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Calendar Use Tips and Instructions

Platforms: You can use your DMP calendar in the Outlook Desktop App on your computer, at, and the Outlook Mobile App.

View Options: View your calendar by Day, Work Week, Week, or Month. Selecting the Today button highlights the current date.

Add events to your calendar for meetings, appointments and vacations. This will prevent you from double booking during that time and will let coworkers know when you are available to meet. Your calendar is not a to-do list. Do not add your tasks for the day, such as what you plan on doing during each hour of the day.

Calendar Event Options

Does the event repeat? Do you need a reminder?

Show As

Choose the option that fits with the event.

  • Free: An event is going on but are free at that time.
  • Working Elsewhere: If working remotely but available.
  • Tentative: Potentially busy but available if needed.
  • Busy: If busy but at DMP or working on a DMP project.
  • Away: If on vacation and completely unavailable.

There are slight differences in how the desktop and browser function when creating a meeting.

If you’re scheduling a Zoom meeting, you can use the Zoom Plug-in for Outlook (Email to have it installed) to automatically generate the Zoom invitation in the meeting description.

Scheduling Assistant

When scheduling a meeting, you will balance finding a time that everyone can meet and the timeliness of having the meeting. To help find a time when people can meet, use the Scheduling Assistant feature. This allows you to see the availability of each attendee. This also reinforces the expectation that your calendar is up to date with all meetings, appointments and vacations.

Creating a Meeting in the Browser

  1. New, Calendar Event
  2. Add the Title and a Description to the event. This should give details of what will occur at the meeting.
  3. Change the Date and Time of the event.
  4. Add the attendees to the meeting. Type their name into the Add People box. For “Optional” attendees, go to the Scheduling Assistant, right click name, Attendance Optional.
  5. Select Scheduling Assistant. The screen will display everyone’s schedules.
  6. Select Add A Location. Select Add Room. Select the available room you want to reserve. Make sure you actually add the Conference room, not just typing the name in the location. This will not book the room.
  7. Send Meeting

Using the Outlook Desktop App

  1. Select New Meeting
  2. Add the Title and a Description to the event. This should give details of what will occur at the meeting.
  3. Change the Date and Time of the event.
  4. Add the attendees to the meeting. Type their name into either required or optional.
  5. Select Location. Select a room. Make sure you actually add the Conference room. You will see the conference room's email address in the required attendees section.
  6. Select Scheduling Assistant. The screen will display everyone’s schedules.
  7. Send Meeting

Reply to the calendar invite as soon as possible so the coworker knows if they will need to reschedule. Send your replies to meetings- the host will want to know if you are able to join them and if they can expect you. The calendar invite will alert the recipients if they are unavailable at that time. Select Show Conflicts to see conflicting events.

Response Options:

  • Accept: If available, go ahead and accept the event.
  • Tentative: If unsure, or listed as an optional attendee.
  • Decline: If you cannot make the meeting.
  • Propose New Time: Propose a different date/time

Send Response Options:

  • Edit Response Before Sending: If you need to respond with information for the coworker.
  • Send the Response Now: To send immediately without comments.
  • Don’t Send the Response: Will add event to your calendar but will show as “No Response” on coworkers’ calendar.

Employees can add and view calendars. The default setting allows people to only see your availability (busy, free, away, etc.) on your calendar appointments. You can share your calendar with a colleague. This allows your calendar to be viewed at the detail level you choose.

Sharing Your Calendar

  1. Select the Share calendar button.
  2. Type in the name of the person you want to share with.
  3. Select the amount of details you want that person to be able to see:
    1. Availability Only: They will see when you have events but not the event details, will show you as “Busy”. This is the default setting.
    2. Limited Details: Able to see Title but not details of events.
    3. Full Details: Able to see full details of events.
    4. Editor: Only available on browser. Able to make changes to events on your calendar.
    5. Delegate: Only available on browser. Able to put events on your calendar without requiring you to accept.
  4. Select Send.

To see who you have shared your calendar with:

If you're not sure who has access to your calendar, you can review the calendar permissions. This will show what your default visibility is, as well as who you have previously shared your calendar with.

Browser: Right click Calendar (under your calendars), Permissions...

