The University Collaboration Suite, commonly known as UCS, is the email and calendaring system used by thousands of faculty and staff across the University. However, what is not so commonly known is that UCS has lots of great features that make it easy for you to manage your account in ways that facilitate organization, collaboration, and productivity. Want to know more? Here are 7 cool things that you can do using UCS:
- Create Email Templates Using the Email Templates Zimlet
If you find yourself frequently sending the same email message over and over, you can utilize the Email Templates Zimlet in UCS. Using the Zimlet, you can create incredibly easy-to-use email templates that even prompt you to fill in certain varying information before sending the email, such as a person’s name or a date. For more information on using this Zimlet, see the IT Knowledge Base article, “How to Use the Templates Zimlet.”
- Create Email Templates Using the Signatures Feature
Another way to create email templates in UCS is to leverage UCS’s signatures feature. For more information, see the web-based tutorial Creating Email Templates Using Signatures.
- Filter Items in Your UCS Account Using Tags
Tags can be your key to creating your own personal classification system in UCS. You can create custom tags and then apply them to any item(s) in your UCS account, such as emails, contacts, calendar appointments, tasks, and briefcase items. Clicking on any given tag will sort your account based on that tag, only returning items with that tag. For example, you can create a tag called ‘Follow-up,’ use it to tag emails in your inbox that you need to follow up on, then click the ‘Follow-up’ tag in the Overview pane to only display items that have been tagged as ‘Follow-up.’ For more information on tagging, please view the web-based tutorial Using Tags to Classify Emails, Contacts, Appointments, Tasks, and Briefcase Items.
- Color Code Calendar Appointments
The ability to color code your calendar items using tags is new in UCS. Applying a tag to a calendar item will change the color of the calendar appointment to the color of the tag applied to it. For more information on tagging, please view the web-based tutorial Using Tags to Classify Emails, Contacts, Appointments, Tasks, and Briefcase Items.
- Color Code Calendar Appointments Across Shared Calendars
If you would like to utilize a color coding calendar system for your office or department, UCS allows you to do this using tags. For example, all-staff meetings can be displayed in yellow on everyone’s calendar across the unit. For more information on creating a color coding system for your office or department, please view the UCS web-based tutorial Color Coding Meetings, Appointments, and Events across Shared Calendars.
- Schedule Emails to Be Sent Later
The Send later feature allows you to maintain important communications even when you are not logged into your account. Scheduling a message to be sent using the Send later feature saves the message on the server and then sends the message to the chosen recipients at the scheduled date and time, regardless of whether or not you are logged into UCS. To access the Send later feature, compose a new message, click the arrow on the Send button, and choose Send later from the drop-down menu.
- Use Free/Busy Information to Schedule Meetings
Scheduling meetings in UCS is easy with UCS’s free/busy information feature. In UCS free/busy times refer to our availability according to the appointments and meetings on our calendars and display to other UCS users as busy, out of office, tentative, or free respectively. This is one of the features of UCS that makes it easy to collaborate with others, even if they have not shared their calendars with you. As attendees are added to a meeting invitation, UCS will display all attendees’ free/busy information, allowing you to quickly select a time when all attendees are available. See the Calendar section of the UCS Features Overview web-based tutorial for more information on free/busy information.
Want to learn more about UCS? You can browse our full list of online training materials including easy-to-use Quick Start Guides and video tutorials. If you learn better in a workshop setting, consider registering for one of these free training sessions (including newly redesigned offerings that focus on specific elements of UCS such as email and the calendar). Please note that registration for the fall 2014 sections of these courses are not open until Monday, August 11.