Restructured Extension
Listserv Lists
and
Outlook:
Creating Rules and Tips
By:
Greg Price, Northwest District Director
and
Brenda Rodgers, CAES OIT
Objectives
• Review restructured Extension Listserv
Lists
• Review Usage Recommendations and
Guidelines
• Review charts of Lists
• Outlook
 Create & Edit Rules to Manage Email
 Learn Tips to Organize Inbox
Restructured – Why?
• To reduce number of emails received by all
• To better target Program Areas
• To allow for more efficient and accurate
management of lists at the District level
Reduction in Emails
• Using lists based on program areas will
allow for more targeted audiences
• Standardization of list names will increase
ease of use and benefit creating Outlook
Rules
• Outlook Rules will enable emails to
automatically be moved to folders or
forwarded to others – reducing inbox clutter
Target Program Areas
• Everyone is assigned to a specific Program
Area and title ‘Foundation’ list within District,
ex. NEANRAGT
• Choose listserv list based on target audience
• Can choose Extension and State lists by
program area
• Can choose specific district lists by program
area
Managed at District Level
• Reduces time of management at all levels
• Decreases inaccuracies on all lists since
name is added to only one foundation list at
district level
• Decreases time to add new employees or
remove employees from lists
All Extension State and
County Lists
• Includes County + District + State Faculty and
Staff + UGE addresses + Extra Names
 EXTALL
 EXTANNOUNCE
 EXTRETIRED
 EXTANR
 EXT4H
 EXTFACS
• EXTALL is Moderated from within the Associate
Dean for Extension’s Office
All County and District Lists
• Includes County + District Faculty and Staff +
UGE addresses + Extra Names
 EXTCOALL
 EXTCOAGT
 EXTCEC – UGE does not receive
• No State Specialist or Staff on these lists
State Extension Faculty
and Staff Lists
• Includes State Faculty and Staff




STEXTALL
STEXTANR
STEXT4H
STEXTFACS
Individual District Lists
• Includes County + District Faculty and Staff +
UGE addresses + Extra Names
 NEALL
 NEAGT
 NEANR
 NE4H
 NEFACS
 NECEC
• UGE addresses are copied on all lists except
the CEC list
EXTALL
Usage Guidelines
• Use for Official business only
• Significant information of interest to ALL
program areas at State and County levels
• Limited service interruptions for a single
office or person should be communicated at
District or Departmental levels instead of
EXTALL
EXTALL - Moderated List
Usage Guidelines
• Managed by an Moderator
 Approval is based on email content and whether
the email was sent to the most appropriate list
 Moderator must approve email before it is sent to
EXTALL
 Moderator will inform sender if email is rejected
for EXTALL
• Target your emails to the appropriate Program
Areas
EXTANNOUNCE
Usage Guidelines
• Use this list to distribute non-business
information of interest to all Extension
employees
• Personal information concerning a death or
sickness of an employee’s family should only
be shared with the employee’s permission
and limited to immediate family
• Do not send information on personal ‘For
