Tag Archives: IT Learning

Copy Email Into a Folder

Did you know that in Outlook you can put a copy of an email into a folder for reference purposes, while still retaining the original in its original location?

This can be helpful if you are wanting to make sure you have copies of emails in particular folders, but still want the original in your Inbox to reply to; or perhaps when using a shared mailbox.

To do this, hold down the Control key while you drag selected email(s) into a folder. This will copy the email(s) rather than moving it/them.

TIP: just make sure you keep holding down the Ctrl key until after you have dropped the email into the folder!

Thanks to Marj Blake, Learning and Development Advisor, for this tip!


For great time-saving tips, look up:
Being more efficient with your technology
Technology Information for Staff website

Was this tip helpful to you? Anything else you want to know? Got some suggestions? Please leave a comment below or let me know.

You’ll find more learning at Learning and Development.

 

Start an Instant Zoom Meeting from Outlook

If you have installed the Zoom meeting buttons in Outlook, here’s how you start a meeting.

But before we get started
A REALLY IMPORTANT NOTE: Zoom is not about conducting visual phone calls (such as in Skype for Business). Zoom is about creating a virtual “room” in which you can meet with people. So you don’t “call” someone – instead you go into a virtual meeting room and then invite them to join you.

  1. Open Outlook
  2. Click the Start Instant Meeting button, located on the Home Ribbon. (If the Zoom buttons are not there, install the Zoom meeting buttons. If you have installed them but they are still not there, restart Outlook.)

Picture of Zoom icons on Outlook Home Ribbon

  • a Zoom meeting window opens (probably showing your face, if your video camera is on; but note that some laptops have a little sliding plastic cover across the video camera)
  • NOTE: you are now “in a virtual meeting room”

Now invite those you wish to meet with, to join you in your virtual meeting room:

  1. Click the Invite button on the toolbar at the bottom of the Zoom Meeting window. (If you don’t see the toolbar, it will appear when you move your mouse across the Zoom Meeting window.)
    Picture of the Zoom Meeting toolbar
  2. Type the names of people you wish to meet with.
  3. Select each name and click the blue Picture of Zoom invite button button in the lower right corner
    – each participant will have a little pop up appear on their screen (accompanied by a sound) inviting them to join you in your meeting room. They can accept or decline the invitation. If they decline, you will be notified. 

NOTE:
– if you need to mute your microphone or your video, use the buttons at the left end of the toolbar
– to end the meeting click the red End Meeting text at the right end of the toolbar

OTHER RESOURCES FOR USING ZOOM:
Download and Install Zoom
Install the Zoom Connector to Outlook
One Minute video Tutorials
Lots of other ZOOM resources
Zoom Help Center


For great time-saving tips, look up:
Being more efficient with your technology
Technology Information for Staff website

Was this tip helpful to you? Anything else you want to know? Got some suggestions? Please leave a comment below or let me know.

You’ll find more learning at Learning and Development.

Install the Zoom Connector in Outlook

If you are using the Zoom videoconferencing tool to conduct meetings, you will find it useful to add the Zoom icons to your Outlook Ribbon.
Picture of Zoom icons on Outlook Home RibbonTo do this,  you need to download the plugin from your computer’s Software Center, as follows:

  1. Click the Windows icon at the bottom left corner of your screen
  2. Start typing “Software Center” (American spelling)
    – a list of options displays, including the Software Center
    Picture of typing "Software Center" into the Windows Search box
  3. Click Software Center in the list of options
    The Software Center opens, displaying software available to you
  4. Type “Zoom” into the search box in the upper right corner of the Software Center window. (There are various ways to organise the display of the software available, but this is a simple way to find Zoom.)
    – the available Zoom options display
  5. Double-click _Other Zoom Outlook Plugin
    Picture of Zoom Outlook Plugin in Software Center
  6. Click the blue Install button
    NOTE: Outlook may close or restart during the installationPicture of the Zoom Install button from the Software Cnter

Once the install has completed, open Outlook and look for the Zoom icons on the Outlook Home Ribbon. (If they are not there, close Outlook and re-open it.)
Picture of Zoom icons on Outlook Home Ribbon

OTHER RESOURCES FOR USING ZOOM:
Download and Install Zoom
Start an Instant Zoom Meeting from Outlook 
One Minute video Tutorials
Lots of other Zoom resources
Zoom Help Center


For great time-saving tips, look up:
Being more efficient with your technology
Technology Information for Staff website
– The ITS Homepage and Knowledge base. (Note the tabs for Students, Staff and Visitors.)

Was this tip helpful to you? Anything else you want to know? Got some suggestions? Please leave a comment below or let me know.

You’ll find more learning at Learning and Development.

Download and Install Zoom

Zoom is currently UC’s preferred method for video conferencing. UC has a site license for Zoom which means it is free for all UC faculty, staff, and students.

AN IMPORTANT NOTE ABOUT ZOOM’S UNDERLYING CONCEPT: Zoom is not about conducting visual phone calls (such as in Skype for Business). Zoom is about creating a virtual “room” in which you can meet with people. So you don’t “call” someone – instead you go into a virtual meeting room and then invite them to join you.

Get started downloading and installing Zoom.


OTHER RESOURCES FOR USING ZOOM:
Install the Zoom Outlook Connector
Start an Instant Zoom Meeting from Outlook 
One Minute video Tutorials
Getting started with Zoom, and other resources
Zoom Help Center


For great time-saving tips, look up:
Being more efficient with your technology
Technology Information for Staff website
– The ITS Homepage and Knowledge base. (Note the tabs for Students, Staff and Visitors.)

Was this tip helpful to you? Anything else you want to know? Got some suggestions? Please leave a comment below or let me know.

You’ll find more learning at Learning and Development.

How to Access Your Computer from Off-Campus

IN A NUTSHELL, THERE ARE 2 THINGS YOU NEED TO DO:

  1. Register for Remote Access (click link)
  2. Connect to UC services from off-campus (click link)

If you experience issues with remote access please Log an assyst request and ITS will be able to assist.

To use IT services or resources from off-campus – for example at home or a hotel – you need to use something called ‘Remote Access‘. The term ‘Remote Access’ in the UC context means you are authorised to access IT services or resources when away from the campus.

You will also encounter the term ‘Remote Desktop‘.  In the UC context, this means connecting to a computer or server that is located on-campus.

Step 1: is to Register for Remote Access (click link)

It is recommended that all staff register for remote access, even if you do not expect or intend to use the service, as this will reduce effort needed to get set up should your circumstances change in the future.

Step 2: is to Connect to UC services from off-campus (click link)
using your Personal computer (Windows or a Mac) or UC provided Windows laptop or a UC provided Mac.

You can access these instructions from the ITS website under the Staff Tab:

Picture of ICTS Website
You can access these instructions from the the ITS website under the Staff Tab.

 


For great time-saving tips, look up:
Being more efficient with your technology
Technology Information for Staff website

Was this tip helpful to you? Anything else you want to know? Got some suggestions? Please leave a comment below or let me know.

You’ll find more learning at Learning and Development.