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Outlook Key Information Binder

Prepare for Migration

What is in this binder?

This binder contains selected key information about the migration process to Microsoft Outlook, and information about using Outlook and Decisiv post migration. The materials in this binder are primarily designed for Lawyers, but may also be of interest to other staff. Take particular note of some warnings regarding working with attachments in Outlook on page 2. This binder can be printed, but is best viewed online, whilst connected to the Cleary network to enable active links to the Outlook Wiki for short videos and further information.
Please note that these are edited materials. For the most complete and up to date information, please access the Outlook Wiki via your desktop icon or at http://wiki.cgsh.com/display/Outlook/Home.


Click the Mailfile Prep Button when it is sent to you in an email.

2. Housekeep and delete any unwanted mail from your Lotus Notes mailfile prior to migration using the Outlook Prep Views to assist.

Migration Preparation and Process

Understand the process by which you will be migrated from Lotus Notes to Outlook.

Learnmoreabouttheprepviewshere: http://wiki.cgsh.com/display/Outlook/Preparing+your+Mailfile

3. 4.

Be ready for Email Vacation at 7pm on Migration Eve. Hand in your BlackBerry on Migration Eve or Migration Morning.

Migration Key Messages

Know your migration date look out for communications from Cleary Outlook Team No access to email while you are migrating! Migrations generally start at 7pm local time You will have no access to email after this time (Email Vacation) from your firm pc or any other application or device. Your secretary will also not have access to your mail.

Learnmoreaboutpreparingformigrationhere: http://wiki.cgsh.com/display/Outlook/Preparing+for+Migration SignupforaPreparingforMigrationWebexsession,onlinelivetraining fromyourdesk: http://wiki.cgsh.com/display/Outlook/Global+Training+Schedule ORviewarecordedsessionatatimeconvenienttoyou: http://wiki.cgsh.com/display/Outlook/Global+Recorded+Training+Sessions

After Migration Day 1 With Outlook

1. 2. Open Outlook the last 180 days of content from your Lotus Notes Mailfile will cache. Double-click the "Outlook Signature" icon on your desktop Mobile devices need reactivation IT will reactivate BlackBerries Simple self service process for other mobile devices look out for further details

180 days of Lotus Notes content is migrating into Outlook Lotus Notes will still be available to view older mail and to use other Lotus Notes applications e.g. Sametime.


Hand in your BlackBerry to IT on Migration Eve or Migration Morning

MoredetailedversionofKeyMessagesonwiki: http://wiki.cgsh.com/display/Outlook/Outlook+Rollout+Key+Facts

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Addressing Emails
You may have used Type Ahead in Lotus Notes to assist with addressing emails. Outlook has a function where email addresses are suggested to you.
There are important differences when addressing emails in Outlook when compared with Lotus Notes Type Ahead.

Using Outlook Day 1

Warning - Avoid accidentally overwriting the original of an attachment when editing
Best practice is to save the attachment (to iManage DeskSite or locally) BEFORE you edit. If you dont do this, you risk saving your edits over the original of the attachment. This is opposite to functionality of Lotus Notes where the risk was of losing your edits. If you have saved the attachment before editing, if Outlook prompts you to save changes as you close the email, click no.
Seetheshortvideohere: http://wiki.cgsh.com/display/Outlook/Warning+Editing+Attachments+VIDEO

Outlook Suggests Email Addresses - for people you have emailed before
As you are addressing a new email, Outlook will suggest email addresses based on the history of who you have emailed before. Outlook WILL NOT suggest an email address for someone you have not emailed before in Outlook. You can type the firstname or lastname of a member of the Global Address List (Cleary Personnel) and Outlook will suggest their email address if you have emailed the person before. OR type the firstname or lastname of a member of the Global Address List and press Ctrl + K to check potential names OR look up the person via the To: button

Drag and Drop Attachments

You can move attachments between emails using drag and drop (e.g. to re-use attachments in a new email).
Seetheshortvideohere: http://wiki.cgsh.com/display/Outlook/Drag+and+Drop+Attachments+VIDEO

Reply Removes Attachments

Outlook automatically removes attachments from replies. To include attachments with a 'reply', you must Forward the original message and readdress.

