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My name is Steven Ryan and I'll be
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your trainer for this short session.
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So, in this session will look at
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particular usage situation and then
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see how different products from
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the Office 365 subscription can
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help us deal with that situation.
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We'll start by looking at what we
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can do with Skype for Business and
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then take a quick look at the Outlook components that can help us with email,
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people and calendar. And finally, we'll
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see how Yammer the social network for
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businesses may be able to help us.
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It's a presentation about use
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possibilities so that you can use
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the rest of this mood curriculum
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as a training action going forward.
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So this is our situation :
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going to remote location when an emergency is just arisen.
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You know you who can help you but we
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don't know if they're available or not.
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How do we contact them and
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how do you know any?
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How do you find any other people
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who could also help you quickly?
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So, in this session will discuss
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how to use Office 365 tools and
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features to communicate efficiently
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with those colleagues and clients.
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First, let's have a quick introduction
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to the Office 365 environment.
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So Office 365 is a subscription service
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from Microsoft, that gives an organization
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cloud based environment, to not only
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communicate with colleagues and work
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together collaboratively, but also to
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store files and documents...
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Provides organizations with cloud based Mail
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service through Exchange Online; cloud based
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communication tool and service through
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Skype for business; online cloud based
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websites through SharePoint online;
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and also online versions of Office
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applications, such as Word Online, Excel
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Online, PowerPoint Online, and so on.
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You can access your Office 365
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subscription by navigating in a web browser to
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portaloffice.com and this
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can be done for all kinds of devices,
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such as PC's, notebooks, tablets and mobiles.
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And this will take you to your landing page,
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where you can either click on
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the icon in the top left corner,
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which refer to "Start menu" online.
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Or, on the landing page itself,
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you can click the various tiles available
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to access the different available services;
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such as mail, calendar,
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Onedrive, Sharepoint...
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And then the applications, such as Word Online,
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PowerPoint Online, etc.
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So now, let's take a quick look at
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that live online demo environment.
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So, this is the landing page for
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Office 365 when we first login.
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We can see on this page, we get
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access to the various tiles,
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the different component services,
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like Mail, and Calendar, and People,
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Yammer, OneDrive,
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SharePoint sites, etc.
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And we could see we got access
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to the online versions of the office applications
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like Word, Excel, PowerPoint and OneNote.
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So the settings icon which is
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a little cog, up here in the top right hand corner,
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allow us to access to settings.
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We can change things like our theme,
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our landing page...
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that we can modify, which is a start page.
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If we want to open up in the Mail app,
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every time we log into Office 365,
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we could do that by clicking on the Mail icon.
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Clicking "Save" here.
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You could do things like
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change a modification of notifications,
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language, time zone,
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settings... That kind of thing as well.
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If we feel to change our theme...
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We can click on that little drop down list here,
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and choose a different theme :
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there's cats and different colors,
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and robots, and so on.
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Let's try that one.
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And then just click on "Save" to save the theme.
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I'm gonna close down settings.
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So to say this is our landing page,
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with access to all the applications,
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that different tiles down here.
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We also have, in the top left corner,
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a "Start menu" online button.
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We click on that,
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then we can see we got
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access to the same color tiles below.
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If you want to modify
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what's available on this list up here,
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in the dropdown list of the start menu.
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We can hover every tile,
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click on the ellipsis button; the three dots there.
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And choose "Unpin from app launcher"
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And, if we want, then, add something else instead,
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perhaps if you want to add the Planner tile
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that's on the landing page.
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To that, we can click on "View all my apps".
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That will show us a tile for all the apps we have available,
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and we could then, again,
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click on ellipsis button for Planner,
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and choose "Pin to app launcher".
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Let's get back to the landing page in Office 365.
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And click on the "Start' button.
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We should find that Planner is now
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on our list of tiles that we can select.
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And if you want to open application
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again, as I said either open the tile,
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from the landing page, or from
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the "Start" menu up here in the top left corner
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For example, here we can open up
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our Mail applet, to look at our mailbox.
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And you can see that theme
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permeates throughout the different products.
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If you want to ever get back to your landing page again,
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you can click on Office 365 link up here.
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And again, to switch to any other applications,
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you could just use your launcher up here,
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to select any of the other applications;
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like to go to Calendar, for example.
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And there's a calendar.
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These are all online versions, remember.
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And again, to get back to our landing page,
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just click on the Office 365 link.
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That would take us back to that
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initial landing page again.
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Ok, let's switch back to our slides for a moment.
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When I look at the first of the tools
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that we can use to help us in our particular situation
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Skype for Business Online.
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So, we can use Skype for Business to find coworkers,
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in our company Enterprise Directory.
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We can use Skype for Business to
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also display information about the current availability of those coworkers,
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their current status : "Busy", "Away"...
