Service standards of the Administrative Directorate

Accompanying the service standards of the administrative directorate, the IT services provide this page, which offers direct assistance on the settings to be made.

Implementation of service standards of the administrative directorate

Here you will find the different instructions on how to set up your signature, out of office note or calendar share / substitute.

To set up an e-mail signature, select font size 10 in Calibri font. The first and last name are highlighted as "bold".

Every employee is obliged to create an e-mail signature as a standard signature, which is always to be used for both internal and external communication. If a new message is created in Outlook for this purpose, the signature can be created and edited via the signature icon in the top menu bar in order to adopt the standard defined here.

Sample signature

First name Last name | FunctionUniversity of Basel | Administrative Directorate |
Department Street No. | P.O. Box XXX | XXXX Basel | Switzerland
Tel +41 61 207 XX XX | Mobile: +41 XXXXXXX
E-mail: vorname.nachname@unibas.ch | https://www.unibas.ch

 

This e-mail and any attachments to it may contain confidential information, which is for the sole attention and use of the intended recipient. If you are not the correct addressee or have received this email in error, please notify us immediately and delete this email. Copying and forwarding this message without consent of the sender is not permitted.

Disclaimer

This e-mail and any attachments to it may contain confidential information, which is for the sole attention and use of the intended recipient. If you are not the correct addressee or have received this email in error, please notify us immediately and delete this email. Copying and forwarding this message without consent of the sender is not permitted.

Open Microsoft Outlook.


its

Click on "File".


its

Then click on "Options".


its

Click on the "E-mail" tab and then on "Signatures".


its

Click on "New".


its

Enter your name and confirm by clicking on "OK".


its

Now enter your signature. Follow the formatting instructions below:


ITS

Under "New messages", select the signature you have just created and confirm by clicking "OK".


The signature should now be sent automatically on new emails from the account assigned to the signature.


its

By the way: The signature can also be used for other accounts to which the signature has not been assigned. To do this, click on "New e-mail".


its

Then click on "Signature" and select the signature you want to use.


Open Microsoft Outlook Webmail.

mail.unibas.ch


OWA

Click on the settings at the top right and select "Options" there.


OWA

Then click on "E-mail signature".


OWA

Now the signature can be adjusted.

Here you can also set whether the signature is added in each new message (1.) or also with forwarded / answered (2.) messages.


Open Apple Mail.


In Apple Mail, click on "Mail", then "Settings" and then "Signatures". Click on "+" to create a signature.

Then remove the checkmark from "Use default font for emails".


Once you have created the signature, click on it and drag and drop it onto the email account where you want to use the signature.


Now, if you compose a new e-mail, you can select the appropriate signature under "Signature", which will then be added to the e-mail.


Thank you for your message. I am currently out of the office until XX.XX.20XX.

Please contact deputy-name on +41 (0)61 207 XX XX(Firstname.Lastname@clutterunibas.ch). I will get back to you upon my return.

Kind regards,

First- and Lastname| Function

University of Basel | Administration I Departments

Street Nr. | Postbox XXX | XXXX Basel | Switzerland |

Phone : +41 61 207 XX XX | Mobile: +41 (0) XXXXXXX

Mail: Firstname.Lastname@clutterunibas.ch | https://www.unibas.ch

If the duration of the absence is still undefined (e.g. in case of illness), the following standard message should be stored for both internal and external contacts.

Thank you for your message. I am currently out of the office.

Please contact deputy-name on +41 (0)61 207 XX XX(Firstname.Lastname@clutterunibas.ch). I will get back to you upon my return.

Kind regards,

First- and Lastname | FunctionUniversity of Basel | Administration I Departments

Street Nr. | Postbox XXX | XXXX Basel | Switzerland |

Phone : +41 61 207 XX XX | Mobile: +41 (0) XXXXXXX

Mail: Firstname.Lastname@clutterunibas.ch | https://www.unibas.ch

If an employee leaves the University of Basel, an automatic absence message for an indefinite period of time is to be set up, indicating that this mail is to be sent again to a substitute. The exact wording should be as follows:

Thank you for your message. I have left the University of Basel and your e-mail will not be forwarded automatically.

Please contact deputy-name on +41 (0)61 207 XX XX(Firstname.Lastname@clutterunibas.ch).

Kind regards,

First- and Lastname

The employees of the Administrative Directorate are required to enter business-relevant appointments in their personal Outlook calendars of the University and to openly present absences by means of the predefined markings by displaying them for all employees without an appointment designation. For this purpose, the appointment can be entered via the menu selection, Create new appointment. By clicking with the right mouse button the appointment can be categorized. Private appointments can be locked for viewing via the right mouse button - private appointment-. Due to the encryption it is not possible to read the appointment.

Absences can also be stored for longer periods of time in the same way. To do this, select a whole-day absence in the appointment entry and then set the "Display as" feature to absent in the menu bar. Then this is taken over for the whole period in the calendar.

