Employee Mailbox Management

Anthony P. Niemann
04/20/2006

Introduction and overview

Level 0 Evaluation (Sign In Sheet) is administered as students arrive for class.

Ask students to refer to Handout A: Office of Information Technology (OIT) policy. Read the policy to the students.

If the Outlook mailbox fills up with email, the Cabinet for Health and Family Services - Office of Information Technology (CHFS - OIT) sends the employee an email message notifying them that their mailbox is full and that they must clean it out immediately.

OIT personnel are available on an emergency basis in case they have problems. It is the employee’s obligation to clean out the mailbox by moving email from the Outlook mailbox to Outlook Personal Folders.

This lesson defines how the student would open the Outlook mailbox and Personal Folders. It provides the student with a method to determine when their mailbox needs to be emptied. It also explains the preferred methods to empty the mailbox.

The lesson begins with students sitting in a training room. Each computer is attached to the network and the student can use this connection to open their Microsoft Outlook mailbox. The students are taken through the process of cleaning out their mailbox as s/he progresses through the lesson.

Goals and Objectives

Ask students to refer to Handout B: Goals and Objectives Sheet. Explain the Goals and Objectives.

Procedures/Tasks

Ask students to refer to Handout C: Task Analysis

Explain the purpose of the Outlook application.

Students will sequentially perform the steps listed in Handout C. Ask students to select and open the Outlook application. Students will follow procedures demonstrated by instructor on the overhead projector.

Ask students to identify the items that make up their mailbox. Use the overhead projector and assist students in response.

Students follow verbal instructions to manipulate folders by repeating mouse clicks in the Outlook application. Make sure that all folders are open. The “+” beside each folder should become a “-“, thus indicating that it is open. To collapse a folder, click on the – and it becomes a plus.

Instructor Explains:

1. Physical location of the server that holds their Outlook mailbox email items (Frankfort). Email in their Outlook mailbox is backed up each night. Their mailbox is limited to 50 megabytes of data. The reason for this limit: CHFS does not have the capability to back up more than 50 megabytes for 35,000 employees.

2. More than 50 megabytes of email can be stored if students keep it in Personal Folders. 640 meg can be kept in Personal Folders. Use the overhead to show folders that make up Personal Folders. Personal Folders are not backed up by Frankfort.

3. Ask the students if they have ever received a message from the System Administrator telling them that their mailbox was full. This is how they know that their mailbox needs to be cleaned out. System Administrator message is only sent if the mailbox, not Personal Folders, exceed 50 meg. When they receive this notice, they must clean out their mailbox.

Use the overhead to show students how to delete email messages. Show student that message goes into Outlook “Deleted Items” mailbox folder.

Insure students recognize items that make up Personal Folders and state advantages of moving email from mailbox to personal folders.

Show the students how to create new subfolders inside their Personal Folders. Create TEST 1 folder and TEST 2 folder inside the Personal Folders.

Move the items from the Outlook Inbox to the TEST 1 folder and have the students do the same thing on their computers.

Move the items from the Outlook Sent Items Folder to the TEST 2 Personal Folder and have the students do the same thing. Close out of the Outlook application.

When Outlook asks you if you want to delete the items in the Deleted Items folder, answer “Yes”. Explain that if you answer “No” the email remains in Deleted Items and count against your limit. Make it clear that putting email into the Deleted Items folder does not get rid of it.

Students close out of Outlook and answer “yes” so that “Deleted Items” folder will be emptied.

Activity/Process

Students begin by opening the Microsoft Outlook application.

Instructor demonstrates correct procedure. Students use computers to accomplish the steps listed in Handout C. If students are unable to repeat instructor activities, they can obtain individual attention upon request. Instructor inquires if everyone is following the activities as the lesson progresses.

Students examine ways to display items located inside their mailbox and Personal Folders by manipulating computer settings at the direction of the instructor. Make sure that all students know the difference between Personal Folders and their mailbox. Mention Archive Folders, but explain that we do not use them.

Students create new folders inside their Personal Folders. They should not put them in their mailbox.

Students move email items out of their Inbox and Sent Items folders and into their Personal Folders.

Students select the correct method to delete items from their Deleted Items folder on exit from the Outlook application.

Resources

Computer attached to the network. One computer per student.

Computer attached to network with overhead projector and screen for instructor use.

Handout A: Office of Information Technology (OIT) Policy Statement.

Handout B: Goals and Objectives

Handout C: Task Analysis

Handout D: Level 2 Evaluation – 11 Item Alternate Choice & Multiple Choice Quiz

Handout E: Level 1 Evaluation – 20 Question Smiley Sheet

Evaluation

Evaluation (Level 0) – Sign In Sheets

Evaluation Handout E - Level 1: Twenty Question Smiley Sheet

Evaluation (formative): Instructor observation of Inbox, Sent Items, and Deleted Items mailbox folders as the end of the class. All three folders need to be emptied. Students who have items remaining in these three folders will be scheduled for remedial training. Results recorded on scoring rubric sheet.

Evaluation (summative) Handout D – Level 2: Eleven test items in all. First six items are Alternate Choice. Last five items are Multiple Choice, with four choice possibilities. Scoring keys provided.

Rubric: For scoring and maintaining records of formative and summative evaluations. These results will be accumulated for later lesson plan revision and possible research.

Evaluation (Levels 3 and 4) – Level 3 = Transfer of Learning - Analysis of data extracted from Remedy database. Level 4 = Results - ROI report to CHFS director.

Conclusion

Pass out Handout D. Ask students to complete Handout D - Level 2 evaluation. (11 item quiz). Students receive 15 minutes for quiz after filling in their names.

Instructor completes the portion of rubric form that lists classroom observations while students take tests.

Pass out Handout E. Ask students to complete Handout E - Level 1 evaluation (Smiley Sheet with 20 items).

Complete scoring rubric for all students with classroom performance and summative test results included.

Results of Level 2 Evaluation emailed to student within 24 hours