Voicemail: Out of Office Settings

TWU has a new voicemail system for all permanent faculty and staff. The new system integrates voicemail with e-mail delivering all messages to both telephone and e-mail. To request an account on the new system, e-mail voicemail@twu.edu and include your name, campus and telephone extension.

This tip will give information about how to set out of office status and greeting on the new system.

Setting out of office from your desk telephone:
1. Call the system: 4646 or 814646
2. Press # to access voicemail (system prompt)
3. Enter your security code (system prompt)
4. To set voicemail status to out of office, press 5 (manage personal options) + 1 (change current status) + 7 (out of office).
a. When the system asks you about setting the “until” date for the greeting to play, skip the option. This will not automatically set the greeting on & off. Press 3 to ignore this option. The system will prompt that the status is successfully updated.
5. To record an out of office greeting, press 5 (manage personal options) + 4 (manage personal prompts) + 3 (record out of office greeting).
6. To hear the out of office greeting, press 5 (manage personal options) + 4 (manage personal prompts) + 4 (listen to out of office greeting).
7. When finished, hang up.

Block / unblock message option:
When messages are blocked, voicemail will play the greeting and not allow messages to be left.
1. Press 5 (manage personal options) + 6 (manage announcement only options) + 1 will toggle to block messages or receive messages. The system will tell you if your box is or is not set to receive messages.
2. When finished, hang up.

NOTE: Set the “out of office” on your email. Out of office must be set on both voicemail and e-mail.

Returning to the office & removing out of office from your desk phone:
1. Call the system: 4646 or 814646
2. Press # to access voicemail (system prompt)
3. Enter your security code (system prompt)
4. To set voicemail status to available, press 5 (manage personal options) + 1 (change current status) + 1 (available). By changing status to available, the standard greeting is turned on, and out of office greeting turned off.
5. To hear the standard greeting, press 5 (manage personal options) + 4 (manage personal prompts) + 2 (listen to standard greeting).
6. To record a standard greeting, press 5 (manage personal options) + 4 (manage personal prompts) + 1 (record standard greeting).
7. When finished, hang up.

Block / unblock message option:
When messages are blocked, voicemail will play the greeting and not allow messages to be left.
1. Press 5 (manage personal options) + 6 (manage announcement only options) + 1 will toggle to block messages or receive messages. The system will tell you if your box is or is not set to receive messages.
2. When finished, hang up.

NOTE: Remember to remove the out of office status on your e-mail. Removing out of office must be done on both voicemail and e-mail.

Voicemail is available for all permanent faculty and staff. To setup an account e-mail voicemail@twu.edu from your TWU e-mail account and include name, campus and telephone extension.
Want more information? Call the TWU Helpdesk (940) 898-3971

Tip #16: Welcome to the Tips of the Week

Instructional Support Services welcomes you to the fall semester 2009 at Texas Woman’s University. As the semester begins, we would like to offer information about our services and staff. Each week we will be sending out tips of the week featuring various aspects of technology. Tips will be delivered to your e-mail on Mondays and Wednesdays.
On Mondays, you will receive tips featuring such topics as Web 2.0 tools, Microsoft Office, and the new voicemail system. Upcoming topics include:
Utilizing Web 2.0 tools such as Animoto, Facebook, Twitter, Flickr and Prezi.
Microsoft Office features in Excel and Word that will assist in work processes.
Voicemail tips and tricks including setting out of office and using the fax options.

On Wednesdays, you will receive tips about Blackboard features. Upcoming topics include:
Embedding video in your course
Customizing the homepage
Using the Test Generator
Using RSS feeds in a course

During the semester, we will be offering training sessions and other opportunities to assist faculty and staff with technology integration. Our team is comprised of several staff including:

Jean Mankoff, Director of Instructional Technology Delivery Systems
Jean received a B.S. from Stephen F. Austin State University with a Double Major in Education and Physics. She earned a M.S. in Kinesiology and Computer Science from TWU. Her teaching experience covers K-12, corporate training as well as adjunct faculty in the Department of Computer Science. As Director of Instructional Technology Delivery Systems, her team supports professional development, Blackboard, voicemail, videoconferencing, Pioneer TV and video production.

Catherine Dutton, Manager of Instructional Technology Software Applications
Catherine earned a B.A. in Family & Consumer Sciences from Utah State University and a M.A.T. from Texas Woman’s University. She holds a secondary teaching certificate and has taught in both K-12 and higher education for the past six years. She is a doctoral candidate in the Family Sciences program at TWU researching educators’ uses of Second Life.

