Midterm Project This assignment relates to the following Course Learning Requirements: CLR 1: Explain the basic components of a computer system in an office. CLR 3: Use an e-mail account and appropriate terminology related to the email system. CLR 5: Use office productivity software to support efficient office administration. Objective of this Assignment: To demonstrate the ability to effectively use advanced Outlook functions to organize an inbox. Scenario For this project, imagine that you are starting a job as an administrative officer at Boddy & Boddy Associates. Part of this role involves managing the generic inbox for the company, the email address that acts to funnel communication throughout the company and between internal staff and external clients. Using what you've learned in this course so far, you will need to determine what tools you can use to manage this inbox. Pre-Assignment Instructions: 1. To prepare for this assignment, read module 1-7 content and follow the embedded learning activities. 2. Download the "Midterm Project - Inbox" file from Brightspace. 3. Open the "Midterm Project - Inbox" file. This Excel file represents the contents of the inbox that you have been tasked to organize. There are four tabs in this file: Inbox, Sent Items, Contacts, and Calendar. a. The Inbox tab represents an Outlook Inbox that you need to organize. Each line in this tab represents one email. b. The Sent Items tab represents a list of sent emails. Each line in this tab represents one sent email. C. The Contacts tab represents a list of contacts in Outlook. Each line in this tab represents one contact. d. The calendar tab represents a calendar in Outlook. The items in the calendar tab represent scheduled meetings. 1 Assignment Task: Write a 3-5 page report detailing how you would use Outlook to organize the inbox represented in the "Midterm Project - Inbox" file. Your report can be supported by images or tables, but they should not occupy more than one quarter of the report. In the report, respond to the following questions. Approximate page lengths are given for each question as a rough guide to the level of detail to include, but they are not mandatory. Take as long or short as you need to provide a complete answer. 1. How would you use folders and categorization to facilitate retrieval of important emails from this inbox (response ~ 1 page long)? a. There are many different ways to do this. Do not worry about understanding the details of every email. You will only be able to see the subject line and the other information in the Excel sheet. Do not try to organize every email; instead, look for overall patterns and explain your reasoning. The main goal is for you to develop and explain an organizational strategy. 2. What tools could simplify the process of organizing and responding to emails (response ~ 1 page long)? 3. How could the features of Calendar be used to better manage the listed events in this calendar (response ~ 0.5 page long)? 4. How could you organize Contacts for this Inbox (response ~0.5 page long)? 5. How could the Tasks feature be used in the context of managing this Inbox (response ~ 0.5 page long)? 