: Calendar Permissions

Adding and Viewing a Calendar

You can add someone’s calendar. By default, you will only see if they’re busy, free, away, etc.

To open a calendar:

Browser: Add Calendar, From Directory, Type name, Open

Desktop: Open Calendar, From Address Book, Type name, OK

To view a calendar previously added:

You can see shared calendars under Other Calendars on the left side of the screen. Select their name to toggle their calendar.

Email Best Practices

When you compose an email, check for the 'Three C's' before you press send.


Re-read your email. Is it clear enough for your reader to understand what you are asking to telling them? Check for any typos and improper grammar. Make sure the message you want to get across is clear.


Balancing conciseness and clarity is important. Your reader may not need the deepest level of explanation in this email. Keeping it brief enough to get the message across without sending a book.


The content of your email should be accurate. You should also verify that you are sending it to the correct person, that what you're sending is appropriate for the audience (don't send proprietary information to an external audience) and that you include any attachments.

Email Tips and Instructions

  • Is this email:
    • Needed to do their job effectively?
    • Appropriate, compliant, professional or offensive?
    • Going to the right recipient(s) through the best channel?
  • Am I including attachments? If so, email is the best option for attachments or tracking decisions and conversations. Ensure your attachments do not contain proprietary information to external audiences.
  • Is this a quick question? Slack allows for quick questions and answers or for having large group conversations. Learn more about slack here.
  • Does this message need my tone to be understood? Call or talk in person when the subject matter requires your tone to be heard and understood.

Platforms: You can use the Outlook Desktop App on your Mac or PC, at and the Mobile App.

To Log In: Use your DMP network credentials.

Desktop vs Browser: There are different options and settings in each version, but the functionality is generally the same.

Who are you sending this to?

Add the recipient after you have written and checked over your email, this prevents sending before you are ready. Don’t include employees and customers on same email chain.

To: The main recipient(s)
: Keep in the loop but are not addressing directly
: When sending to a group to prevent Reply All

Subject Lines

Subjects should be short and concise, but not vague. Subject lines help quickly determine which emails require immediate action.

Help the recipient determine what they will learn or need to do from your email. Start with the email’s purpose (i.e. Action, Request, Info, Confirmed), then add a descriptive title.

Body of the Email

Deciding Content: Check for the 3 C’s: Clear, concise and correct. Use a black sans serif (Arial or Calibri) 10-12 point font. Re-read your email before sending to check for spelling, grammar, clarity and attachments. Start with a brief warm greeting, then use this format:

  1. Action Summary: Single sentences summarizing specific actions, a purpose or key points.
  2. Background: Bullet key points, define and limit attachments, use paragraphs and spacing to separate content, list those responsible for key tasks.
  3. Close: Next steps and niceties. Include your signature.

A Note on Replies and Forwards

Replies: Only reply if you have something to contribute or need to confirm receiving information. If the email chain is getting longer than two replies, consider scheduling a meeting to discuss the subject.

Reply vs Reply All: If your reply is not relevant to everyone in the group, use REPLY instead of REPLY ALL. Don't clutter everyone's inbox with unnecessary Reply Alls.

Forwards: Summarize the preceding chain when you forward an email conversation to someone. Ensure there is no proprietary information when forwarding to an external audience.

At DMP, we live our values every day. Our email signature is one way we exemplify our Value of Appearance. DMP's brand is clean and elegant. With that in mind, we developed an email signature standard template. Here are some guidelines to help you exemplify our standard.

Keep in mind that you will need to add and/or change your signature on each platform you use to send emails. For example, if your title changes and you are updating your signature, you will need to update it on the browser, desktop app and any mobile devices separately.

Signature Template:

Name | Title
Digital Monitoring Products |
Office: 417- 831-9362 | Ext. ####

Optional Signature Additions:

2500 N. Partnership Blvd | Springfield, MO 65803
Cell Phone Number

Guidelines for Signatures:

  • Notes on Style:
    • Use a black sans serif (Arial or Calibri) 10-12 point font.
    • Your name and title should be bold.
    • Spell out your title, e.g. Vice President instead of VP
    • Put two spaces before and two spaces after the vertical line (called the 'pipe').
    • Capitalize DMP in
  • Keep your signature to three or four lines long. The more you add, the longer email chains become, which makes it difficult to skim through.
  • Keep it simple.
  • Do not include images in signatures. Images can become blocked by email filters or become attachments.
  • Keep your signature professional and uncluttered.