This is necessary so that interdepartmental appointment coordination can be carried out efficiently and easily. When appointments are made, the administrative management staff actively create outlook invitations as a special service, as these are automatically transferred to the calendar of the appointment participants.

Furthermore, the delegate must be given authorization to enter appointments in the calendar. This can be set up via File - Account settings - Access rights for deputies.

Prerequisite

a) You have the e-mail program Microsoft Outlook 2016.

b) You know the terms of use of the University of Basel.


Share your own calendar

Calendar 1

Open the e-mail program "Outlook". Select the "Calendar" tab at the bottom of the screen.


ITS

Click "Share Calendar" at the top of the screen.


Calendar 3

A new message window opens in which the calendar appears as an attachment. In the "Addressee field" [1] you can enter the persons to whom you want to share your personal calendar. Under "Details" [2] you can select how many details of the calendar entries should be visible for the other persons.


Prerequisite

a) You have the e-mail program Microsoft Outlook 2016.

b) You know the terms of use of the University of Basel.


Delegate Access

Substitution 1
Substitution 2

Open the "Outlook" e-mail program. In the top left corner, click on the "File" tab [1] and then on "Information" [2] → "Account settings" [3] → "Access rights for deputy" [4].


Substitution 3

Then click on "Add...". If you want to revoke the substitution of a day, select the respective user in the same window and then "Remove".


Substitution 4

The address book will then open. Here you can add the desired person(s) by searching for them in the search field (1) and then clicking on "Add" (2).


Substitution 5

In the following window, you can determine how comprehensive the rights of the persons added as delegates are. You can choose between reviewer, author and editor. Confirm this by clicking "OK" in both windows.


Substitution 7

Next, you need to make the folders of your poster visible to the delegate. To do this, open the "Start" tab and then select your mailbox, which is located in the left column. Click with the right mouse button on the top level of your mailbox [1] and then on "Folder permissions" [2].


Substitution 8

If the person in question does not yet exist, you can add him/her using "Add" [1]. Then you have to select the substitute [2] and set a check mark at "Folder visible" [3].


Prerequisite

Master data

a) You have the e-mail program Microsoft Outlook 2016.

b) You know the terms of use of the University of Basel.


Set up substitution

Substitution 1
Substitution 2

Open the e-mail program "Outlook". Click on the "File" tab [1] at the top and then on "Information" [2] → "Account settings" [3] → "Account settings" [4].


Substitution 3

Double-click your Exchange account.

 


ITS

Then select "Further settings...".


Substitution 5

Now switch to the "Advanced" tab [1]. Click on "Add" [2] to open the "Add mailbox" window. There you have to insert the user name of the person to be represented (you can find this in the address book). Confirm this in all windows with "OK".


The new mailbox is now displayed in the left column below your own.


Attention: If the mailbox is empty, you probably have not received any rights on this mailbox yet.


The administrative management guarantees its customers a response to mails on working days within 48 hours, provided that the requested person is present. If the request cannot be fully clarified within this period, the customer must be informed of the current status of the clarification in a brief response.

Forwarding chains of mails are to be avoided. It is important to first determine the correct contact person internally and, if necessary, to discuss the solution with him in advance before informing the customer about the result or referring him to the responsible office.

When answering external calls, please mention "University of Basel, the department and the name", so that the caller can be assigned exactly to the person he/she is talking to. Internally, it is sufficient to state the department and the name.

During absences from the workplace, the telephone of superiors is generally to be diverted to the deputy or the secretariat. Employees without management responsibility can either divert the telephone to a deputy or create a recorded message that reads as follows:

University of Basel, Department XXXX, first and last name.I am not at my desk at the moment. In urgent cases, you are welcome to contact my deputy XXXX at +41 (0)61 207 XX XX, or leave me a mail at Vorname.Nachname@unibas.ch, and I will be happy to get back to you upon my return.Thank you and kind regards.

For short-term absences, it is sufficient to return unanswered calls upon return. If the employee is temporarily working at another location, reachability should be set up via the "Cisco Jabber" web app or via call forwarding to the private telephone.

There are several ways to connect to voicemail.

1. Press the voicemail speed dial button on the VoIP phone.

2. Press the "Call Voicemail" button in the voicemail tab of Cisco Jabber. 3.

3. Call the number 79999 (internal) or +41612079999 (external).

 

A pin query follows. Depending on whether a connection to the voicemail has already been established, the procedure changes slightly.


New voicemail

1. Enter the default pin (25845639) and press the double cross.

2. You will now be guided through the initial voicemail setup via the voice menu. This includes configuring your voicemail greeting, setting your personal pin, and setting the directory service.

3. After completion you are connected to your voicemail.

4. From now on you can connect directly to voicemail by entering your personal voicemail pin.


Enter your personal voicemail pin and press the double cross. You are now connected to your voicemail. Note: If you want to reset your voicemail pin, please contact the ITS Service Desk.