If you leave the auto-reading on, your fellow staff members will have no idea if these email has already been processed, will be proceeded by somebody else, or is waiting to be processed. You will only add confusion to the staff members and we now ended up with a 3-week old email that we never responded to and be bombarded with complaints from both guardians. And yes, it might not seem like a huge deal but it is causing problems for us so please be nice to our staff and take 1 minute to set this up. This is especially important when you move the emails to another folder, there is no easy way for us to find an email if you moved them and did not disable auto-reading since more emails might get moved there and the one that you've just moved is on the bottom of the list, it will be harder than dumpster diving. Unless of course, you want to mention the sender and subject every time, but then you've just condemned your fellow staff member to a never-ending treasure hunt.
The first thing to do once you get in is to make sure you disable auto-reading (the thing that makes the blue highlights disappear). Go to Files on the top left side, go to Options on the bottom left, go to Mail on the top left of the pop-up window, go to Reading Pane on the bottom right of the window (it will look like a button), then finally unselect the Mark item as read when selection changes.
Files -> Options -> Mail -> Reading Pane -> Mark item as read when selection changes
On Microsoft 365:
Settings-> Mail-> Message handling-> Don't automatically mark items as read
The email address for KidSpirit is kidspirit@oregonstate.edu. This account is used for all communication via email and is linked to both Outlook and Ideal-Logic.
KidSpirit also has a Gmail account, kidspirit45@gmail.com. This is not used for communication, but it is used for the google drive and for logging into other sites that require a google account for access.
Check all unread messages when opening the office in the morning. Junk mail can be deleted, and all other emails should be processed. Any office staff should be able to respond to almost any email that comes through the office, they do not need to be left for supervisors of specific departments.
Once you have responded to an email, move it into the appropriate “done” folder so that it does not clog the inbox.
If you place an email in a folder other than the inbox for someone else to respond to, mark it as “Unread” and follow up with the person you need to respond to it via Slack. This should only be the case if there is an email for a specific supervisor about an event or situation they are working on.
Continue to process emails throughout the work day.
Please do not leave unanswered emails marked as unread and sitting in the inbox; often these get forgotten. Be proactive and ask questions to get these emails taken care of.
Make sure to periodically delete all emails in the trash bin. This helps create more space.
Emails to a large or specific group of people can be sent efficiently through Ideal-Logic. Examples of this include emails to staff, parents of children enrolled in gymnastics, or all parents that have attended KidSpirit in recent years. To send an email through Ideal-Logic:
Click the “Messages” tab at the top of the Ideal-Logic screen.
Select the Message type.
If choosing a specific group of people manually, select "Send a message to particular individuals."
If sending a message to a defined group of staff or registered participants, select "Send a message to a particular group of people."
If sending a marketing message about one of our programs, select "Send a mass email message to people related to a particular program."
Select the corresponding people, class, or program
Write the email. Make sure to change the name of the message so that it is not just KidSpirit and click “KidSpirit” for 'From:' so that messages do not come to your personal email. When sending a mass marketing message, make sure to click the option for “unsubscribe” to give people the option to stop receiving emails about KidSpirit programs if they wish to do so. And always personally sign your emails.
Have Karen grant your ONID access to Outlook
Open Outlook application on your computer
Wait for Outlook to open
In the username textbox, enter “kidspirit@oregonstate.edu” and click Next.
Click "Sign in with another account" below the new pop up (it's the second blue text)
Enter your ONID Email and click Next
Enter your ONID Password and click Next
Wait for Outlook to connect and load
Repeat this process on each computer that you will use Outlook on.
Have Karen grant your ONID access to Outlook
Go to the Desktop. Click Start, Control Panel, E-mail
or Click Start, Programs, Microsoft Office, Microsoft Office Outlook 2016
Wait for Outlook to open
In the username textbox, enter your own name connected with your ONID account and in the email type “kidspirit@oregonstate.edu”
Click Next. Click Finish.
Repeat this process on each computer that you will use Outlook on.
Every email sent should include a personal signature. To create one:
1. Click "Signature" in the Message bar.
2. Click "Signatures..."
3. Press "New", and type your name, and press OK.
4. In "Edit Signature", there is a large text box. Here you will customize your own signature, using whatever fonts you would like. Type your name, and copy and paste our contact information. This is an example:
Karen "Big Mama K" Swanger
OSU Extension & Engagement
Oregon State University
125 Langton Hall, Corvallis, OR 97331
office: 541-737-KIDS (5437)
Another example:
Anthony “Boomerang” Kung
Office & IT Supervisor | OSU KidSpirit
OSU Extension & Engagement | Oregon State University
125 Langton Hall | 2450 SW Jefferson Way | Corvallis, OR 97330
kidspirit@oregonstate.edu | kidspirit.oregonstate.edu | (541) 737-5437
This is helpful when you are tasked to read emails, but you might not have the experience to know how to solve the problem or the authority to answer. What does this look like? Being able to automatically have emails left unread on your Outlook account:
Click "File", below click "Options". A pop-up should have tabs on the left hand side, go ahead and click "Mail".
From there find Outlook Pane highlighted in gray, and click "Reading Pane". Un-click "Mark items as read when viewed in the Reading Pane" and un-click "Mark item as read when the selection changes".
On Microsoft 365:
Click the "Settings" icon on the top right corner (next to your profile picture). A pop-up should have tabs on the left hand side, go ahead and click "Mail".
Click "Message handling". Click "Don't automatically mark items as read", and check the box next to In the unread filter that reads "Always keep items unread unless I explicitly mark them as read".