Vicky Johnson, Instructional Operations Coordinator and Blackboard System AdministratorVicky is a Certified Blackboard System Administrator as well as A+ certified. Vicky has an Associate’s Degree in Business, and earned her B.B.A. from TWU. She is currently pursuing a Master’s Degree in Educational Technology from Boise State University.

Barbara Ritter, Instructional Coordinator and Certified Blackboard InstructorBarbara Ritter is a certified Blackboard instructor the developer of the Blackboard online course for faculty. Barbara earned a B.A and an M.A. in English from University of North Carolina Charlotte. She holds a secondary teaching certificate in English. Barbara has over 14 years of teaching experience in higher education and has been teaching online since 1998. She is pursuing an EDD in Education with an emphasis on Instructional Technology in Distance Education from Nova Southeastern University.

Corin Walker, Instructional Coordinator and Voicemail System AdministratorCorin provides support for voicemail, Blackboard, Microsoft Excel, Outlook and Word, and AllClear Diagramming Software. Corin serves as the Public Relations Liaison for ISS and works with groups for project analysis and outcomes. She earned a B.S. in Interdisciplinary Studies and a M. S. in Family Studies here at Texas Woman’s University.

Want more information?
Step-by-step tutorials are available at: http://www.twu.edu/blackboard/
Visit our website: http://www.twu.edu/professional-development
or call: (940) 898-3971

Tip #15: Word: Customizing Shortcut Keys

Shortcut keys allow you to quickly execute common commands without searching for the command on menus. Word has set shortcuts for several common tasks. Common preset shortcuts include CTRL-Z (undo), CTRL-S (Save), CTRL-C (copy), and CTRL-P (paste).
In Word 2007 you can change a default shortcut key to one that makes more sense to you. Or, you may want to add a shortcut key to a command that does not currently have one.

Setting a Customized Shortcut Key
1. Click the Office button
2. Select Word Options
3. Select Customize from the side menu
4. At the bottom of the window, next to Keyboard Shortcuts click Customize.
5. In the Customize Keyboard dialog box, locate the command for which you would like to edit the keyboard shortcut. Start by selecting the category. For each category, the commands will appear at the right side of the window. When you select one, a brief description will appear at the bottom of the dialog box.
6. The current shortcut key, if there is one, will appear in the Current Keys box
7. Click inside the box labeled Press new shortcut key
8. Press the shortcut key you would like to use. Include the Ctrl, Shift, or Ctrl + Shift keys.
9. If the shortcut key is currently assigned, Word will tell you what command currently uses the shortcut key. If this occurs, you may reassign the shortcut key, or select a different shortcut key sequence.
11. Under Save Changes In… select where the key is saved: Normal template affects ALL documents or only the current document
12. Click Assign to apply the changes
13. Click Close

NOTE: You can revert to the original shortcut presets by pressing Reset All on the Customize Keyboard dialog box.

Where can I find more information about Office 2007? The ISS Training site provides Quick Reference Guides and Courseware for Microsoft Office. https://portal.twu.edu/iss-training/appstraining/ms_applications.htm
For additional support, please contact the Help Desk, (940) 898-3971.

Tip #14: Outlook: Previewing Attachments

Previewing attachments is a new feature of Outlook 2007. When you receive an attachment in a message and want to see what the attachment contains without opening the file, you can preview the attachment. You can preview an attachment in the Reading Pane or from within an open message. To preview an attached file created in a 2007 Microsoft Office system application, you must have that application installed on your computer. For example, to preview a Word attachment, you must have Word installed.

How to do it:
To preview an attachment, click a single time on the attachment icon. The attachment will appear in the message frame.
To return to message view, click the Message icon

NOTE: To open an attachment for editing, or for printing formatting, double click on the attachment icon and the attachment will open in its original application.

Where can I find more information about Office 2007? The ISS Training site provides Quick Reference Guides and Courseware for Microsoft Office. https://portal.twu.edu/iss-training/appstraining/ms_applications.htm
For additional support, please contact the Help Desk, (940) 898-3971.

Where can I find information about Office 2007 training sessions?
The ISS Training Calendar lists upcoming training for Office 2007.
https://portal.twu.edu/iss-training/calendar/index.html

Tip #13: Excel: Charts

Microsoft Office 2007 has removed the chart wizard feature. Charts are now created by a single click on the Office Ribbon’s Insert tab. This new charting feature allows easier customization. Once the chart is created you can modify it to display additional information and data.