6. What is one product integration that would be useful in managing this Inbox (response ~ 0.5 page long)? Tips for Using this Excel Sheet To help you find patterns in the Excel document, you can use the arrows next to the top row headers to filter the Excel list by specific items or to sort the list by a particular category. A B From Subject C Attachments D E Date Importance If you aren't comfortable with Excel, you may find it helpful to print the document so that you can write notes on it to guide your thought process. Questions to Help Guide Your Analysis You don't have to answer these in your report, but considering them may help. Consider the flow of information through this Inbox: Are there any email chains? What are common topics that appear in the subject lines, and how can these topics be grouped? 2 From Henrietta Peacock Pete Conlan Lars Vandenchomp Blanche White Henrietta Peacock Henrietta Peacock Evan Kelmp Henrietta Peacock Thallo Green Henrietta Peacock Pete Conlan Misty Moore Misty Moore Brego Elessar Brego Elessar Henrietta Peacock Edgar Plum Iga Lisowski Blanche White Henrietta Peacock lan Prescott Pete Conlan Subject Ongoing Items Weeky Update Final Pre-Event Check In Accounts Audit Update Ongoing Items Call Out for Agenda Items: Admin Network Co-op Job Posting Ongoing Items Winter Vacation Calendar Ongoing Items For Reference: Meeting Minutes Report From Last Quarter? RE:Report From Last Quarter Question Regarding Your Services Ongoing Items Purchase Orders Gramercy Occult Society Bulletin Accounts Audit Update Ongoing Items For Processing: Catering Invoice Weeky Update Attachments N/A N/A N/A 1. Audit Report_Oct-25-29 N/A 1. AN Agenda Nov 4 1. Resume_Kelmp 2. Cover Letter Kelmp N/A 1. Dec-Jan Holidays 99 N/A Date Importance 29-Oct-99 Normal 29-Oct-99 Normal 28-Oct-99 High 28-Oct-99 Normal 28-Oct-99 Normal 28-Oct-99 Normal 27-Oct-99 Normal 27-Oct-99 Normal 27-Oct-99 Normal 26-Oct-99 Normal 1. GOS October Meeting Minutes N/A N/A 26-Oct-99 Normal 26-Oct-99 High 26-Oct-99 Normal N/A 25-Oct-99 Normal RE:Question Regarding Your Services N/A N/A 25-Oct-99 Normal 25-Oct-99 Normal 1. PO Reference Guide 25-Oct-99 Normal 1. Gramercy Bulletin - October Issue 25-Oct-99 Normal 1. Audit Report Oct 18-22 N/A 22-Oct-99 Normal 22-Oct-99 Normal 1. Invoice115 Boddy N/A Ongoing Items N/A 22-Oct-99 Normal 22-Oct-99 Normal 21-Oct-99 High Follow Up On Analytics for Spring Ad Campaign N/A Who is microwaving TUNA?? N/A FYI: Social Media Templates 1. Templates.zip Reminder: Pay Period Closes Today N/A Henrietta Peacock Ongoing Items N/A URGENT NEWS!!!! Open ASAP!!! 1. News.html 21-Oct-99 Normal 21-Oct-99 Normal 21-Oct-99 Normal 20-Oct-99 High 20-Oct-99 Normal 20-Oct-99 Normal N/A N/A 1. Option A N/A 20-Oct-99 Low 19-Oct-99 Normal 19-Oct-99 Normal 18-Oct-99 Normal N/A 18-Oct-99 Normal Henrietta Peacock Whitney Jammer Algernon Mustard Kingston Brown Edgar Plum Partner & Co Lars Vandenchomp Henrietta Peacock Sofia Lee Antiope Jones Henrietta Peacock J Smith Liam Wilhelmina Sylvester Cross Room Capacity Ongoing Items Second Opinion Publishing Notice - Local Business Review. Ongoing Items Your B1LLING Alert LG083 Account Information. Health & Safety Procedures 1. H4ifloJh W.xls N/A 1. Safety Checklist 2. Event Policies 3. Event Safety Agreement 18-Oct-99 High 18-Oct-99 Normal 18-Oct-99 