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We can use Skype for Business to start instant messaging,
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chat sessions with those available colleagues, coworkers...
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and also fore in an existing discussion
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with someone online
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I am chatting with, send message chat...
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We can then add more relevant colleagues,
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in the conversation, as we need to.
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You can also quickly and easily escalate
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from a simple message chat window
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to an audio/video conference call, if required.
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And, as part of that instant message chat,
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Skype for Business enable you to do things like transfer files,
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during that chat session.
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And, you can also, then,
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escalate to voice video calls,
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and collaborate on documents in real time...
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Present your desktop,
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present presentations, applications...
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as part of that voice or video call, as well as we'll see in a moment.
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OK, so let's switch back to the live environment to demonstration.
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So here's our Skype for Business 2016
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application. We can see from here
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our current availability
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has been set to available.
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We can click on that little drop down list,
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next to our profile picture
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and change that to "Busy", "Away", etc.
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We can also change our status
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to say we're in the office today,
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or working from home today, for example.
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And if I just use the Office 365
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environment to look into Mail app again...
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Just off that loads up.
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So you can see is that loads.
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That we also have a status information "Available"
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in the Mail app in here.
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And again in a moment flap date
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just to share availability.
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It takes a few seconds to come through.
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And what happens when we modify
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our availability in Skype for Business
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and changed it to "Busy"?
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We should see that in a few seconds.
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Yes, that's changed,
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to "Busy" in there or "Away".
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Send me if I change that.
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And here back to available again updates,
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there, so the two things are linked
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and the presence information
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permeates from product to
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product, and that includes not
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just in the Mail application,
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but also in Calendar and the
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People and Contacts as well.
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Just minimize that down for a moment.
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So, in Skype for Business,
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you can see we've got
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contacts and users currently
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displayed by group, so these are
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groups that are defined by myself.
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So I got some groups down here called "Team".
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An other one called "5".
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So you're 5 group.
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I've also got some web Contacts.
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I've got some favourites and I've got
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some other Contacts another Contacts
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is a catchall group essentially anyone
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who you add a contact that you don't
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add to a particular group that you
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created will be added to the other
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Contacts until you decide to change
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them and move them somewhere else.
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obviously again we can specify individual
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users as to be in our favorites list.
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And they will be displayed
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at the Top of the page here,
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so this is just viewing our Contacts by a
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certain definition in this case by groups.
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We can also view
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those people by status.
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So this just shows us by their
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current status availability, are they
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online, away, unknown or unavailable.
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And then the 3rd one is the view
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of our Contacts via relationships.
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When we add them, as Contacts to our contact
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list here in Skype for Business.
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We determine whether they are
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friends or family or work colleague
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or in a workgroup or an external
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contact and that process that
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defines their relationship with us.
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So we're seeing the same
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information of Contacts,
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but we just seeing in 3 different ways,
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either by groups that you create all
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these the automatic groups or by status,
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their current availability or by their
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relationship to you as a contact.
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And if we want to start a conversation...
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with the user we can just hover
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over their pictures you can see
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here and it'll pop out pops up,
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that allows us to send an instant
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message to make a voice or video
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call see their contact card,
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so for instance, message chat for example,
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click on that button there opens
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up the chat window and I can start
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to chat with that particular user.
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You can also add further people
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to that conversation by clicking
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on invite more people doing it.
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That way selecting and from the list.
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Or, you can also drag and drop people
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from your contact list over here,
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so I can drag and drop a user into that.
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List there's an extra participant that way.
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As part of that IM chat you can
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do things like transfer files.
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You can also said escalate it to us
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to a voice call or to video call and
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you also options for collaborating
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with people using co-authoring
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office documents for example,
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writing attachments to look at as
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part of that chat message and you
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can also do things like present
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your desktop remotely, presented
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an individual program rightly, and
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present a PowerPoint file. So I
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could select that option.
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Choose a Powerpoint file to upload or take
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a few seconds to upload into the window.
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Should see that bleeding shortly?
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Let us get rid of the other user
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who is not available at the moment.
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And that now loads up into the window.
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And we can now have a chat see no
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in the chapter each other about
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this particular presentation.
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I can really move forward in the slides
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and we can discuss what's in there.
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And we can also do some collaboration
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in terms of annotating,
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highlighting parts on the on
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the slide show and so on.
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I want to finish presenting and
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chatting with you about this particular
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presentation, I can just stop presenting
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and hide the staging environment and
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we get back to our normal chat window.
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And when we finished with the chat we
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could just close the chat window down.
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I found it modify your settings for
00:12:43
Skype for Business as a little cog icon
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up here click on that opens up all the
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options as general options, personal
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options, things like your sign in address,
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how you view your contact list,
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your status and things like, you know,
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you want to be shown as inactive when
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you have been idle for a few minutes
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or you been away for a few minutes,
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you can go from "Inactive" to "Away".
