Department of Information Technology and Telecommunications Training Seminar.pdf · xlsx= Microsoft Excel (2007-present) ppt= Microsoft PowerPoint (prior to 2007) pptx= Microsoft

Department of Information Technology and Telecommunications

November 12, 2012

City of Kenner Council Chambers

Why we asked you to join us…

� Enhance computer functionality for the

end user

� Assist with computer organization

� Provide suggestions and ideas to

enhance computer performance

� Review applications commonly used by

Kenner employees

� Question and Answer Session

What we will cover today…

� Part One: File Storage

� Part Two: E-mail Usage

� Part Three: Microsoft Outlook Tools & Features

� Part Four: Microsoft Office Applications Question and Answer Period

File StorageFile StorageFile StorageFile Storage

Topic One:

� Saving Locations

� Folders and Sub-Folders

� Naming Files

� Searching for Files/File Paths

� File Types

� Deleting Files/Recycle Bin

� Music, video and picture files

File StorageFile StorageFile StorageFile StorageTopic One:

Where should files be saved?� Desktop vs. Shared Drives and User Drives

� Local Storage vs. Network Storage

� File Recovery

Copy/Paste/Shortcuts� Copy and Paste Features

� Creating Shortcuts� Shortcuts on desktop

Folders and Sub-Folders� Creating folders

� How many is too many?� Character limits in a string� Searching difficulty


Naming Files� Files should be named in a consistent pattern� File names should include identifying properties of the file such as:

� Name of recipient/organization

� Date of document draft

� Author’s initials

� Version

� Example: � Letter to Jones-Times Picayune-Nov. 11, 2012-VCW-V1

Searching for Files/File Paths� Using sub-folders and sharing documents on multiple drives and

areas of your PC can make searching for documents more involved.

� Searching My Documents/specific drives vs. My Computer� Windows Key + E

� Inserting file paths into files� Insert-Quick Parts-Fields-File Name (Include File Path)


File Types

What type of file is this and what program will open it?� pdf=Adobe Acrobat

� doc= Microsoft Word (prior to 2007)

� docx=Microsoft Word (2007-present)

� xls= Microsoft Excel (prior to 2007)

� xlsx= Microsoft Excel (2007-present)

� ppt= Microsoft PowerPoint (prior to 2007)

� pptx= Microsoft PowerPoint (2007-present)

� jpg, jpeg, tif, tiff, gif=Picture files

� Mov, mpg, mpeg, avi, wmv=video files


Deleting Files/Recycle Bin� Kenner’s file servers have limited storage space.

� Files should be purged on a regular basis.

� Files untouched for a five year period and not essential should be deleted

� Using words such as “final” in your file names will allow you to delete previous versions that are not needed.

� Deleting a file will move it to your recycle bin. This does not delete the file from your computer completely.

� Users should delete files from the recycle bin on a regular basis.


Music, Video and Picture Files� Kenner’s file servers have limited storage space.

� Reports show many users in the City housing personal music, picture, and video files on their City PCs, which is a direct violation of City Policy.

� In an effort to remain in compliance, the IT Department will be cleaning up servers and removing these types of files that are personal in nature.

� Reminder: Those files that are related to city matters will remain.

� Please take this week to remove all personal files of this nature from your city PC.

EEEE----Mail UsageMail UsageMail UsageMail UsageTopic Two:

� Components of Outlook

� E-mail Storage

� Deleting e-mails

� Searching Outlook

� Prioritizing e-mails

� Barracuda Filter/Junk Mail

� E-mail Signatures

EEEE----mail Usagemail Usagemail Usagemail UsageTopic Two:

Components of Outlook

� Mail

� Calendar

� Contacts

� Tasks

� Notes


E-mail Storage

� The City’s mail servers have limited storage

space.

� All e-mails sent, received, and stored in your

exchange account must be related to city

matters.

� E-mails that are personal in nature are

prohibited per City of Kenner policy.


Space Saving Techniques� Purge inbox and sent items of e-mails that are not

needed.

� Ex: e-mails from sales entities, read receipts, delivery receipts

� Only request read and delivery receipts on e-mails that require them.

� Your inbox should not be used as a file storage. E-mails that relate to files in your office should be printed and filed in the hard copy file or scanned (saved as a pdf.) and moved to the appropriate folder on your PC.


Deleting E-mails

� E-mails that are deleted will reside in the

deleted items folder in your Exchange account.

� User should then delete the e-mail from the

deleted items folder for final deletion.

� Users should remove unneeded e-mails from

their inboxes, sent items folders, junk e-mail

folder and related sub-folders


Searching Outlook

� Users may or may not benefit from the creation

of sub-folders in Outlook.

� Creating sub-folders may create difficulty

searching for needed e-mails.

� Outlook searches only the folder designated.

� To look for e-mails, user must be aware of

where the e-mail is stored.


Prioritizing E-mails� When composing a new e-mail, users have the

ability to set a priority to e-mail-high, low, normal

� Be sure to only select high priority when the e-mail is actually of the highest level of importance.

� Over-usage can result in other end users disregarding priority level of e-mail.

� Users can also remind themselves to follow-up on certain e-mails in various time increments. Reminders can be set on the Outlook calendar to follow up as well.


Barracuda/Filtering

� This system is in place to filter spam e-mails or

e-mails that may be viral.

� This is a hardware appliance, and does its best

to decipher what e-mails to filter.

� Please check your junk mail folder for e-mails

that you have not received and are waiting on.


E-mail Signatures� E-mails should be signed by the sender in the following format in

accordance with City of Kenner Policy:� Name

� Title

� Department

� Address

� Telephone/Fax Number

� E-mail address

� City website

� While a small image of the City of Kenner seal is allowed, no other images, quotations backgrounds, colors or e-mail template themes are allowed in employee signature block.

� E-mail signatures must be in plain text format.

� Font style must be professional and legible, no larger than 14 pt.

Microsoft Outlook Tools & FeaturesMicrosoft Outlook Tools & FeaturesMicrosoft Outlook Tools & FeaturesMicrosoft Outlook Tools & FeaturesTopic Three:

� Calendar

� How to set calendar appointments

� How to invite attendees

� How to accept, decline, propose a new time, and make

an appointment tentative

� Modifying appointments

� Using your calendar for notification of annual leave,

sick leave, or certain events (eg: city holidays, all-day

events)

� Calendar views/searching


� Contacts

� Creating contacts

� Modifying contacts

� Contact viewing/sorting/searching

� Forwarding contacts to other recipients


� Tasks

� This tool houses your to-do list in the same application

that houses your e-mail, calendar, and contact list.

� Tasks can be organized by priority, due date, start time,

etc.

� How to create a task/categorize a task/set a reminder.

� How to assign tasks, create status reports, and mark

as complete.


� Notes

� Sticky notes to remind you of daily tasks.

� Can be housed on your desktop or in the notes section

of Outlook.

� Click/Drag-Copy/Paste Features

� Moving contacts, files, appointments, etc.

Microsoft Office Applications Q & AMicrosoft Office Applications Q & AMicrosoft Office Applications Q & AMicrosoft Office Applications Q & ATopic Four:

� Website: http://www.gcflearnfree.org/

� Open Forum for questions regarding

� Microsoft Word

� Microsoft Excel

� Microsoft PowerPoint