Exemplary Style:

Michal Moss Early | Executive Director of Corporate Strategy
Digital Monitoring Products |
Office: 417-831-93662 | Ext. 1627

How to Set a Signature:

Select the options to automatically include your signature on all new emails and forwards and replies.

Windows Outlook Client

  1. Open Outlook
  2. Select New Email
  3. Select Signature in ribbon bar and select Signatures…
  4. Select New
  5. Create signature in accordance with DMP Email Best Practices
  6. Select OK
  7. Exit New Email window
  8. Exit Outlook

Mac Mail

  1. Open Mail
  2. Select Mail on menu bar
  3. Select Preferences
  4. Select Signatures tab
  5. Select DMP email address
  6. Create signature in accordance with DMP Email Best Practices
  7. Exit Preferences
  8. Exit Mail when finished

Mac Outlook Client

  1. Open Outlook
  2. Select Outlook on menu bar
  3. Select Preferences
  4. Select Signatures in the Email section
  5. Make sure your DMP email address is selected in the Account field
  6. Create signature in accordance with DMP Email Best Practices
  7. Exit Preferences
  8. Exit Outlook when finished

Outlook Web Access (

  1. Open a browser and go to
  2. Login with DMP username and password
  3. Select Settings (gear icon) at the top right
  4. Select Options
  5. Select Email signature under Layout section
  6. Make sure Automatically include my signature on new messages I compose is checked
  7. Create signature in accordance with DMP Email Best Practices
  8. Select back arrow next to Options
  9. Sign out of Outlook Web Access when finished

iOS Mail

  1. Open iOS Settings
  2. Select Mail
  3. Select Signature
  4. Create signature in accordance with DMP Email Best Practices
  5. Exit Settings when finished

iOS and Android Outlook

  1. Open Outlook
  2. Select Inbox
  3. Select Settings (gear icon)
  4. Select Signature
  5. Create signature in accordance with DMP Email Best Practices
  6. Exit Outlook

Android Email

  1. Open Email or Gmail app
  2. Select Settings (gear icon) in the slide-out menu
  3. Select the DMP email account
  4. Select Signature (Mobile Signature in Gmail app)
  5. Create signature in accordance with DMP Email Best Practices
  6. Select OK or Save
  7. Exit Email or Gmail app

Set an automatic reply when you will be unable to view your inbox, like when you go on vacation.

To set an automatic reply:

  1. Enter the Automatic Reply settings:
    Browser: Settings, Options, Shortcuts, Set up an automatic reply message
    Desktop: File, Automatic Replies
  2. Set your options such as time period and audience.
  3. Create your message. Use this template:
    “I will unavailable with limited access to email from (date) until (date). You may contact (name) at (email address) for a quicker response.”

Automatic replies are used by cyber criminals to gather information they can use against a person or company. Consider what information people may glean from your automatic reply. Don’t include proprietary information.

Staying organized with your email is important. Here are some options you have to help stay on top of your email without drowning in digital clutter. If you're looking for a strategy for organization, take the T.R.A.F. course on DMP University.

Email Folders

  1. Create a subfolder:
    Browser: Right-click Inbox, Create New Subfolder
    Desktop: Right-click Inbox, New Folder
  2. Name the folder.
  3. Select and drag the emails into the created folders.

Email Filters/Rules

Filters can automatically put emails into folders. This prioritizes the emails in your inbox. Go to the filtered folders later to work through them.

  1. Create a filter/rule:
    Browser: Right-click e-mail, Create rule...
    Browser: Settings, Options, Shortcuts, Create inbox rules
    Desktop: Right-click e-mail, Rules, Create rule...
    Desktop: On home ribbon, Rules, Create rule...
  2. Add/change any conditions and where you want the messages to go. If you want it to filter into a folder, the folder must already be created.
  3. Save your changes


  1. Categories can be created and applied to emails and calendar events for efficient searching later. These are a great way to color code your email.
  2. Create a category:
    Browser: Categories, New category
    Desktop: Categories, All Categories, New
  3. Type the name of category and select a color.
  4. To apply a category to an email or calendar event, right click the email or event, Categorize, Select the category.