Sale’ items
General
Usage Guidelines
• Choose ONE list that targets your audience
• To send to a list enter the list name followed
by @listserv.uga.edu, or
• Click on the name of the list on the ‘Listserv
Description’ web page and a ‘mail to:’
window will appear
Attachments
Usage Guidelines
• Attachments are accepted by all lists except:
 EXTALL
 EXTANNOUNCE
 EXTRETIRED
• Attachment formats are PDF and Word only
• Do Not send extremely large files
• If the system is abused, the privilege will be
revoked
Chart Representations
of Lists’ Hierarchy
Foundation Lists
• Foundation Lists
 Backbone of Extension Listserv Lists
 Management of names at this level by Districts
 Not intended for regular use
 NEANRAGT, NEANRED, NEANRCEPA
 NE4HAGT, NE4HED, NE4HCEPA
 NEFACSAGT, NEFACSED, NEFACSCEPA
 NECEC
 NEOFFICES
EXTALL
(Everyone, except
EXTRETIRED, and including
State Personnel)
EXTALL@listserv.uga.edu
EXTANNOUNCE
(Same as EXTALL plus
EXTRETIRED)
EXTANNOUNCE@listserv.uga.edu
EXTCOALL
(No State Extension Personnel)
EXTCOALL@listserv.uga.edu
EXTCOAGT
(No Educators or CEPAs and
no State Personnel)
EXTCOAGT@listserv.uga.edu
EXTANR
(Includes STEXTANR,
All District ANR Agents,
Educators and CEPAs)
EXTANR@listserv.uga.edu
EXT4H
(Includes STEXT4H,
All District 4-H Agents,
Educators and CEPAs)
EXT4H@listserv.uga.edu
EXTFACS
(Includes STEXTFACS,
All District FACS Agents
Educators and CEPAs)
EXTFACS@listserv.uga.edu
EXTCEC
(Includes District CECs)
EXTCEC@listserv.uga.edu
EXTRETIRED
(Includes Extension Retirees)
EXTRETIRED@listserv.uga.edu
STEXTALL
(Includes State Extension
ANR, 4-H, and FACS
Specialist and Staff)
STEXTALL@listserv.uga.edu
STEXTANR
(Includes State Extension
ANR Specialist and Staff)
STEXTANR@listserv.uga.edu
STEXT4H
(Includes State Extension
4-H Specialist, Managers,
Environmental Educators,
Centers, Staff, and
Technical Personnel)
STEXT4H@listserv.uga.edu
STEXTFACS
(Includes State Extension
FACS Specialist and Staff)
STEXTFACS@listserv.uga.edu
Individual District Lists
• Includes County + District Faculty and Staff
+ UGE addresses + Extra Names
 NEALL
 NEAGT
 NEANR
 NE4H
 NEFACS
 NECEC
• UGE addresses are copied on all lists except
the CEC list
NEALL
(Includes NE District Personnel)
NEALL@listserv.uga.edu
NEAGT
(Includes NE District ANR, 4-H,
and FACS Agents)
NEAGT@listserv.uga.edu
NEANR
(Includes NE District ANR Agents,
Educators and CEPAs)
NEANR@listserv.uga.edu
NECEC
(District CECs and District Office)
NECEC@listserv.uga.edu
Q&A
Outlook:
Creating Rules
and
Organizing Tips
What you can do with Rules?
How to Create Rules…
• From messages in the Inbox
• From the ‘Tools’ Menu
From a Message in the Inbox
• Right-click the
message you
want to create
the rule for
• Select ‘Create
Rule..’
Select Conditions & Actions
• Check ‘Sent to’
box
• Click ‘Select
Folder…’ button
Select Move-To Folder:
Existing Folder
• Navigate to
your existing
folder
• Select the folder
• Select ‘OK’
Select Move-To Folder:
New Folder
• Or,
• Click the
‘New…’ button
to create a new
folder for the
message
Location & Name Folder:
For a New Folder
• Select Parent
folder (rec.
