OCMM Core Basics: Virtual Office

Core Basics: Virtual Office Housekeeping Be on time: Start of class Lunch/break Be here now! Close e-mail, work queues, applications Put cell phones away Participate: Share thoughts Ask questions Join in discussions Mute the phone line when not speaking Be respectful by not speaking over others when they are speaking Please do not place your phone on hold

Muting your phone line when not speaking helps minimize background noise. There are a few ways to accomplish this.

1. In the WebEx ,click on the microphone icon next to your name in the Participants panel, which toggles the mute status.

Tip: During sharing, you can mute/unmute your microphone from the Meeting Controls Panel at the top of your screen. Hover over the green sharing notice at the top of the screen to expand the menu below.

2. Press the mute button located on the phone or headphones.

After completing this module, you will be able to: Demonstrate basic use of Microsoft Word, Excel, Outlook and OneNote.

Whether you still work at the office or you work from home, your world revolves around the computer and technology. Today your success in business is dependent on your ability to navigate our virtual world.

This course is aimed to provide you with a comfort level in traversing through some of the computer programs most commonly used.

© 2020 Optum, Inc. All rights reserved. Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. Microsoft Products Outlook, OneNote, Word, Excel Microsoft Ribbons - similarities

The ribbon is a set of toolbars at the top of the window in Office programs designed to help you quickly find the commands that you need to complete a task. Visit the Microsoft Office website for additional information. There are many similarities found on the Microsoft Ribbons between the different applications (OneNote, Word and Excel). We will look at the similar aspects, and then focus on some of the different items of use on the ribbon.

OneNote Word Excel

• Cut • Copy • Paste • Format Painter • Font • Font Size • Font Color • Highlight • Bold • Italics

• Table • Hyperlink • Picture • Equation • Screen clipping/ Screenshot • Symbol

• Spelling • Research • Translate

• Full page viewing • Zooming in/out capability • New window

• Ribbons • Tracking Changes • Navigation Pane • Font Options • Styles • File Tab • Watermarks • Converting to Portable • Inserting Screen Shots Document Format (PDF)

• Basic Formatting • Paste Preview • Worksheets • Protected View • Columns and Rows • Recovery of Workbooks • Tips and Tricks • Filter and Sort • Formulas

• Getting Started • Calendar • Ribbons • Out of Office Assistant • Quick Steps • Email Etiquette • Managing Your Emails • Contacts

Reply All is a great feature for email transparency but it should be used purposefully.

Use Reply All Do Not Use Reply All

• Responding to a small group with a • Replying to an automated/Outlook focused discussion topic (<10). distribution list. • 70%+ of recipients are actively • Only the original sender needs your participating. response. • You need to share your opinion with • Your response impacts a select few a group (i.e. voting, making a recipients. decision). • To tell others to stop “Replying All”.

Other Reminders • Do not “Reply All” and further perpetuate the issue. • Assume positive intent and delete the extraneous email messages.

Option 1: Click to “Ignore” the email conversation. 1. From your mailbox, right click on the email and select “Ignore”. 2. Open the email, select “Ignore” from the upper-left corner of the screen.

Option 2: Create an Outlook Rule to automatically move the conversation to a selected folder.

This should be used as a temporary option– you will want to remove the rule later so that you receive applicable future communications.

© 2020 Optum, Inc. All rights reserved. Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. Microsoft Outlook Different types of calendar invites LearnSource Emails - notification of enrollment

When you are enrolled into a course, you will receive an email from LearnSource.

You need to click the “Appointment” attachment in order to add it to your calendar.

Unlike a Meeting Invite, this will not have the “Accept”, “Decline”, and “Tentative” options. You will click “Save & Close” to add the event to your calendar.

26 Emails with “Add to Calendar”

Many meetings, especially from Corporate, will include an “Add To Calendar” button. Notice, unlike the LearnSource email, this does not show an attachment.

27 “Add to Calendar” attachments

Similar to the LearnSource enrollment email, this will not have the “Accept”, “Decline”, and “Tentative” options. You will click “Save & Close” to add the event to your calendar.

28 Meeting invitation

Meeting invites will give you 3 or 4 options: 1. Accept- which adds it to your calendar and shows you “busy”. 2. Tentative- which adds to your calendar, but with diagonal lines. 3. Decline- which sends it to your recycle bin. 4. Propose new time- which allows you to suggest a new meeting time. (The meeting host can choose to disable the ability to “propose new time”.)

29 Meeting rescheduled

Rescheduled meetings will show you the original time of the meeting (in gray) and the new meeting time (at the beginning in orange).

If a reason for the reschedule is provided, it is usually in the body.

30 Meeting cancellation

Meeting cancellations are identified a few ways. This one shows “Cancelled” in the subject line. There will also be a “Remove from Calendar” at the top you can click and it will be taken off your calendar.

31 Microsoft OneNote Microsoft OneNote overview

• Getting started • Using the tools • Notebooks • Pasting information • Adding tabs • Tips and Tricks • Importing emails

New- This is where you will begin a new notebook. You will then choose where to store it (usually “my computer”, then give your notebook a name, and then choose a location to save your notebook).

Help- You can get additional assistance from Microsoft .

Tags- Work great for marking important information, and later locating it. Email Page- Allows you to send your notes via Outlook. Outlook Tasks- Create tasks in Outlook. Meeting Details- Pulls in your meetings from your Outlook calendar.

Insert Space- Allows you to add space into your notes, great for inserting information later or a picture later. Attach file- Allows for linking in a file that you have saved on your desktop or a drive. Date and Time- Will date and time stamp so you are ready to start taking notes.

Rules lines- Will add lines (like notebook paper) to your notebook page. You can choose different ones by clicking the drop-down arrow. New side note- Works like a virtual post-it note on your desktop.

If help is needed with any of the Microsoft Office Tools, please use the link provided: https://support.office.com/

Primary Sources of Information

Related SOPs/Job Aids Related Website/SharePoint Microsoft Support

MS Office 2010

SME Resources