Phone Use

Whether we are talking with fellow DMP employees or our customers, it's important to live our values when speaking with people on the phone. Live out our values of kindness, teamwork and responsiveness.

  • Greeting the caller: Your first impression should be a good one. Answer your phone with a brief greeting. For Example: Good morning, this is Christa.
  • Use professional language.
  • Check your voicemail often and return calls the same day.
  • Ask before you place someone on hold, transfer them or add them into a conference call.

Making Internal Calls:

  1. With or without the handset lifted, dial the extension.
  2. You can press Hold to backspace incorrect digits.
  3. If you are using Handsfree Mode, listen for the double tone, then speak.

Outside Calls:

  1. Press Outgoing button or dial 8.
  2. Dial the number, including 1 and area code if necessary.

Answering Calls

  1. Lift the handset.
  2. Press Speaker to answer a call while using a headset or in Handsfree mode.

If you need to place a caller on hold, ask them politely first. When you return, thank them for holding.

  1. After asking the caller if they mind holding, press Hold. ENTER EXTENSION NUMBER appears
  2. Hang up or place another call.
  3. To return, press Hold then lift the Handset or press Speaker. <Caller> WAS HOLDING appears.

One of the first things you can do at your new work station is to make sure you have your voicemail set up, including your personal greeting. If someone leaves you a voicemail, the message button will flash. Press the message button and follow the instructions to listen to your voicemail. Remember to respond to your messages the same day.

Set your voicemail:

  1. Internal: Dial extension 200. Outside: Dial DMP’s phone number (417-831-9362 or 800-641-4282), then ask for extension 200.
  2. Press * during the greeting.
  3. Key in your extension number, password, then press #. The default password is your extension.
  4. Select option 4 to change personal options.
  5. Select option 1 to change your personal greeting.
  6. Go through steps to record your personal greeting (your name or a very short greeting) and listen to verify.
  7. Select option 2 to change your directory name.
  8. Go through steps to record and verify directory name.

If you need to transfer a call to someone else, you can do that easily. If they are not available, you can transfer a person to their voicemail. You can also use the Reverse Transfer (Call Pick Up) function to answer calls that are ringing or holding at other extensions.

Transfer to Another Extension:

  1. While on the call, press Transfer
  2. Dial the extension.
  3. Wait for an answer.
    1. If they answer, announce the call and hang up to transfer the call.
    2. If they don’t answer, press the flashing IC or Call button to return to the caller. You can follow the steps below to transfer them straight to the person's voicemail.

Transfer to a Voicemail:

  1. While on the call, press Transfer.
  2. Dial 200 and the extension number.
  3. Hang up.

Reverse Transfer:

  1. Lift the handset, then dial feature code 6. ENTER EXTENSION NUMBER appears.
  2. Dial the extension or hunt group number where the call is ringing or holding. The call is transferred to the phone you are using and you are connected to the caller.

  1. While on the first call, press the Conference button to place the call on hold. CALL NEXT PARTY TO CNF appears.
  2. Call the next conference party.
  3. Press OUTGOING button or dial 8 for outside calls.
  4. After the party answers, announce the conference, then press the Conference button to place on hold.
  5. Repeat this step as necessary to add the remaining conference party.
  6. Press the Conference button again to start the conference. CNF IN PROGRESS appears.

You can use the Directory to find internal or external contacts or find and activate system features.

The Directory has the following three subdirectories:

  • Intercom: Find and dial internal numbers.
  • Outside: Find and dial external numbers listed in the company directory.
  • Feature: Find and activate system features.

The directory uses Intelligent Directory Search (IDS), which is similar to the “text on 9 keys” (T9) predictive search feature used for mobile phones. When searching the directory, dialpad buttons can represent several characters. As you enter characters, the entries that best match the characters entered appear. The system connects the character sequence to possible directory matches.

For example, to find the name “Casey,” dial 22739.