Creating a Basic Chart
1. Arrange the data in rows and columns on a worksheet. Excel will determine the best way to plot the data. If you prefer a certain layout, look at the suggested data arrangements provided by Microsoft Office.
2. Select the cells that contain the data for the chart.
3. On the Insert tab, in the Charts group click the chart type, and then click the chart subtype.
NOTE: To see all available chart type, click one chart type, and then click All Chart Types.
4. The chart will be placed in the worksheet as an embedded chart.

Moving the chart to a separate sheet
To place the chart in a separate sheet so that it can be viewed by itself:
1. Click the chart to select it.
2. On the Design tab, in the location group, click Move Chart.
3. Choose where you want to place the chart.

Changing the chart layout or style
Pre-defined chart layouts and styles allow you to instantly change the look of a chart. Chart layouts allow you to change the information displayed and how the information is positioned on the chart. Chart styles allow you to change the chart color and design.

Applying a predefined chart layout
1. Click the chart.
2. On the Design tab, in the Charts Layout Group, click the chart layout you want to use.
Applying a predefined chart style:
1. Click the chart.
2. On the Design tab, in the Chart Styles Group, click the chart style you want to use.
Many more options are available for chart formatting and customization. See Microsoft Office’s Chart Creation for thorough directions on all charting options.

Where can I find more information about Office 2007? The ISS Training site provides Quick Reference Guides and Courseware for Microsoft Office. https://portal.twu.edu/iss-training/appstraining/ms_applications.htm
For additional support, please contact the Help Desk, (940) 898-3971.

Tip #12: Word: Quick Styles

As in previous versions of Office, users are able to apply formatting to words or a block of text using the styles feature. Office 2007 introduced Quick Styles, a faster way to add and change styles.

Applying a Quick Style to text
1. Select the text to which you want to apply a style. To apply a style to an entire paragraph, place the cursor in the paragraph.
2. On the Home tab, in the Styles group, click the style that you want. If you don't see the style that you want, click the More button to expand the Quick Styles gallery.

Note: You can see how selected text will look with a particular style by placing your pointer over the style that you want to preview.

Note: If the style that you want does not appear in the Quick Styles gallery, press CTRL+SHIFT+S to open the Apply Styles task pane. Under Style Name, use the drop down menu to find the style you want to apply.

Add a new style to the Quick Styles gallery
To add a customized style to the Quick Styles gallery:
1. Format the text to reflect the formatting needed.
2. Select the text.
3. On the Home Tab, in the Styles Category click the More button.
4. Select Save Selection as a New Style.
5. Give the style a name and click OK.
The style that you created appears in the Quick Styles gallery with the name that you gave it.
When you want to use that formatting, select the text and click on the quick style box.

For more information about using Quick Styles, see the Microsoft Office Quick Styles Tip Sheets.

Where can I find more information about Office 2007? The ISS Training site provides Quick Reference Guides and Courseware for Microsoft Office. https://portal.twu.edu/iss-training/appstraining/ms_applications.htm
For additional support, please contact the Help Desk, (940) 898-3971.

Tip #11: Word: Changing Default Formatting

Do you miss the single space after pressing enter in Word 2007? By changing a few settings you can adjust the default spacing for newly created Word documents.

The Normal Template is what you see when creating a new document- the blank document with spacing, font, etc. By changing the normal template, you change preset formatting features for any new document that is created.

Changing Spacing Defaults
To change default spacing, begin by closing any open Word documents. Open a new word document. On the Home tab, navigate to the Paragraph group. Click the Line Spacing icon . Select Line Spacing Options. To eliminate extra spaces inserted before or after pressing enter settings should be set as follows:

Adjust line spacing to fit your preference (Single, 1.5 lines, Double, etc.)
Once settings are adjusted, click Default. Select Yes on the confirmation window.

Changing Font Defaults
To change font defaults, begin by closing any open Word documents. Open a new word document. On the Home tab, navigate to the Font group. Click the open dialog box icon . Select the font, font size, and other features preferred for the default setting.
Once settings are adjusted, click Default. Select Yes on the confirmation window.

Where can I find more information about Office 2007? The ISS Training site provides Quick Reference Guides and Courseware for Microsoft Office. https://portal.twu.edu/iss-training/appstraining/ms_applications.htm
For additional support, please contact the Help Desk, (940) 898-3971.