IBM Verse Training

A New Way to Work

Lisa Learned, Enterprise Social Solutions, IBM Technical Sales

January 23, 2017

IBM Verse Training

Powerful SearchBlazing fast enterprise search platform for enhanced find-ability.Includes powerful full-textsearch, hit highlighting, faceted search, near real- time indexing.

50 GB of storage space

IBM Verse delivers a powerful cloud-based experience optimized for web and mobile that allows users to focus on top priorities, find

and share content, and take control of action items.IBM Verse provides an engaging email experience that reduces the

daily accumulation of personal email debt.

Integrated Tools Go from me to we style of working, deeply integrates with Connections/ ESNs - Files, Blogs, person cards, chat, meetings. One click guest model file sharing Enterprise grade security, privacy, policy control, guest collab no charge, encryption on the mobile app

FocusThrough analytics, Verse gets to know youDraws your attention to the messages, meetings and tasks you care about, helps you prioritize and focus without distractionsShows you where people fit in the organization

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© 2014 IBM Corporation3

A range of capabilities on the cloud helps me manage my work, no matter what my position is in the org or what different roles I’m playing throughout the day.

How can IBM Verse help me?

The Prioritizer

The Searcher The

Sharer

The On-the-Go Employee

The Tech Professional

The Business Leader

The Multi-tasker ME

© 2014 IBM Corporation4

IBM IBM Verse helps you take back control of your workday

Traditional MailToo many apps and views:

inbox, calendar, to-do’s, social…

Can’t find what I need

Don’t know what to focus on

Overburdened, overstressed, frustrated, unproductive

Too hard to share content/knowledge

Two-click sharing and share-on-send

Fully empowered and engaged employees free to focus on what’s important

A fast, smart search based on analytics

Top-actions view based on my priorities and behaviors

Integrated, clean, clear space accessible anywhere, anytime

IBM Verse

Tour Email

Calendar

Chat

Contacts

Files

Profiles

Tips and Tricks

Social Collaboration with Connections Cloud (subscription required)

Agenda

Important to Me Bar

Preview Pane

Connections Cloud Menu

Search Bar

Message List

Calendar at a Glance

Tour

Red dot indicates new message. Click to see

messages from this person.

Tour

Show Messages that Need Action

Tour

Show messages you sent that are waiting

for a response

Tour

Verse indexes email immediately. Use the

Search bar to find what you're looking for

Search

Search

The faceted search suggests additional ways to refine your

search results

Search

The paperclip icon filters the current view to show emails with

attachments Click on the attachment to open and view it inline without leaving email

Search

Filter current view to show emails with links

Tour

Email Calendar

Chat

Contacts

Files

Profiles

Tips and Tricks


Agenda

Click the Mail icon to go to your inbox. A read dot indicates you have new

email

Inbox

Inbox Actions

Removes an email from the inbox, but keeps it in your mail file and findable

with a search

Moves the message to your Trash folder

Needs Action

Mark a message “Needs Action”

View all of your emails that require action.

Reply to or Forward a message

Reply or Forward

Folders

Select this folder icon to move an email message

into a folder. You can add a message to multiple folders.

Select Folder icon to display folders and filter

messages by folder. With the folders

displayed you can also drag email into a folder.

Selecting Multiple Documents

Ctrl-click (windows) or Command-click (mac) to select multiple messages

Act on selected messages as a group. Mark selected read –

Delete – Move to a folder – or Remove from inbox

Sending Email

Click Compose to create an email

Addressing Email

Start typing in the to field to address the email

Save as Draft

Retrieve drafts later by clicking the triangle next to the Compose button

Drafts are automatically saved

so you don't lose what you've written if

you navigate to a different window

Editing

Click the text icon to display the rich text

editing tools

Attaching a File

Click the paper clip to attach a file from your computer or drag and

drop from your desktop

Mark High Priority

To send High Priority click Options then High Priority

Request Return Receipt

To request a return receipt, select options then check Return Receipt

Tag a Message “Waiting for”

Before you send a message that you need a response to click the clock icon and select when you need the response by. You can even add your own notes as a reminder.

Messages tagged “Waiting for” can be seen in a list sorted by date needed.

Mail Signature

To change your mail signature select Mail & Calendar Settings from your Account menu

Mail Signature

Edit using the rich text editor and then click Save Signature

Set your Out of Office

Select Out of Office from Mail and Calendar settings

Complete dates, times, additional message and then Turn On

Tour

Email

Calendar Chat

Contacts

Files

Profiles

Tips and Tricks


Agenda

Calendar Bar

Green bar indicates scheduled meetings. Gray bar indicates invites. Click the bar to display the calendar entry details

Responding to Invitations

Response buttons

Accept – puts on calendar and sends response back to chairDecline – sends decline notice back to chairTentative -pencils it into your calendar

Creating Calendar Entries

Or Click the + in the Calendar Bar

Double click on a time slot to create a new calendar

entry

Creating Calendar Entries

The quick create form appears. You can just enter the Meeting subject, attendees and then pick a time and date that’s been

recommended to you.