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You can modify your picture,
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change your alerts, IM settings,
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ringtones, audio/video device, that
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sort of thing, all from there.
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OK, let's head back to the
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slides again for moment.
00:13:23
So Skype for Business will let us
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find people in their Contacts list
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and add people from the directory.
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We can also display those users
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by their current availability so
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inevitable for a quick chat or have
00:13:33
a conversation about something. We
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can also start discussions directly
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within a one click of the button
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by hovering over their picture,
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clicking on the IM button or
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the voice or video call button
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and as possible and message chat.
00:13:44
We can also invite other people,
00:13:45
other coworkers and colleagues
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to participate in their existing
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conversation as you saw by adding
00:13:50
from the list or drag and drop
00:13:52
them into the conversation view.
00:13:57
So now, let's have a look at the Outlook
00:14:00
might be able to help us as well.
00:14:02
So with Outlook, we can use
00:14:04
various different component parts.
00:14:05
For example, you can browse for people
00:14:07
of interest in your company by looking
00:14:09
in the company Enterprise Directory.
00:14:11
Look for external Contacts and partners,
00:14:13
perhaps and then send them Mail accordingly.
00:14:15
You can use the comprehensive search
00:14:17
tools available in the Mail app in
00:14:19
Outlook as I'll show you in a moment
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to search your inbox for emails from
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certain people or perhaps for the emails
00:14:25
concerning containing certain keywords.
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You can also use various filters and
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sorting views to modify the display
00:14:31
at those email messages in your inbox.
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The Mail app also provides information
00:14:35
about availability so that presence
00:14:36
information as we saw that we saw in
00:14:38
the Skype for business also permeates
00:14:40
through the Outlook app as well,
00:14:41
and not only in the Mail but also in
00:14:44
the Calendar and Contacts as well.
00:14:46
And that allows you to see whether
00:14:48
someone is currently available and often
00:14:50
impacts instantly initiators message
00:14:51
chat session with them if you want to.
00:14:53
We'll see how the Calendar app can
00:14:55
help us to organize meetings and
00:14:57
Skype meetings with coworkers and
00:14:59
enables you to consult their shared
00:15:01
calendar and use the scheduling
00:15:03
assistant to create meetings as well.
00:15:06
So again, let's switch the
00:15:08
live environment to see that.
00:15:11
So here's Outlook 2016,
00:15:12
I'm logged in as user one DOT standard
00:15:15
Office 365 services.com and here's my
00:15:17
mailbox and in this left hand pain.
00:15:19
We can see our mailboxes.
00:15:20
I have some other mailboxes in here as
00:15:22
well as you can see below the mailbox.
00:15:25
We have our various folders like "Inbox",
00:15:27
"Junk Mail", "Outbox", "Deleted items", "Sent
00:15:29
items" and on... And we can also create our own
00:15:32
folders for organizational purposes.
00:15:33
See may create folders based on the
00:15:35
type of documentation, or
00:15:37
the recipient, or the sender of the
00:15:39
message or perhaps you're doing,
00:15:41
it by project you're working on, or
00:15:43
department, or whatever...
00:15:44
They're just... They're up to you to
00:15:46
decide you could just right click,
00:15:47
and create your own folders and then it name
00:15:50
the way that you want to, and use
00:15:52
those as a way of organizing and
00:15:54
making your organization to email
00:15:56
messages more efficient.
00:15:58
So, we want to send a message to
00:16:00
colleague or trying to find something
00:16:01
to the message too. We can click
00:16:04
on new button that here we've got
00:16:05
a few options for finding users.
00:16:07
We can click on "To" or "Address book".
00:16:09
They do the same thing. They open up
00:16:11
this list of names to select from.
00:16:13
And under the address book
00:16:15
we can see that it to our global
00:16:17
address list. So this is our corporate
00:16:19
Enterprise direct reviews. So
00:16:20
we can use that to then search for
00:16:22
people in the list.
00:16:23
So I'm going to search for Guillaume.
00:16:26
Found him, click double click on
00:16:27
him, to add him to the "To" list.
00:16:29
I want to find another user as well.
00:16:31
I can use the same tools to do that.
00:16:34
if I just click on "OK" to add
00:16:36
just Guillaume for the moment.
00:16:37
If I want to do the same thing
00:16:39
using address book button.
00:16:40
That's exactly the same place you get
00:16:42
taken to use the search box to find
00:16:44
a user. Double click on again to add him to
00:16:45
the list, and that is exactly the same thing.
00:16:48
The option you also have is to use the...
00:16:54
The recent memory there, to start typing a
00:16:56
name, and, if it detects the recent contact,
00:16:58
you can click on them to insert them that way.