Normal Blanche White Henrietta Peacock Pete Conlan Theobold Gumbar Osentatia Wallace Henrietta Peacock Henrietta Peacock Misty Moore Vivienne Scarlett Vivienne Scarlett Algernon Mustard Algernon Mustard Henrietta Peacock Misty Moore Henrietta Peacock lan Prescott Sam Black Smart Events Thallo Green Henrietta Peacock Lars Vandenchomp Liam Wilhelmina Vivienne Scarlett Blanche White Business Depot Cody Walsh Henrietta Peacock Henrietta Peacock Osentatia Wallace Henrietta Peacock Lars Vandenchomp Pete Conlan Thallo Green Vivienne Scarlett Antiope Jones Edgar Plum Edgar Plum GOOgle Henrietta Peacock Osentatia Wallace Accounts Audit Update Ongoing Items Weeky Update Renewal Receipt - Concord Inc FYI: Ad Rate Increase in November Call Out for Agenda Items: Admin Network Ongoing Items Clarification Required: GOS Project NEW TASKING: GOS Project RE:Clarification Required: GOS Project FORMATTING? RE:Daily Agenda Sick Day RE:Dietary Requirements Ongoing Items Dietary Requirements CO-OP Oppertunities Last Chance for Executive Bootcamp RE:Dietary Requirements Ongoing Items A/V Requirements for Event Day. Licensing Renewal FYI: New Brand Guide Accounts Audit Update Huge Savings Inside! RE:Meeting Options Ongoing Items Thank you! RE:Advertising Options Ongoing Items Event Agenda: BBA Management Retreat Weeky Update New Leave Policy RE: Project Budget - Gramercy Campaign Informational Interview Request RE: Project Budget - Gramercy Campaign Reminder: Pay Period Closes Today Your Account Has been HACKED Ongoing Items RE:Advertising Options 1. AN Agenda Oct 21 N/A N/A 1. GOS Project Outline N/A 1. Audit Report_Oct 11-15 N/A 15-Oct-99 15-Oct-99 Normal N/A 15-Oct-99 Normal 1. Receipt Concord Inc Oct 99 15-Oct-99 Normal 1. November Price Guide.pdf 15-Oct-99 Normal 14-Oct-99 Normal 14-Oct-99 Normal 14-Oct-99 Normal 14-Oct-99 Normal 14-Oct-99 Normal 13-Oct-99 Normal 13-Oct-99 Normal 13-Oct-99 Normal 13-Oct-99 Normal 12-Oct-99 Normal 12-Oct-99 Normal 12-Oct-99 Normal 12-Oct-99 High 12-Oct-99 Normal 11-Oct-99 Normal 1. DOCUMENT15.PDF.doc N/A N/A N/A N/A 1. Allergen Guide 1. Gowpenny CO-OP Brochure N/A N/A N/A N/A 1. Renewall Form 1. Brand Guide - Boddy and Boddy Associates 1. Audit Repot Oct 4-8 N/A N/A N/A N/A 11-Oct-99 Normal 11-Oct-99 High 11-Oct-99 Normal 8-Oct-99 Normal 8-Oct-99 Normal 8-Oct-99 Normal 8-Oct-99 Normal 8-Oct-99 Low 8-Oct-99 Normal N/A 7-Oct-99 Normal 1. Agenda BBA Management Retreat N/A 7-Oct-99 Normal 1. Custom Quote_Boddy_revised.pdf 1. BBA Leave Policy Oct99 1. Gramercy Campaign_Budget.xls 1. Backgrounder.pdf 1. Gramercy Campaign_Budget.xls N/A 1. Importantinfo.exe N/A 7-Oct-99 Normal 7-Oct-99 High 7-Oct-99 High 6-Oct-99 Normal 6-Oct-99 Normal 6-Oct-99 High 6-Oct-99 High 6-Oct-99 Normal 6-Oct-99 Normal Ricky Matsui Algernon Mustard Henrietta Peacock Henrietta Peacock Sylvester Cross Thallo Green Algernon Mustard Henrietta Peacock Henrietta Peacock Kingston Brown Misty Moore Ricky Matsui Sofia Lee Blanche White Algemon Mustard Blanche White Blanche White Project Budget - Gramercy Campaign RE: FOR SIGNATURE: September CC Reconciliation Ongoing Items RE: Upcoming Site Visit Upcoming Site Visit RE: Upcoming Site Visit RE: FOR SIGNATURE: Accounts Audit Acknowledgement For your action: Meal Choices for