 1. Directly from the E-mail channel, 2. Open E-mail and click the Address Book tab. The Address Book will contain addresses for all College employees. You will have to input all your personal contacts. You can type them or use copy/paste. This information is covered in the Basic E-mail documentation page 13. Also, ITS will help you to import any personal address book(s) you may have created within the Groupwise mail system. - 31 -

Contacts The purpose of Contacts is to store address of people off campus or for use in creating Groups. Click New Contact. Fill in appropriate fields and click Ok. The contact now shows in your address book in the All Contacts Group. Note: All contacts go into the All Contacts Group. This is the only address book that MY CCP will allow you to create. There is a way to group contacts. This will be explained later in Address Groups (p3). Contact Display The buttons allow you to view all or select portions of the Address Book to be displayed. - 32 -

Click a letter to limit the contacts displayed. Only the contacts that begin with S are displayed. Clicking on the address will bring up compose with the address on the TO: line. Putting a check mark in the box next to several address and then clicking Compose will place all the addresses on the TO: line. To edit a contact, click the Display Name. Address Groups Creating address groups helps when it is necessary to send frequent e-mail to the same group of contacts. Address groups can also be used to separate contacts into smaller groups the way other e-mail programs allow additional address books. o Creating a Group Click New Group. Enter name for the new group. - 33 -

Select the contact addresses from the All Contacts window. Note: The contacts are listed in alphabetical order by first name. (Holding the Ctrl key on the keyboard will allow you to select several contacts.) Clicking the Add member to group arrow will transer the contacts from All Contacts to the new group. Note: You may notice that the contact is removed from All Contacts and placed in the new group. This is only temporary. As soon as you click Ok, the contacts will appear in both groups. When all the contacts have been transferred, click Ok. MY CCP E-mail will return to Address Book with the new contact group listing. o Deleting a Group Select the group to be deleted. Click the Edit Group button. From the Add/Edit Groups window click Delete Group. There is a warning before the group is deleted. WARNING!! Deleting the group will delete all the contacts in the group entirely from the Address book! o Edit Group Use Edit Group to add, delete, or rename a group. o E-mail Group Select a group then click E-mail Group. It will take you to compose with the group address on the TO: line. - 34 -

Filters Filters are used to setup conditions that will route incoming messages to selected folders. Click the Options tab. Click Filters Click Create Filter Setting Conditions: The first step in creating filters is to set the conditions. The filter condition can be set for any of the three headings: From To:/CC Subject. The condition can be based on any of these four choices. (These conditions are the same for all three headings.) Note: It is possible to set conditions for one, two, or three headings. If a condition is set for more than one heading, each condition must be met for the filter to work. See the instructions at the top of the Create/Edit Filter window. Also note that there is a 15 maximum that can be set. - 35 -

Re-routing the Incoming Message: Click Choose Folder. Select the destination folder and click Ok. Completing the Filter: There are two ways to complete the filter: 1. Clicking Ok will enable the filter for all future incoming messages. 2. Clicking Apply Filters Now will filter all current messages in the inbox as well as all future messages. Editing / Deleting Filters: To edit or delete a filter, use the buttons at the right of the window. - 36 -