00:17:00
See me if I do the same thing with Fabian,
00:17:02
I got the the same option.
00:17:04
Or if you crate to find another user,
00:17:08
perhaps that you haven't term spoken to
00:17:09
before, or recently, you can use
00:17:11
the "Check names" button up here,
00:17:12
which are then we have huge part type,
00:17:15
partial name in just check names that lens,
00:17:17
find different users that you could
00:17:19
then have a conversation with. Click
00:17:21
on OK to add them to the list.
00:17:23
one thing to note here is also that
00:17:26
you can as you type in those names,
00:17:28
nd add them to the list, you can
00:17:31
see People's availability.
00:17:32
Saw, as I hover conceded by the chose
00:17:35
of that color that Guillaume is away
00:17:37
and this one offline.
00:17:39
And as I hover over the user username.
00:17:41
I can see a quick sort of contact
00:17:43
card or pop up card, that shows me
00:17:46
that person's profile picture
00:17:47
when they're inactive,
00:17:48
from how long and what device they're
00:17:50
on and other things that, as you
00:17:52
can see, to quickly interact with
00:17:53
that user if they were available.
00:17:55
So I could start an instant message
00:17:57
session and a voice or video call.
00:17:59
Similarly, the same thing with the user,
00:18:02
I can see his profile picture
00:18:03
and how long he's been offline
00:18:05
and again if you are online,
00:18:07
I could then instigate an initiator :
00:18:09
this message show or voice or
00:18:10
video call with that user as well.
00:18:19
However, sending an email at this point.
00:18:22
So we can see, we can use those
00:18:24
address books and contact list to
00:18:25
see who's available just one thing
00:18:27
I want to show is that when I click
00:18:29
on the address book or the "To" button.
00:18:31
If we want to look at our personal
00:18:33
Contacts and we click on the drop
00:18:35
down list here and choose Contacts
00:18:36
as opposed to global address list and
00:18:38
that then choose us a list of our
00:18:40
personal Contacts that we've created
00:18:41
and added to our Contacts list and
00:18:43
you can select these users from there.
00:18:48
And that is the equivalent of when
00:18:50
I click on the people Contacts
00:18:53
button at the bottom here.
00:18:55
That's equivalent of our Contacts.
00:19:00
That's the same list that we saw
00:19:01
on that previous page and looking
00:19:03
Contacts for user one DOT standard.
00:19:06
Anything I will show you in Mail
00:19:08
is the searching capabilities,
00:19:10
so one of the things we could
00:19:12
also do is use the search tools
00:19:15
available in Outlook to look for
00:19:18
emails from certain people or containing
00:19:20
a certain key word, so we can just
00:19:22
click in the search box up here,
00:19:23
for example, and then type in a name or as
00:19:26
one of these recently figure home on that,
00:19:28
then return all the messages that
00:19:30
relate to that particular user name.
00:19:33
They may be as part of the recipient
00:19:36
list or perhaps the messages from that
00:19:38
user all their their name is input,
00:19:41
in the subject line or the body of that email.
00:19:44
We could also use the same tool
00:19:46
to look for particular keywords.
00:19:49
Again, this is why I've used
00:19:51
earlier, "Eurotunnel".
00:19:57
And that will then return any
00:19:58
messages with "Eurotunnel" again,
00:19:59
either in the subject line here or or
00:20:01
perhaps in a link to a document
00:20:03
that's been shared with someone, so
00:20:04
it's even picked up on that as well.
00:20:06
So I can just use it as a keyword search
00:20:08
that sort of simple way of using it
00:20:10
just by typing into that box up here.
00:20:12
You'll notice also that when I click in
00:20:14
that box that it opens up a search tab
00:20:16
up here with lots of different search
00:20:17
tools on it. If I just click outside
00:20:19
that again that you'll see the search
00:20:21
tab disappears as soon as
00:20:22
you click in the search box,
00:20:23
That search tab appears. As well as typing
00:20:25
there, you can also use the buttons
00:20:27
across the top here to change things
00:20:28
like the scope that you're looking for....
00:20:30
You can use it to refine your search
00:20:32
by the sender or by subject matter,
00:20:34
or whether it's got an attachment
00:20:36
and whether it's categorized as
00:20:37
important or work events or something.
00:20:40
You can also change the
00:20:42
refining by the time so it was sent
00:20:43
here today, yesterday, this week, this month,
00:20:46
last month, last year, and so on.
00:20:48
You can see other options well for
00:20:50
things like flagging on importance
00:20:51
and a few others as well.
00:20:53
You can choose by things like...
00:20:55
something in the body or
00:20:56
whether it's got a read, receipt,
00:20:58
or sensitivity or the size of the
00:21:00
message, lots of different options
00:21:01
there for refining your search.