To Use the Internal Directory:

  1. Press the Directory button or dial the feature code 307.
  2. Dial 1 to find internal numbers.
  3. Use the dialpad to spell the first name.
  4. Press Up or Down to scroll through the entries.
  5. Press # to dial displayed extension.

If you will be away from your desk for an extended period of time and would like to have all calls forwarded to a cell phone or someone else's extension, you can have all calls forwarded.

  1. Press the Fwd ALL button or dial feature code 355. ENTER FORWARD DEST appears.
  2. Enter the extension number or press the Outgoing button or 8, and then dial the telephone number.

In consideration of other employees and their time, using DND allows internal employees to see a message set by you to indicate that you are unavailable, when you might return, or how to better reach you.

Set and End Do Not Disturb:

  1. Press the DND button or dial feature code 372.
  2. Either use the up and down buttons to scroll through messages or enter the two-digit DND code.
  3. If applicable, enter the additional text.
    1. Entering Dates: Use the # key to enter a dash.
    2. For example: To set “Vacation until 5-23-20”: Press DND, Enter code 12, Enter 5#23#20, Press Speaker button.
    3. Entering Times: Use the * key to enter a colon
    4. For example: To set “At Lunch Until 1:00”: Press DND, Enter code 02, Enter 1*00, Press Speaker button.
  4. Press Speaker or lift and replace the handset.
  5. To end, press the DND button or dial 372.

DND Codes:

01- Page Me Please

02- At Lunch Until

03- Gone Home

04- Call Me At #

05- Back To Desk At

09- On Project Until

10- Out of Building Until

11- Traveling Until

12- Vacation Until

13- Training Until

Setting Volume:

You must be using the feature to change the volume level. For example, if you want to change handset volume level, you must be using the handset. However, you can adjust the ringer (alerting tone) volume level when the phone is idle.

  1. While using the feature, press Up to increase the volume or press Down to decrease the volume.
  2. The volume level is automatically saved.

Changing Ring Tone:

You can select from nine different ring tones.

  1. With the handset on-hook, dial feature code 398.
  2. Press Up or Down or 1 to 9 to listen to ring tones.
  3. Press 0 to turn the ringer off.
  4. Press Speaker, #, or lift and replace the handset to select the ring tone.

Programming Buttons:

Program the buttons on your phone for quick access.

  1. With the Handset on the hook, dial feature code 397.
  2. Press the button you want to program.
    1. If the button is not programmed, UNDEFINED KEY appears.
    2. If the button is programmed, the feature or extension appears.
    3. If the button is not programmable, NON-PROGRAMMABLE KEY appears.
  3. Enter the feature code or extension number


Slack is an instant messaging platform that is great for:

  • Quick conversations
  • Group conversations
  • Conversations that do not need to be tracked

When should you use Outlook instead?

  • When you need to keep record of a conversation
  • When sending attachments


To Download the Zoom Desktop Client, use the following link: Zoom Client for Meetings. If it requires admin privileges to install, put in an ITHelp ticket.

When you create an account with your DMP email, it will automatically add you to DMP's account for Zoom.

Remember, you are representing DMP in this virtual environment.

  • If you have a camera, you should use video.
  • If you’re presenting, you must use video
  • Use professional language.
  • Mute your audio if you are not actively participating to prevent background noises interrupting.
    • Press and hold your space bar to temporarily unmute.
  • Treat this like any other meeting:
    • Be present and actively engaged.
    • Look the part- Dress for success.
    • Join the meeting on time.
    • If you’re hosting, open the room at least 3-5 minutes early for participants.
  • Avoid distracting backgrounds.
  • Use DMP virtual backgrounds. DMP Studio Background found here. Right click and save image to your desktop. Add virtual backgrounds in video settings while in a Zoom meeting.
  • If you will be recording the meeting, inform everyone.

When scheduling a Zoom meeting ahead of time, you can include the meeting information in your Outlook meeting invitation.

Using the Zoom Client

  1. In the Zoom desktop application, select Schedule.
  2. Set the Title, Start Time, Duration and Time Zone.
  3. Decide if you want to use a Meeting ID or your Personal Meeting ID (PMI).
    1. Those with Pro accounts can have their name as their PMI.
  4. Require a password.
  5. Choose your Calendar Option:
    1. Outlook: Automatically opens a new meeting in Outlook with the meeting information filled in.
    2. Other Calendars: Gives a text box with the meeting information to copy and paste into an email or calendar invitation.
  6. Choose your Advanced Options.
  7. Select Schedule.
  8. Create a meeting in Outlook with the Zoom meeting information.