Inbox)
• Type name of
new folder in
‘Name:’ field
• Select ‘OK’
Conditions Set – Finish Rule
• ‘Move email
to…’ box is
now checked
• Folder is
displayed
• Select ‘OK’
Run Rule on Current Folder
• Check the box
to run the rule
now
• Select ‘OK’
Example of Moved Messages
• Navigate to
the folder to
see the moved
messages
• Create a shortcut to your folders with Rules in the
‘Favorites Folders’ section
Creating a Rule to
Forward Messages
Creating Forward Rule
from Message
• Follow same
process as
creating a rule,
but click
‘Advanced
Options’
button
Rules Wizard:
Select Conditions
• Select
Conditions ex. ‘Sent to’ or
‘specific subject’
Rules Wizard:
Select & Define Actions
• Select Actions
such as
 Forward
 Move
 Play a sound
• You can select all
from this box
• Click underlined
actions to define
• Click ‘Next’
Rules Wizard:
Define ‘Sound’ Action
 Clicking
‘Sound’
brings up the
Windows
Media folder
 Select Sound
to play
 Click Open
Rules Wizard:
Define ‘Forward’ Action
 Clicking ‘people or
distribution list’
brings up your
Contacts box
 Select person(s) or
distribution list to
forward to
 Click OK
Rules Wizard:
Define ‘Move’ Action
 Clicking
‘Specified
folder’ brings
up box
 Select Folder to
move to
 Click OK
Rules Wizard:
Exceptions
 Select any
Exceptions you
may want to
apply
 Notice the actions
are all defined
with the
information you
provided
Creating Rules from
the Tools Menu
Create Rules from
the Tools Menu
• Select ‘Tools’
• Select ‘Rules
and Alerts’
Create New Rule
Click the ‘New Rule’ button
Rules Wizard
Select Actions to
Perform on Message
• Move
• Forward
• Sound
• Click the blue
links to fill
in the
appropriate
information
Select the ‘From’ Address
Select the ‘Forward’ Address
Select the Folder
to Move the Message
Finish the Rule
• Name the
Rule
• Check box
to run rule
now
• Verify
settings
Q&A
Outlook Tips
• Organizing your Inbox
 Creating Folders
 Using Colors
 Using Flags
 Sorting emails by various options
From , Conversation, Flags, Size
• Using Categories
Creating Folders
• Easiest Method
 Right – Click the Parent folder
 Select ‘New Folder’
 Type the name of the folder
• Or,
 Select ‘File’ from the main menu
 Then ‘New’
 Then ‘Folder’
• Or,
 Press Ctrl + Shift + E, and the new folder box
will appear
Using Colors for Easy ID
• Select ‘Tools’ > ‘Organize’
• Click ‘Using Colors’
• Make your selections
Color Applied
Automatic Formatting
Adding Reminders
for Follow-Up
• Rt. Click
Msg
• Select
Follow-Up
• Reminder
Adding Flags to Distinguish
• This message indicates a reminder and a flag has been
applied
Sorting Messages in Inbox
• Rt. Click ‘Arranged
by:’
• Select how you want
to sort the Inbox
• Conversation is
beneficial when
you have been
out of the office
Sorted by Conversation
Categories
What can I do with categories:
• View emails by categories
• View calendar appointments by categories
 Can help with Ga. Counts
• View Contacts by categories
Edit and Create Categories
• Select Edit
• Categories
• Delete or
Add
categories
Assign Categories to:
Email
• Right click the email
message
• Select ‘Categories’
• Select the category to
assign
• Your message will
now have
Assign Categories to:
Email
• Select the category to
assign your message
• Click ‘OK’
View Folder by Categories
• Select ‘View’ from
main menu
• Select ‘Arrange by’
• Select ‘Categories’
View Folder by Categories
• Here you can see the emails sorted by categories
• This can be helpful when making sure you have all
the information
Assigning Categories to
Calendar Items
• Create your calendar item
 Appointments
 Daily Events
• Select the ‘Categories’ button in the bottom
right
 2007 – Select Category on the Ribbon at the top
Assigning Categories to
Calendar Items
Sort Calendar Items
By Categories
Extension Listserv List
Web Site
• See all the lists discussed with a brief
description of audience and general usage
guidelines
• View files of the charts to help decide best
list for target audience
• Click list name to bring up Outlook mailto:
window
• Review FAQs
Extension Listserv List
Web Site
http://www.caes.uga.edu/intranet/
coextopr/structure/listserv/
When will the list
be ready to use?
• An email will be sent to the new EXTALL
when the new lists are available for use
(12/23/09)
 Reminder in January too
 Notify your District Office / State Program
Leader if you do not receive the email
• Please have patience as the new system gets
fine tuned over the next couple months
Conclusion
• Target Your Audience and choose the
most appropriate list
• EXTALL is moderated
• Create Rules to help manage email
• Use tips to Organize your Inbox
• Organize and use categories in Outlook
Q&A
THANK YOU!