Management Retreat Ongoing Items RE: FOR SIGNATURE: September CC Reconciliation RE: FOR SIGNATURE: September CC Reconciliation RE: FOR SIGNATURE: September CC Reconciliation RE: FOR SIGNATURE: September CC Reconciliation FW:Accounts Audit Boddy & Boddy Associates - October Bulletin Monthly Statement - Eplum RE: FOR SIGNATURE: September CC Reconciliation 1. Gramercy Campaign_Budget.xls 1. Price Guide.pdf 2. Ad_Packages.pdf 3. Custom Quote_Boddy.pdf 6-Oct-99 Normal 1. CC Reconciliation Sept99 - Amustard 5-Oct-99 Normal N/A 5-Oct-99 Normal 1. Waiver - HPeacock signed 5-Oct-99 Normal 5-Oct-99 Normal 1. Site Map 2. Waiver 1. Waiver TGreen signed 1.Acknowledgement-signed.pdf 1. Menu Loam_Hall N/A 1. CC Reconciliation Sept99 KBrown - signed 1. CC Reconciliation Sept99 - MMoore - signed 1. CC Reconciliation Sept99 - RMatsui - signed 1. CC Reconciliation Sept99 - SLee - signed 1. Notice Letter.pdf 2. Acknowledgement.pdg 3. Process Guide.pdf N/A 1. CC Reconciliation Sept99 - Eplum 1. CC Reconciliation Sept99 Bwhite-signed 5-Oct-99 Normal 4-Oct-99 High 4-Oct-99 Normal 4-Oct-99 Normal 4-Oct-99 Normal 4-Oct-99 Normal 4-Oct-99 Normal 4-Oct-99 Normal 2-Oct-99 High 1-Oct-99 Normal 1-Oct-99 Normal 1-Oct-99 Normal Edgar Plum For Distribution: Monthly Statements Edgar Plum Henrietta Peacock Thallo Green Vivienne Scarlett RE: FOR SIGNATURE: Monthly Statement - Eplum Ongoing Items RE: FOR SIGNATURE: September CC Reconciliation RE: FOR SIGNATURE: September CC Reconciliation 1. CC Reconciliation Sept99 - AMustard 2. CC Reconciliation Sept99 - BWhite 3. CC Reconciliation Sept99 - HPeacock 4. CC Reconciliation Sept99 - TGreen 5. CC Reconciliation Sept99 - VScarlett 6. CC Reconciliation Sept99 - RMatsui 7. CC Reconciliation Sept99 - SLee 8. CC Reconciliation Sept99 - KBrown 9. CC Reconciliation Sept99 - MMoore 1. CC Reconciliation Sept99 Eplum - signed N/A 1. CC Reconciliation Sept99 - TGreen - signed 1. CC Reconciliation Sept99 - VScarlett - signed 1-Oct-99 Normal 1-Oct-99 Normal 1-Oct-99 Normal 1-Oct-99 Normal 1-Oct-99 Normal To Thallo Green Henrietta Peacock Thallo Green Kingston Brown CC Lars Vandenchomp N/A Brego Elessar Henrietta Peacock N/A Misty Moore N/A Brego Elessar N/A Edgar Plum Henrietta Peacock Misty Moore Whitney Jammer Henrietta Peacock N/A Sofia Lee N/A Algernon Mustard Thallo Green Henrietta Peacock Sylvester Cross Subject Final Pre-Event Check In FW:Co-op Job Posting FW:Question Regarding Your Services RE: Report From Last Quarter? RE:Question Regarding Your Services FW: For Processing: Catering Invoice RE:Ongoing Items FW:Follow Up On Analytics for Spring Ad Campaign Status Update: Long Term Projects RE:Second Opinion FW: Publishing Notice - Local Business Review FW:Health & Safety Procedures Attachments N/A 1. Resume_Kelmp 2. Cover Letter Kelmp N/A 2. Event Policies Henrietta Peacock Kingston Brown N/A Ricky Matsui Lunch at 11:45 today? FW: NEW TASKING GOS Project Date Importance 1. Q2 Reporting Package.zip N/A Invoice115_Boddy N/A 28-Oct-99 High 27-Oct-99 Normal 26-Oct-99 Normal 26-Oct-99 High 25-Oct-99 Normal 22-Oct-99 Normal 21-Oct-99 High N/A 21-Oct-99 Normal 1. LTP Reporting Fall 99 19-Oct-99 Normal N/A 19-Oct-99 Normal N/A 18-Oct-99 Normal Safety Checklist 18-Oct-99 Normal 3. Event Safety