Click More options to change the meeting type, add repeating dates, and

reserve conference rooms

Calendar Entry Types

Meeting: allows you to invite othersAppointment: is for you aloneAll Day Event: shows in your calendar for the entire day and blocks your free time by defaultAnniversary: allows you to easily enter an event that repeats yearlyReminder: lets you pin something to your calendar and set an alarm, it does not block your free time

Select the calendar entry type

Time Zones

You can specify the time zone of the meeting start

and end timesClick Show Time Zones to toggle the time zone

selection control

Add Invitees

Type the names of invitees into the required field. Click “Required” to

search the directory

Click Optional to add an optional attendee or FYI to copy someone on the

invitation.

Find Available Time

Click find Available Time to do a free time search

Find Available TimeExpand Recommended Times to see the times that all invitees are available

Or slide the green bar to a time where everyone is available

Save and Send InvitationsClick Save and Send

Invitations

Create a Calendar Entry from an Email

To transfer an email to a Calendar entry, select the …

icon and then Schedule a Meeting. Then populate the

invitee field.

Create a Calendar Entry from an Email

Calendar invitation is populated with names

from the email and description is carried

over

Tour

Email

Calendar

Chat Contacts

Files

Profiles

Tips and Tricks


Agenda

Chat Contact ListClick the chat icon to view your Chat Contact List or to change your online status

Chat Preferences

The gear gives you access to Actions and Preferences

Starting a Chat

See the person's availability Double-click a name to start a chat

Start typing a name into the search bar to find someone quickly

Starting a Chat See if someone is available to chat by hovering over their picture, you will see a green square. Start a chat by clicking the chat icon

Tour

Email

Calendar

Chat

Contacts Files

Profiles

Tips and Tricks


Agenda

Open Address Book

Click Mail Contacts from the People Menu to open your personal address book

Add New Contacts or Create a Personal Group

Click New to add a new contact or create a personal group

Forward Contacts to Others

Right-click for more options like Forward contact(s) to othersUse Ctrl-Click to select multiple contacts if you want to forward more than one at a time

Tour

Email

Calendar

Chat

Contacts

Files Profiles

Tips and Tricks


Agenda

Share from your Files

When sending an email, instead of attaching a File and losing track of it, share from your Files instead. The recipient will receive a link to the most recent version of the file and you'll be notified when they download it.

You can also share files that belong to other people if they’ve given you permission to.

If you have a file on your computer and have not had time to upload it to the cloud, you can do so and link to it in one step while composing your message.

Save an email attachment to My Files

Hover over an attachment and you have your choice of three actions – Click the cloud icon to save an attachment you've receive to “My Files”Click the down arrow to download the attachment to your hard driveClick the file name to open the file in Preview mode

Access “My Files” and organizational Files from the Apps menu

Files

Files

Upload New Files

Change to a gallery display

Share Files

Browse your computer or drag and drop the file to upload

To share with an external user, Select People and then check Files can be shared with people external to my organization.

Enter the person's name. If it's an external user, enter their email address. (don't forget to click the plus sign)

Don't forget to check Allow others to share these files

Search Files

To search for a file, click the magnifying glass, enter the keyword and then select the search scope (All content is the default)

Refine results to show just files

Files

Uncheck Rank my content higher to see other’s files closer to the top

Like and Comment on a File

Comment on a file and read other's comments

Click Like to upvote a file

Restore a Previous Version of a File

Restore a previous version of a file.

View previous versions of a file.

See who's Downloaded a File

Under the “About” tab, you can see who has downloaded a file and which version they downloaded

See who a File's been Shared withUnder the “Sharing” tab, click See who has Shared

See who has shared

See who has shared and who they have shared it with

When you’re done, click X to close the viewer

Preview a File

If the file is too large to be previewed you can download it to view it.

Tour

Email

Calendar

Chat

Contacts

Files

Profiles Tips and Tricks


Agenda

Find an Expert

Open the Company Directory from the People Menu

See people with those skills displayed below. Double click their name to open their profile

Type the skills you are looking for into the search bar

Profiles

See Contact information

Who connects us

Report to Chain

Leave a message on the person's wall

Follow a person's updates

Business Cards

Click a person's name to pull up their profile card

Click the arrow to see more

Click their picture to see other emails from this person.

Business Cards

Click View Messages to see other emails from this personFollow to see the person's updates in your activity streamView Profile to open this person's Connections ProfileView Files to see their shared Files

Who is copied on this message?

Find out details about the other people copied on a message. Select view people on this message

Who is copied on this message?

Click on a person to pull up their profile card.

Hover over a circle to see who a person reports to.