File > Save and Send Issue

If you regularly attach files to emails from Word or other applications using File > Save and Send (or equivalent), please note that there are known issues with attaching files to emails this way: Email lacks a signature You are prevented from accessing any other information in Outlook while the new email is open

You must type the firstname (not lastname) of a member of your Contacts to receive a suggestion of their email address if you have emailed the person before. OR look up the person via the To: button

Learnmorehere: http://wiki.cgsh.com/display/Outlook/Addressing+Emails+QT

Working with Attachments in Outlook

You will find some elements of working with attachments in Outlook intuitive. However, there are key differences when compared with Lotus Notes.
Please note the following essential information on attachments, with links to more detail on the Outlook Wiki.

Workaround Insert a signature via Signature > Cleary Signature Save the message as a draft and re-open normal Outlook functionality resumes

Attachment Field
Note that attachments in Outlook are placed in a field above the message body, not in line in the message.

Seetheshortvideohere: http://wiki.cgsh.com/display/Outlook/File+Save+and+Send+issue+VIDEO

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Save Multiple Attachments

You can save multiple attachments from an email to iManage DeskSite or locally.
Seetheshortvideohere: http://wiki.cgsh.com/display/Outlook/Save+multiple+attachments+VIDEO

Using Outlook Day 1

New Diary Form

The Lotus Notes New Diary button is replaced with the New Diary Entry button in Outlook. It will open a form allowing you to send your diaries to your secretary. Note that both you and your secretary will need to have been migrated to Outlook for the New Diary Entry button to function properly.
Learnmorehere: http://wiki.cgsh.com/display/Outlook/New+Diary+Form

Protected View
Attached files may open in P r o t e c t e d V i e w . This is more likely if the email has come from an external source. This view protects against inadvertent editing of potentially harmful files:

Searching and Sorting Sorting by name - Warning

In Lotus Notes, you may have been used to sorting by name to find emails from a certain sender. In Outlook, the same people can be listed as [First Name Last Name] AND [Last Name, First Name]. For mail migrated from Lotus Notes, senders or recipient names are displayed as FirstName LastName. However, new mail received in Outlook will be listed as LastName, FirstName.
It may be better to search for names instead of sort. Learnmoreaboutthisissuehere: http://wiki.cgsh.com/display/Outlook/Sort+by+Name+warning+VIDEO

To edit a document in protected view do one of the following: Click the File tab and select Save As to save the file as a new file in iManage DeskSite OR Local Save As OR From the Protected View message, click . Then, be careful to save the attachment (to WorkSite or local) before you make ANY edits.
Be careful to choose a specific new location to save in order to preserve the original of the attachment in the email, see page 2 WARNING - Avoid accidentally overwriting the original of an attachment when editing.

Opening Links to iManage DeskSite files

If you are sent links to iManage DeskSite files attached in an email, you will see the following prompt after double clicking on the link:

Searching is much more functional in Outlook that Lotus Notes. Use the Instant Search box (above the Inbox) and type in a search term:

EXAMPLES: If youre looking for a message from Dan Wilson about some TPS Reports, you can type Dan Wilson TPS Reports For any message from Dan Wilson type from:(Wilson) For particular subject lines, type subject:(TPS Reports) You can also search for phrases in the message body or subject using quotes this exact phrase

This prompt is a reminder that "you should only open attachments from a trustworthy source. Click Open to proceed.

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Note that by default you will be searching All Mail Items. To limit your search to your current folder click Current Folder (button, left) on the ribbon. The ribbon is context sensitive and displays search options when you have clicked in the Instant Search box.

Using Outlook Day 1

Seetheshortvideohere: http://wiki.cgsh.com/display/Outlook/Out+of+Office+VIDEO

Any rules you had in Lotus Notes will NOT migrate to Outlook. You will need to create new rules. Go to File > Rules and Alerts

Search for all messages within a date range

In Lotus Notes, you may have used the All Documents view to see all emails within a certain date range. In Outlook, there is no All Documents view, but you can search for all emails (sent by you and received by you) within a date range to get an overview of work carried out during that time. In the search bar type the following search string: sent:startdate .. enddate Note that you must type the date in the format that Outlook is displaying dates to you e.g. sent:1/3/2013 .. 2/3/2013 In month/day/year date format, this would display all emails sent (sent by you and other authors) between rd rd January 3 and February 3 . In day/month/year date format, this would display all emails sent between 1st March and 2nd March.