Agreement. N/A 1. GOS Project Outline 15-Oct-99 Low 14-Oct-99 Normal Misty Moore Sofia Lee Misty Moore Vivienne Scarlett RE:Clarification Required: GOS Project N/A Henrietta Peacock N/A RE:Sick Day N/A Ricky Matsui Henrietta Peacock Ongoing Items N/A Sofia Lee Kingston Brown Misty Moore 14-Oct-99 Normal 13-Oct-99 Normal 13-Oct-99 Normal lan Prescott N/A Algernon Mustard Henrietta Peacock Algernon Mustard N/A Thallo Green N/A Misty Moore N/A Thallo Green Lars Vandenchomp Blanche White Osentatia Wallace Ricky Matsui Vivienne Scarlett Lars Vandenchomp Cody Walsh Antiope Jones Osentatia Wallace Henrietta Peacock Henrietta Peacock Thallo Green Edgar Plum Henrietta Peacock Liam Wilhemina Ricky Matsui Vivienne Scarlett Edgar Plum Ricky Matsui Edgar Plum Henrietta Peacock Misty Moore Vivienne Scarlett Henrietta Peacock N/A lan Prescott N/A N/A Sylvester Cross Thallo Green Algernon Mustard Blanche White Algernon Mustard Henrietta Peacock N/A Henrietta Peacock Henrietta Peacock Kingston Brown N/A Henrietta Peacock N/A Algernon Mustard N/A Vivienne Scarlett N/A Blanche White N/A N/A Edgar Plum N/A Blanche White Edgar Plum Ricky Matsui N/A Sofia Lee N/A Misty Moore N/A Thallo Green RE:Dietary Requirements Daily Agenda RE:FORMATTING? FW:CO-OP Oppertunities FW:Dietary Requirements RE:A/V Requirements for Event Day FW:Licensing Renewal RE: Advertising Options FW: Advertising Options FW: Project Budget - Gramercy Campaign RE:Event Agenda: BBA Management Retreat Meeting Options Informational Interview Request Advertising Options RE: For your action: Meal Choices for Management Retreat FW:Upcoming Site Visit RE: For Distribution: Monthly Statements RE: Upcoming Site Visit Reminder: September CC Reconcilation Signed Accounts Audit Acknowledgement FOR SIGNATURE: Accounts Audit Acknowledgement FOR SIGNATURE: September CC Reconciliation. FOR SIGNATURE: September CC Reconciliation. FOR SIGNATURE: September CC Reconciliation FOR SIGNATURE: September CC Reconciliation. FOR SIGNATURE: September CC Reconciliation FOR SIGNATURE: September CC Reconciliation FOR SIGNATURE: Monthly Statement - Eplum RE: Monthly Statement - Eplum FOR SIGNATURE: September CC Reconciliation FOR SIGNATURE: September CC Reconciliation FOR SIGNATURE: September CC Reconciliation N/A 13-Oct-99 Normal 1. Agenda.pdf 13-Oct-99 Normal 1. Memo-Corporate Policy-13-Oct-99.pdf 13-Oct-99 Normal 1. Gowpenny CO-OP Brochure 12-Oct-99 Normal 12-Oct-99 Normal 11-Oct-99 Normal 11-Oct-99 Normal 8-Oct-99 Normal 1. Allergen Guide N/A 1. Renewal Form N/A 1. Price Guide.pdf 2. Ad_Packages.pdf 3. Custom Quote_Boddy.pdf 1. Gramercy Campaign_Budget.xls 8-Oct-99 Normal 7-Oct-99 High 7-Oct-99 Normal 1. Agenda BBA Management Retreat N/A 7-Oct-99 Normal N/A 6-Oct-99 Normal N/A 6-Oct-99 Normal N/A 5-Oct-99 Normal 5-Oct-99 Normal 1. Site Map 2. Waiver: 1. CC Reconciliation Sept99- AMustard-signed 2. CC Reconciliation Sept99 - BWhite-signed 3. CC Reconciliation Sept99- HPeacock - signed 4. CC Reconciliation Sept99- TGreen - signed 5. CC Reconciliation Sept99-VScarlett-signed 6. CC Reconciliation Sept99- RMatsui - signed 7. CC Reconciliation Sept99- SLee -signed 8. CC Reconciliation Sept99- KBrown -signed 9. CC Reconciliation Sept99- MMoore - signed 1. Waiver TGreen signed 2. Waiver