In business, it is standard practice to send a letter with a formal signature, but what about when in place of a mailed letter an email is sent? Email communication is considered a formal communication from an organization, not just the individual sending the message. As such, an email signature is an important component. This tells the email recipient who you are, your position with the organization and how to contact you. It is recommended that your signature be set automatically for all new messages.

To view the documentation, Create an Email Signature in Outlook.pdf or Create an Email Signature in Outlook 365.pdf, please visit the Remote Access Knowledge Base IT portal page. Both documents are accessible by selecting the Outlook folder.

Signature Suggestions:

Name (full name and any degrees or licenses)
Position
Lincoln Land Community College
5250 Shepherd Rd. (or your campus address)
Springfield, IL 62794
Phone number (including area code)
www.llcc.edu (or your department website link)
Social media icons (with active links)

In addition, PRM often provides promotional graphics via LincIn, which you are encouraged to add!

Do you have access to a department inbox within your Outlook? At times you may need to send an or reply to an email from the department mailbox instead of your own account. In Outlook, you can turn on the From feature within a new message.

Outlook

1. Choose New Email.
2. If you don’t see the From field at the top of your message, in the ribbon, choose Options > From.
3. Click the From drop-down in the message, and change to the shared email address.
   1. If the shared email address is not listed, select the Other Email Address … and type in the name of the email address (i.e., admissions@llcc.edu).
   2. Select the mailbox and click on OK.
4. Finish typing your message, and then choose Send.

Outlook 365

1. Choose New Message
2. Select … at the top of the message draft and choose Show From.
3. Select the From field, and choose the shared email address.
4. If the shared email address is not listed, select Other Email Address … and type in the name of the email address (i.e., admissions@llcc.edu). Select the email address to use.
5. Finish typing your message, and then choose Send.

Microsoft Stream is part of your LLCC Office 365 subscription and is a place where you can securely upload, view and share previously recorded videos. These videos can be recordings of class lectures, meetings, presentations, training sessions or other videos that aid in your team’s collaboration. (Please contact LLCC Public Relations & Marketing for guidelines and documentation regarding the recording of meetings and class lectures prior to recording and/or uploading any videos).

As Microsoft Stream is a secure video service, you can manage who views your video content and if it will remain private, shared with everyone in LLCC or limited to channels, groups or specific people. As Stream is an Office 365 app, it works well with Teams, SharePoint, OneNote and Yammer.

If you want to explore Stream for yourself, open your LLCC Outlook on the web and click on the waffle icon in the upper left corner. Select All Apps and choose Stream (if this does not appear in the immediate listing). isit https://docs.microsoft.com/en-us/stream for detailed instruction on the many features of Stream.

Learn how to take notes within a Teams meeting and access them for future reference.

For supporting documentation (Take Notes in a Teams Meeting), please visit the Remote Access Document Library > Teams folder.

While participating in a Teams meeting via audio or video, you can take notes. These notes are saved within the meeting history, as well as any chat conversations and shared documents.

1. Select the … More Actions and choose Show meeting notes.
2. Click on the Xwithin Meeting notes to return to the active meeting.
3. Once you have ended the meeting, all content will display within the chat, and in the menu bar at the top.
4. Click on the document to open it within Chat window.
   1. Click on Close to return to the Chat synopsis.
5. Click on Show notes in fullscreen to open the Meeting Notes.
   1. You can edit the existing notes by formatting the text, adding additional text to the existing content, or add a new notes section by clicking on the + below the text.
   2. To leave notes, click on Chat in the menu bar.

Learn how to share your desktop, windows or documents with others via a Teams chat or meeting.

For supporting documentation (Screen Sharing in Teams), please visit the Remote Access Document Library > Teams folder.

Each participant of a Teams chat or meeting can participate in screen sharing. This can be a window or document. It is not required; however, it is recommended that you open any documents that you wish to share prior to selecting this function.

Screen Sharing via Chat

• Select the share icon to the right of the microphone.
• When sharing via the chat message, choose your desktop or a window.
• Grant permissions to control the shared screen and stop presenting via the toolbar at the top of the desktop.
• If this is a chat, you will be given the option to turn this into an audio call.

