IBM Web Mail Training for Outlook and Gmail Users

Home Page

Inbox

Email

Calendaring

Instant Messaging

Contacts

Tricks

Agenda

Home Page

Click the Mail icon to go to your inbox

Click the Mail icon to go to your inbox

Your activity stream shows all the

updates to content and people that you

follow

Your activity stream shows all the

updates to content and people that you

follow

Inbox

Click on the column header to change the sort

Click on the column header to change the sort

Action BarHover over buttons to see popup helpButtons are dual buttons. Click on them and they bring up the default form. Click on the small triangle on the right side of the button and you will see a list of options.

Action BarHover over buttons to see popup helpButtons are dual buttons. Click on them and they bring up the default form. Click on the small triangle on the right side of the button and you will see a list of options.

Just start typing to locate something w ith

quick find

Search

The search box is always on the top right in the toolbar

The search box is always on the top right in the toolbar

SearchDefault search scope depends on what you have open. If you are in your mail, it will search all your mail. If you are in

your calendar, it will search your calendar. Click the down arrow to refine

the search scope

Default search scope depends on what you have open. If you are in your mail, it will search all your mail. If you are in

your calendar, it will search your calendar. Click the down arrow to refine

the search scope

Show

Use Show button to show/hide preview pane and sidebar

Use Show button to show/hide preview pane and sidebar

Preview

Click to hide, drag to re-size preview

pane

Click to hide, drag to re-size preview

pane

Sidebar

Drag to expand sidebar

(open/thin/closed)

Drag to expand sidebar

(open/thin/closed)

Day at a Glance

See your day at a glance

See your day at a glance

Day at a Glance

Click the date to pull up a calendar and navigate to

a different day

Click the date to pull up a calendar and navigate to

a different day

Home Page

Inbox

Email

Calendaring

Instant Messaging

Contacts

Tricks

Agenda

Unread Marks

Bold emails are unread. Toggle unread marks with Mark As button

Bold emails are unread. Toggle unread marks with Mark As button

Viewing Attachments

Expand the Attachments section to download or view attachments

Expand the Attachments section to download or view attachments

Reply Options

Reply optionsReply options

Follow-up Flags

Set a flag to follow-up on an email

Set a flag to follow-up on an email

Follow-up Flags

Follow-up Flags

Flag is set. Sort inbox by flags or use Follow Up view

Flag is set. Sort inbox by flags or use Follow Up view

Folders

Use the folder icon to move or copy an email to a Folder

Use the folder icon to move or copy an email to a Folder

Folders

Select the folder and click OKSelect the folder and click OK

Selecting Multiple Messages

Ctrl-click or Shift-click to select multiple

messages

Ctrl-click or Shift-click to select multiple

messages

Act on them all at onceDrag into a folder as a group Or Delete

Act on them all at onceDrag into a folder as a group Or Delete

Sending email

Click New MessageClick New Message

Addressing

Start typing in the To field for smart Type Ahead

Start typing in the To field for smart Type Ahead

Addressing

Click To to search the address book

Click To to search the address book

Addressing

Signature

Set up your signature in Preferences – Mail - SignatureSet up your signature in Preferences – Mail - Signature

PreferencesPreferences

Editing

Rich formatting tools are available from toolbar

Rich formatting tools are available from toolbar

Save as Draft

Click Save as Draft if you want to come back and work on the email later

Click Save as Draft if you want to come back and work on the email later

Delivery OptionsSet importance, request return

receipt, mark confidential, prevent copying and more...

Set importance, request return receipt, mark confidential,

prevent copying and more...

Delivery Options

Keep private will prevent recipient from forwarding the content of the email to someone else

Keep private will prevent recipient from forwarding the content of the email to someone else

Sending Email

Send or Send and file into a folder a the same time

Send or Send and file into a folder a the same time

In Preferences under Mail-General-Sending, you can select Save sent mail: Always keep a copy, Don't keep a copy, Always prompt

In Preferences under Mail-General-Sending, you can select Save sent mail: Always keep a copy, Don't keep a copy, Always prompt

Home Page

Inbox

Email

Calendaring

Instant Messaging

Contacts

Tricks

Agenda

Responding to Invitations

Response buttonsResponse buttons

Accept – puts on calendar and sends response back to chair

Decline – sends decline notice back

Tentatively Accept-pencils it into your calendar

Delegate-lets you to send the invite to someone else

Accept – puts on calendar and sends response back to chair

Decline – sends decline notice back

Tentatively Accept-pencils it into your calendar

Delegate-lets you to send the invite to someone else

Responding to Repeating Meetings

Declining a repeating meeting invitation will decline the entire string.

If you want to only decline some of the repeating meetings, accept the main invitation and decline the individual instances you cannot attend

Declining a repeating meeting invitation will decline the entire string.