HPeacock signed N/A 1. Acknowledgement-signed.pdf 1. Acknowledgement.pdf 2. Letter of Notice.pdf 5-Oct-99 Normal 5-Oct-99 Normal 5-Oct-99 Normal 4-Oct-99 High 3-Oct-99 High 2-Oct-99 Normal 1. CC Reconciliation Sept99 - KBrown 1. CC Reconciliation Sept99 - Hpeacock 1-Oct-99 Normal 1. CC Reconciliation Sept99 - Amustard 1-Oct-99 Normal 1. CC Reconciliation Sept99-VScarlett 1-Oct-99 Normal 1. CC Reconciliation Sept99- BWhite 1-Oct-99 Normal 1. CC Reconciliation Sept99 - TGreen 1-Oct-99 Normal 1. CC Reconciliation Sept99 - Eplum 1-Oct-99 Normal 1. CC Reconciliation Sept99- Eplum-signed 1-Oct-99 Normal 1. CC Reconciliation Sept99 - RMatsui 1. CC Reconciliation Sept99 - Slee 1. CC Reconciliation Sept99- MMoore 1-Oct-99 Normal 1-Oct-99 Normal 1-Oct-99 Normal First Name Algernon Last Name Email Address Company Mustard OFF2326+Algernon Mustard@outlook.com Blanche White OFF2326+BlancheWhite@outlook.com Edgar Plum Henrietta Thallo Vivienne Ricky Peacock Green Scarlett Matsui OFF2326+Edgar Plum@outlook.com OFF2326+Henrietta Peacock@outlook.com Sofia Lee OFF2326+ThalloGreen@outlook.com OFF2326+VivienneScarlett@outlook.com OFF2326+Ricky Matsui @outlook.com OFF2326+SofiaLee@outlook.com Kingston Brown Misty Moore OFF2326+Kingston Brown@outlook.com OFF2326+Misty Moore@outlook.com Pete Conlan OFF2326+PeteConlan@outlook.com Liam Wilhelmina OFF2326+Liam Wilhelmina@outlook.com Boddy & Boddy Associates Boddy & Boddy Associates Boddy & Boddy Associates Boddy & Boddy Associates Boddy & Boddy Associates Boddy & Boddy Associates Boddy & Boddy Associates Boddy & Boddy Associates Boddy & Boddy Associates Boddy & Boddy Associates Gramercy Occult Society Concord Inc. Theobald Gumbar Cody Walsh OFF2326+CodyWalsh@outlook.com Iga Lisowski OFF2326+lgaLisowski@outlook.com Brego Elessar OFF2326+BregoElessar@outlook.com lan Prescott OFF2326+lan Prescott@outlook.com Sylvester Cross OFF2326+SylvesterCross @outlook.com Lars Sam Black Whitney Jammer OFF2326+WhitneyJammer@outlook.com Evan Antiope Kelmp Jones The Elmvale Bugle Osentatia OFF2326+TheobaldGumbar@outlook.com Concord Inc. Gramercy Occult Society Gramercy Occult Society Riddermark Loam Hall Events Loam Hall Events Vandenchom OFF2326+LarsVandenchomp@outlook.com Loam Hall Events Wallace OFF2326+Sam Black@outlook.com OFF2326+Evan Kelmp@outlook.com OFF2326+AntiopeJones@outlook.com Gowpenny Academy Gowpenny Academy Gowpenny Academy OFF2326+Osentatia Wallace@outlook.com The Elmvale Bugle Job Title Chief Executive Officer Chief Financial Officer Financial Officer Administrative Assistant Human Resources Manager Marketing Director Copywriter Graphic Designer Digital Strategist Data Analyst Secretary Account Manager Financial Officer Treasurer President Social Media Manager Head Chef Site Manager Events Manager Coordinator Marketing Intern Student Reporter Sales Manager October 1999 Sunday 3 10 17 24 31 Monday Tuesday Wednesday Thursday Friday Saturday 1 2 9:00-9:30AM: Weekly Touch Base 1:00-2:00PM: All-Staff Townhall 9:00-9:30AM: Weekly Touch Base 9:00-9:30AM: Weekly Touch Base 9:00-9:30AM: Weekly Touch Base 4 5 6 11 12 13 18 19 20 25 26 27 Page 6 of 6 10:00-11:00AM: Admin Network Meeting 7 8 14 15 16 21 22 23 10:00-11:00AM: Admin Network Meeting 28 All Day: Annual Management Retreat 29 30