Using Outlook with the Zoom Plug-In

Email to have the plug-in installed. This is the easiest way to create a Zoom meeting, especially if you will be using Outlook's Schedule Assistant.

  1. In your Outlook Calendar, select New Meeting.
  2. Add the Title, Description, Date, Time and Attendees.
  3. In the tool bar, select Schedule a Meeting from the Zoom Plug-In Section.
  4. Set your Zoom options in the pop-up and select Continue.
    1. Insert Zoom meeting invitation option is under Advanced Options.
  5. If you will be using a Zoom room at DMP, add it in as the Location.
  6. Select Send Meeting.

Zoom Meeting Link

Follow the link. This will automatically enter the Meeting ID and password for you.

No Zoom Meeting Link

  1. Open Zoom and click Join.
  2. Enter the Meeting ID and password.

Not all meetings on Zoom need to be planned in advance. If you want to host an impromptu meeting with people, follow the instructions below.

  1. Open Zoom and select New Meeting.
  2. In the top left, select the Information icon.
  3. Copy the invitation URL and share with participants.

Zoom is the video conferencing tool used for meetings with remote employees and clients. DMP has several "Zoom Rooms" equipped with cameras and microphones for video conference calls. Applications to host or participate in a Zoom meeting can be downloaded below:

Download Zoom Client for Meetings

To schedule a Zoom meeting in a "Zoom Room", use your email application to schedule the meeting like you normally would but make sure to also invite the room as a participant. The location field should contain the Zoom meeting ID that you would get from your Zoom application. Below is a list of Zoom meeting rooms at DMP:

Zoom RoomIDEmail Address
Executive One642 093
Summit One
443 472 1244
Summit Two
713 096 0509
Engineering Meeting Area
677 450 1981
Code Review One
593 754 5182
Webinar Room
560 716 3536

When joining a Zoom meeting in a Zoom Room, the password for the meeting is dmpusa

Zoom Room Links:

Troubleshooting any audio issues beforehand is recommended. If you are using a new microphone or headphones, use the Test Speaker and Microphone feature. Zoom will only see audio devices that you've already set up on your computer, meaning if you have bluetooth headphones, they must be connected on your computer first.

Join With Computer Audio

  1. While in a meeting, navigate to the lower left toolbar. Click Join Audio and select Join with Computer Audio.
  2. Select the up carrot to the right of the microphone icon.
  3. Select Test Speaker & Microphone...
  4. The system will play a tone. Follow the instructions.
  5. If you select No, Zoom will continue to test all speakers/headphones set up on your computer.
  6. Next, Zoom will test your microphone. Follow the instructions on screen.
    1. Note: Not all computers have microphones built in.

Join With Phone Audio

If you do not have a microphone or speakers with your computer, you can call to use your phone for audio.

  1. While in the meeting, select Join Audio.
  2. Select Phone Call.
  3. Call one of the phone numbers provided.
  4. You will be asked to enter the Meeting ID, Participant ID, and Password. This information is given in the meeting.

In virtual collaboration, screen sharing is a valuable tool. Knowing your options will allow you to be more efficient while protecting proprietary information.

  1. While in a meeting, select Share Screen in the lower toolbar.
  2. Zoom will give you many options:
    1. You can share your entire screen.
      1. If you have dual monitors, Zoom will display numbers in the top left corner of each to help you decide which screen to share.
    2. Be cognizant of what files, documents and bookmarks you have in view of the screen sharing. Consider your audience.
    3. You can share individual programs.
    4. If you will be showing a video, select both check boxes at the bottom of the dialog box to share your computer sound and optimize the screen sharing for a video clip.
  3. While you are sharing, you can annotate, pause or select a new share option.
  4. Pausing will freeze the viewers screen. Select Resume Share when you are ready. The box around the screen will change from green to yellow when you are paused.
  5. When you are done, select Stop Share.