Screen Sharing via Audio or Video Call

• Select the share icon to the right of the microphone. You will be presented with the option of selecting your desktop/window, open PowerPoint and other documents, or browse. When choosing browse, you will have the ability to search additional options for sharing.
• Select the appropriate window or document and share.
• To stop sharing, select the screen sharing icon in the toolbar that now has an X to stop sharing.

Learn how to adjust your Skype for Business settings on your local device to improve call quality.

For supporting documentation (Adjusting the Call Quality in Skype for Business), please visit the Remote Access Document Library > Skype for Business folder.

While using Skype for Business on your personal smart device (iOS or Android), you may experience poor quality of the calls. The quality can be affected by the signal strength of your Cellular or Wi-Fi connection and network traffic, in addition to the device itself. So, what can you do to improve the quality?

1. Make sure the Skype for Business app is updated to the latest version.
2. Wear headphones with a built-in microphone.
3. Don’t overload your internet with other tasks.
   1. Turn off devices that are not in use, but actively connected to Wi-Fi.
   2. Limit online streaming from video games and/or streaming entertainment services like Netflix, Hulu, etc.
4. If necessary, use your device data plan, if possible, instead of Wi-Fi.
   1. Change the settings within Skype for Business from VoIP (Voice over IP) to Wi-Fi or Cellular.
   2. Skype for Business defaults to the VoIP setting. This uses your Internet bandwidth to make and receive phone calls. If you are struggling with quality of those calls, you may need to turn VoIP off.
5. Talk to your Internet provider about increasing your bandwidth, if possible and at what cost.

iOS and Android

• Select your initials or Picture in Skype.
• Select Settings > Voice Settings

Learn how to meet now with others via a Teams chat or meet now without scheduling an appointment.

For supporting documentation (Meet in Teams without a Scheduled Meeting.pdf), please visit the Remote Access Document Library > Teams folder.

You can meet with another person with an active LLCC account in Teams by scheduling a meeting, enabling the audio and/or video call functionality while in a current chat session, or by the Meet Now function within the Calendar app.

For those you wish to meet with that do not have an active LLCC account, you must create a New Teams Meeting in Outlook or Teams. This will send an email to the individual with a link to join the meeting.

Video or Audio Call While in a Chat

• While in an active chat with another user, you can enable video or audio at any time by clicking on the corresponding icon in the upper right corner of the chat.
  • You will need to have a webcam or a microphone to complete the audio portion of the call.
• The microphone should be enabled with an audio call only.
• Both the video camera and the microphone will be enabled with a video call, however you must click on the video camera icon and select Start my Video.

Meet Now

• To begin an impromptu meeting, select Calendar and then Meet Now.
  • You will be prompted to Join Now before the meeting will begin.
• The video will be turned off by default; however, the microphone will be enabled.
• Select Join Now.
• Invite attendees by clicking on the double person icon.
  • Type in the last name, first name in the box to the upper right, and select appropriate individuals.
  • A connection will be automatically established with each attendee.
• Video will be enabled; however, you must click on the video camera icon and select Start my Video.

Do you have access to your department mailbox within Outlook on your office computer? While working remotely, you can open additional mailboxes that you have permissions to without connecting via VPN and Remote Desktop Connection.

For a detailed handout, please visit the Remote Access Document Library > Outlook folder.

Open another Mailbox from Mail in Office 365

1. Open your Outlook Office 365 account.
2. Left click on your picture in the top right.
3. Select Open another Mailbox …
4. Type in the name of the Mailbox. Example: IT_Department.
5. Open
   1. The mailbox will open in a separate tab.

Open another Mailbox in Outlook

If you are remotely connected to your office computer and you need to open another mailbox, you can do so by the following steps.

1. Open the Outlook desktop application.
2. Select File.
3. Select Open & Export.
4. Select Other User’s Folder.
5. Enter the mailbox name. Example: ITS_Department.
   1. The folder type is Inbox.
6. Select OK.
   1. The mailbox will open in your Outlook window.