Upload your Picture

To upload your Profile picture go to Change My Picture in Verse

Upload your Picture

OR go to your Profile and select Edit my Profile

Upload your Picture

Select the Photo TabThen Choose a file from your computer to upload. Tip: You can use your computer webcam to take your picture.

Tag your Profile

Tag your profile with keywords that describe your expertise so others can locate you searching for an expert

Tour

Email

Calendar

Chat

Contacts

Files

Profiles

Tips and Tricks Social Collaboration with Connections Cloud (subscription required)

Agenda

Adjust your Important PeopleBuilt in analytics show you the people you email with the most. You can drag and drop people from suggestions on the right side to your pinned list on the left side of the gray divider line

Bonus: Verse Mobile will alert you when an important person sends you an email

Adjust your Important PeopleYou can add or subtract people from the Important to Me bar by clicking the + or - icons

Adjust your Important People

You can collapse the important to me bar to make more room

Adjust your Important People

And un-collapse it to make it appear again

Make a Message Window Larger

While reading or composing a message you can tear it off into it's own window by clicking this icon

Make a Message Window Larger

When composing a message you can resize the box by dragging the corner

Make a Message Window LargerWhen composing a message you can resize the box by dragging the corner to whatever size you need

Show Only Unread Email

Click the show unread email fillter icon

Group messages into Conversation Threads

Toggle this icon to turn this feature on or off.

You can choose to have emails grouped by conversation to keep track of back and forth communication more easily. Messages in the same “thread” are stacked and treated as one entity within the message list.

Send and FileBonus when using Conversation Threads: All messages in the conversation will be grouped together within a folder even if just one was moved into the folder

Also, if you folder an entire thread all messages in the thread, including ones you sent, will be put in that folder

Search ParametersSearch keywords are AND'd by defaultUse OR to find all emails with either keywordIf you want an exact match put the words in quotes “”If you want to search a partial term, use a wildcard in your string *

Extra tip:If you want to filter OUT certain messages, put a minus sign (-) in front of the search keyword

Examples: IBM Verse -> searches for messages that contain the term IBM and the term Verse "IBM Verse" -> searches for messages that contain the exact term IBM Verse. IBM OR Verse -> searches for messages that contain the term IBM or the term Verse [Person objectized name] book -> searches for messages from the person that contain the term book [Folder objectized name] (book OR sport) -> searches for messages in the folder that contain the term book or the term sport ( [person objectized name] OR [person objectized name] ) AND tools -> searches for messages from person1 or from person2 that contain the term tools

Show Email Actions

Hover over an email in the thread to delete, remove from folder or mark Needs Action

Turn off Conversation Threads when Searching

Toggle this icon to turn this feature on or off. It may be easier to see the

message you are looking for in the search results if you turn off the group messages in threads feature while you are searching

Work Offline

Setup Offline while you are online.

Work Offline

Follow the steps and refer to the FAQ if you need additional help http://www-01.ibm.com/support/docview.wss?uid=swg21978542

Work OfflineAfter setup, when you are disconnected from the server, just click Work offline

Use permanent pen to make comments stand out

Click Permanent Pen in the editor bar and anything you type will be in a different color.

The default pen style is bold red. Right click on the permanent pen text to change the font properties.

Where are my preferences?

While you are able to set a few basic mail and calendar preferences from within Verse today, Verse honors your settings in the Notes and iNotes client. You can set them there as well.

Set New Mail and Calendar Notifications

Under Mail and Calendar Settings you can enable new mail and calendar notifications

Keyboard shortcuts for Windows

Keyboard shortcuts for the Mac

Help When new features are available a red dot will appear on the help icon. When you open the menu you will see if a What's New tour is available to take and how many tips are in it.

Select Help under the ? Icon to access user documentation.

Help

Use the search bar of the table of Contents at the bottom of the main page to find the topic.

Tour

Email

Calendar

Chat

Contacts

Files

Profiles

Tips and Tricks Social Collaboration with Connections Cloud (subscription required)

Agenda

Add an Online Meeting Room to an InvitationTo include an online meeting room in a calendar invite, click Add Online Meeting

Add an Online Meeting Room to an InvitationSelect your meeting room and click OK.If your meeting room doesn't appear, click New.. and paste the Meeting URL found on your Connections Cloud home page. This will save your meeting URL for future use.

Launch a Meeting

At the time of the meeting, click the Meeting icon from your calendar bar

Launch a Meeting

The meeting room will launch

Share to a Community Blog

To share an email with an existing Community, click the Share to Blog icon


Start typing the name of the Community


Click Share


A popup message will let you know it was successful. Click “View in Blog” to see the result.

Access Desktop Plugins

You can download the Sametime Connect Client and Desktop Plugins from the Downloads and Setup option under your picture

Questions

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Transcript of IBM Verse Training