44 Work with Employee Mailboxes

This chapter contains the topic:

44.1 Working with Employee Mailboxes

Navigation

From Electronic Mail (G02), choose Employee Mail Boxes

Working with employee mailboxes allows you to:

  • Sign in and out

  • Access mailboxes

  • Enter remarks

  • View the calendar

  • Revise the calendar

  • View time logs

Figure 44-1 Employee Mail Boxes screen

Description of Figure 44-1 follows
Description of "Figure 44-1 Employee Mail Boxes screen"

Signing in and out informs others of your whereabouts. When you sign out, you can also enter a remark, return date, and return time. If you do not enter a remark, the system supplies the word home. If you do not enter a return date, the system uses the next business day.

To sign in and out

On Employee Mailboxes

Choose In or Out in the following field:

  • Option

44.1.1 Accessing a Mail Box

Topic Description
Alternative method of signing in and out You can also sign in and out by accessing the Electronic Mail menu (G02) and choosing Sign In and Out. This method is quicker.

The system provides a repository of mailbox categories. You can access mail from these user-defined categories. Examples include:

  • Personal in basket

  • Priority mail

  • Junk mail

To access a mail box

On Employee Mailboxes

  1. Choose See Memo.

    Figure 44-2 Mail Box Selection screen

    Description of Figure 44-2 follows
    Description of "Figure 44-2 Mail Box Selection screen"

  2. On Mail Box Selection, select the appropriate mailbox.

  3. On Message Summary, choose View/Enter Message next to the message.

44.1.2 Entering Remarks

Topic Description
Incoming mail Every mail box that contains a message appears on the Mail Box Selection window. A highlighted option field indicates that a mailbox contains a new message.

You can enter a remark to provide more information about your whereabouts, your schedule, and so on. For example, you might enter a remark indicating that you are in a meeting, on vacation, or can be reached at a particular phone number. Later, you might need to update your existing remark, for example, if you are no longer in a meeting and are leaving on a business trip.

To enter remarks

On Employee Mail Boxes

  1. In the Option field, choose Remark

  2. Enter your remark.

44.1.3 Viewing the Calendar

Use the calendar to show others your appointment times.

To view the calendar

On Employee Mail Boxes

  1. Enter the name of the person whose calendar you want to view.

  2. Choose Calendar.

Figure 44-3 Calendar Inquiry screen

Description of Figure 44-3 follows
Description of "Figure 44-3 Calendar Inquiry screen"

44.1.4 Revising the Calender

You can revise your appointment times after they have been entered. In addition, use the calendar for scheduling conference rooms and equipment. You can do this by setting up address book records with specific search types. For example, use IF for internal facilities.

To revise the calendar

On Employee Mail Boxes

  1. Enter the name of the person whose calendar you want to view.

  2. Choose Calendar.

  3. Choose Revise Calendar to make a revision.

44.1.5 Viewing Time Logs

Topic Description
Revising the calendar for extended periods of time When the Calendar Inquiry form is in input mode (all input areas are underlined), you can revise the calendar by typing information or using the following special characters:

  • Enter an equals sign (=) with a specific time under the scheduled item to create ditto marks (") for the time indicated. For example, in the first time slot, Thursday (8:00), enter San Antonio. Move the cursor to the next slot (9:00) and enter = 600. The system creates ditto marks in all time slots through 6:00 p.m. on the same day.

  • Enter a plus sign (+) with a number of hours under the scheduled time to create ditto marks for the time calculated. For example, start in the 8:00 p.m. time slot. Move the cursor to the next slot down (9:00) and enter +200. The system creates ditto marks in time slots for the next two hours. You can also use the plus sign for multiple days. If you enter +2400, the ditto marks are repeated for 48 hours (two days).

  • Enter ditto marks in the time slot beneath the appointment description to reserve specific times.

You can view the times that employees sign in and out and view employee remarks.

To view time logs

On Employee Mail Boxes

Enter 9 in the Option field to access Time Log Inquiry.

Figure 44-4 Time Log Inquiry screen

Description of Figure 44-4 follows
Description of "Figure 44-4 Time Log Inquiry screen"

44.1.6 Processing Options

See Section 57.1, "Employee Mail Boxes (P012501)."