Seetheshortvideohere: http://wiki.cgsh.com/display/Outlook/Create+Quick+Rules+VIDEO

Delegate Access Rights

In some offices (please check on local procedures), as part of the migration process, secretaries will automatically be granted delegate rights to their lawyers calendars. If you want your secretary to be granted access rights to your entire maifile (Calendar, Inbox, all sub folders etc), please call your local helpdesk to request this.
Seethewikiforfurtherinformation: http://wiki.cgsh.com/display/Outlook/Access+Rights+and+Delegation

As users globally start to migrate to Outlook, we will have Outlook users coexisting with Lotus Notes users for a number of weeks.

Seetheshortvideohere: http://wiki.cgsh.com/display/Outlook/Search+Date+Range+VIDEO

Search Folders
A Search Folder is a virtual folder that provides a view of all emails that match the search criteria. This can be very useful for repeated searches or to provide a filtered view for certain types of mail. In Mail, on the Folder tab, in the New group, click New Search Folder Add a predefined search folder (e.g. Unread mail) OR scroll down to Custom and click Choose to specify criteria

Do Not Use Repeating Meetings During Coexistence

Recurring meetings can present problems during coexistence. It is best practice to not create recurring meetings during the coexistence period (either originating in Lotus Notes or in Outlook). Instead, create multiple stand alone meetings, the last one of which can be converted into a recurring meeting when the global Outlook migration is complete (around May 1, 2013).
Moreoncoexistence: http://wiki.cgsh.com/display/Outlook/Coexistence

Seetheshortvideohere: http://wiki.cgsh.com/display/Outlook/Search+Folders+VIDEO

Out of Office
Out of Office messages are called Automatic Replies in Outlook. Go to File > Automatic Replies to set an internal and external automatic reply.

Frequently asked questions can be found on the Outlook Wiki.
SeetheFAQshere: http://wiki.cgsh.com/display/Outlook/FAQ+Questions+and+Answers

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What is Decisiv?
Decisiv replaces the Virtual File Room (VFR) for archiving client matter related emails sent or received by Cleary users. Decisiv stores emails in a central firmwide repository in a client matter folder hierarchy. All VFR emails/attachments will be migrated to Decisiv later this year. Please note, this is summarized information about Decisiv. See more detailed information here: http://wiki.cgsh.com/display/Outlook/Decisiv


Search for Emails - Decisiv Explorer Web (DEW)

Search for emails filed to Decisiv using Decisiv Explorer Web (DEW). Open it using the icon on your desktop or button in Outlook. DEW offers multiple ways of searching that you can combine.
The emails you find will retain email functionality e.g. you can reply to or forward them, attachments are included.

Browse Emails by Matter In the folder pane enter a client matter number in the search box.

All client relationship document (CRD) emails are filed to CRD via Decisiv. All messages in the CRD folder are secured so that only the message addressees and members of the Professional Responsibility team can view them.

Build Search Queries

Enter terms into the Decisiv search bar. Tick the option to search within existing results if appropriate. Example terms:

Filing to Decisiv
By default Decisiv users will be prompted to f i l e a n y n e w e m a i l s t h a t t h e y s e n d t o D e c i s i v. Decisiv makes client matter filing suggestions based on filing history. The speed and accuracy of filing suggestions improves as you use Decisiv from Day 1 onwards. File an email to Decisiv by selecting a suggested client matter OR searching for an alternative client matter number (via <Enter words to filter..), then click Send.

Keywords or phrases in quotes from:or to:firstname or lastname involving:includes from, to, and cc subject:single word or subject:(multiple keywords) or subject:phrase in quotes

text:keywords from email body text, type a single word or text:(multiple keywords) or text:phrase in quotes domain:includes domains from addresses in from, to and cc

Use Predefined Filters

Use the predefined filters at the right side of the screen to filter emails by: If you do not select client matter before clicking Send, you will be prompted to file after clicking Send. You can opt not to file the email to Decisiv by unchecking the File checkbox then clicking OK. Date Sent Attachments yes, no, file type Contacts Domains - includes domains from addresses in from, to and cc e.g. cgsh.com, gmail.com.

File Existing Mail If you open an existing email e.g. an item you have received, you will find the same Decisiv filing options.

SeemoreonDecisivhere: http://wiki.cgsh.com/display/Outlook/Decisiv 5

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