If you want to only decline some of the repeating meetings, accept the main invitation and decline the individual instances you cannot attend

Responding to Invitations

Click to AcceptClick to Accept

Meeting Notices

Depending on Preference settings, the invitation may stay in inbox marked accepted

Depending on Preference settings, the invitation may stay in inbox marked accepted

Remove processed invitations automatically by setting preference:

Preferences- Calendar- Display - Displaying Calendar Entries in Mail Views - Remove Meeting invitations from inbox after you've responded to them

You can also use the delete key to remove notices from the inbox

Remove processed invitations automatically by setting preference:

Preferences- Calendar- Display - Displaying Calendar Entries in Mail Views - Remove Meeting invitations from inbox after you've responded to them

You can also use the delete key to remove notices from the inbox

Creating Calendar Entries

Switch to your calendarSwitch to your calendar

Creating Calendar Entries

Double-click on the time slot in the Calendar or Click New

Double-click on the time slot in the Calendar or Click New

Calendar Entry Types

Default type is defined in Preferences

Default type is defined in Preferences

Meeting: allows you to invite others

Appointment: is for you alone

All Day Event: shows in your calendar for the entire day and blocks your free time by default

Anniversary: allows you to easily enter an event that repeats yearly

Reminder: lets you pin something to your calendar and set an alarm, it does not block your free time

Meeting: allows you to invite others

Appointment: is for you alone

All Day Event: shows in your calendar for the entire day and blocks your free time by default

Anniversary: allows you to easily enter an event that repeats yearly

Reminder: lets you pin something to your calendar and set an alarm, it does not block your free time

Time Zones

You can specify the time zone of the meeting start and end times

You can specify the time zone of the meeting start and end times

Toggle Show/Hide time Zone controlToggle Show/Hide time Zone control

Add Invitees

Add InviteesAdd Invitees

Add other invitee types. Optional and FYI invitees will not be included in a free time search. FYI invitees will not be able to accept the invitation

Add other invitee types. Optional and FYI invitees will not be included in a free time search. FYI invitees will not be able to accept the invitation

Select Calendar Options

Select OptionsSelect Options

Categorize with keywords that will help you find your meeting when you search

Categorize with keywords that will help you find your meeting when you search

Find Available Time

Click find Available Time to do a free time search

Click find Available Time to do a free time search

Find Available Time

Slide to a time where everyone is availableSlide to a time where everyone is available

Expand Recommended Times view to have system suggest times

Expand Recommended Times view to have system suggest times

Send Invitations

Save and Send InvitationsSave and Send Invitations

Home Page

Inbox

Email

Calendaring

Instant Messaging

Contacts

Tricks

Agenda

Instant Messaging

Click Sametime Contacts to access instant messaging contact list

Click Sametime Contacts to access instant messaging contact list

Instant Messaging

The gear gives you access to Actions and Preferences

The gear gives you access to Actions and Preferences

Instant Messaging

See the person's availability

Double-click a name to start a chat

See the person's availability

Double-click a name to start a chat

Start typing a name into the search bar to find someone quickly

Start typing a name into the search bar to find someone quickly

Instant Messaging

Change my statusChange my status

Home Page

Inbox

Email

Calendaring

Instant Messaging

Contacts

Tricks

Agenda

Add Sender to Address Book

Click More and then Add Sender to ContactsClick More and then Add Sender to Contacts

Open Address Book

Click Contact icon to open address bookClick Contact icon to open address book

Contacts

ViewsViews

Open Contacts that have been delegated to youOpen Contacts that have been delegated to you

Add a new contact or create a personal groupAdd a new contact or create a personal group

Forward contact(s) to othersForward contact(s) to others

Home Page

Inbox

Email

Calendaring

Instant Messaging

Contacts

Tricks

Agenda

Delegate Access to your Mail, Calendar or Contacts

Select Delegation Select Delegation

Open your PreferencesOpen your Preferences

Add Person or GroupAdd Person or Group

Delegate Access to your Mail, Calendar or Contacts

Set how much access you want the person to haveSet how much access you want the person to have

Mail Rules

To get the mail rules interface expand Tools and click Rules

To Create a rule, click New Rule in the action bar

To get the mail rules interface expand Tools and click Rules

To Create a rule, click New Rule in the action bar

Setting Out of Office

Open Out of Office in Action bar under MoreOpen Out of Office in Action bar under More

Setting Out of Office

Tab through and configure the settings, then click Enable & Close

Tab through and configure the settings, then click Enable & Close

Can use if you are going out of the office for just a couple of hours

Can use if you are going out of the office for just a couple of hours

Copy an email to a Calendar Entry

Calendar entry will be pre-populated with contents of email and everyone on the email will be added to the invitee list

Calendar entry will be pre-populated with contents of email and everyone on the email will be added to the invitee list

Automatically Include Conference Call Bridge on Invites

Enter it under Preferences – Calendar – Meeting

When creating invite click “Add: Call In Number”

Enter it under Preferences – Calendar – Meeting

When creating invite click “Add: Call In Number”

Q&A