How to use IBM Verse

1. 1
IBM Verse Essentials
A New Way To Work
http://ibm.com/verse
Lisa Learned
IBM Collaboration and Talent Solutions
May 18, 2017

2. 2
 Introduction
 Sending and Working with Email
 Working with your Calendar
 Instant Messaging
 Managing Contacts
 Managing and Sharing Files
 Finding and Networking with People
 Tips and Tricks
 Collaborating with Others (subscription required)
Agenda

3. 3
Powerful Search
• Blazing fast enterprise search
platform for enhanced find-ability.
• Includes powerful full-text search,
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,
guest collaboration no charge
• Enterprise grade security, privacy,
policy control, encryption
Focus
• Through analytics, Verse gets to
know you
• Draws your attention to the
messages, meetings and tasks
you care about, helps you
prioritize and focus without
distractions
• Shows you where people fit in
the organization
42

4. 4
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.
What can IBM Verse do for me?
The Prioritizer
The
Searcher The
Sharer
The On-the-Go
Employee
The Tech
Professional
The Business
Leader
The
Multi-tasker
ME

5. 5
IBM Verse helps you take back control of your workday
Traditional Mail
Too 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

6. Important to Me Bar
Preview Pane
Connections
Cloud Menu
Search Bar
Message List
Calendar at a Glance
Verse Layout

7. Red dot indicates
new message
arrived. Click to see
messages from this
person.
See New Email from an Important Person

8. Clicking on a
person’s bubble
shows you a view of
all email from that
person
Filtering Email by Person
All emails in the list
are from the
selected person,
allowing you to focus
on important emails
first
The person’s name is
added to the search
bar

9. Show Messages that
Need Action
Show Messages that were Marked as Needing Action

10. Show messages you
sent that are waiting
for a response
Show Messages you are Waiting for a Reply

11. Verse indexes email
immediately. Use the
Search bar to find
what you're looking
for
Search for an Email

12. Refine your Search
The faceted search
suggests additional
ways to refine your
search results

13. Filter your Search Results
The paperclip icon
filters the current view
to show emails with
attachments

14. Preview a File in Verse
Click on the attachment to
open and view it inline
without leaving email

15. Preview a File in Verse
Click the X to close the
preview

16. Who’s Who copied on this message?
Find out details about the other
people copied on a message. Select
view people on this message

17. Who’s Who copied on this message?
Click on a person to pull up their
profile card.
Hover over the circle to see who a
person reports to.

18. 18
 Introduction
 Sending and Working with Email
 Working with your Calendar
 Instant Messaging
 Managing Contacts
 Managing and Sharing Files
 Finding and Networking with People
 Tips and Tricks
 Collaborating with Others (subscription required)
Agenda

19. Click the Mail icon to go
to your inbox. A read dot
indicates you have new
email
Open Your Inbox

20. 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

21. Needs Action
Mark a message “Needs
Action”
View all of your emails
that require action.

22. Reply to or Forward a
message
Reply or Forward

23. 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.

24. 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

25. Sending Email
Click Compose to create
an email

26. Addressing Email
Start typing in the to field
to address the email

27. 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

28. Editing
Click the text icon to
display the rich text
editing tools

29. Attach a File to an Email
Click the paper clip to
attach a file from your
computer or drag and
drop from your desktop

30. Mark an Email High Priority
To send High Priority click
Options then High Priority

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

32. 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.

33. Create a Mail Signature
To change your mail
signature select Mail &
Calendar Settings from
your Account menu

34. Create a Mail Signature
Edit using the rich text
editor and then click Save
Signature

35. Set your Out of Office
Select Out of Office from
Mail and Calendar settings
Complete dates,
times, additional
message and then
Turn On

36. 36
 Introduction
 Sending and Working with Email
 Working with your Calendar
 Instant Messaging
 Managing Contacts
 Managing and Sharing Files
 Finding and Networking with People
 Tips and Tricks
 Collaborating with Others (subscription required)
Agenda

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

38. Responding to Invitations
Response buttons
Accept – puts on calendar and sends
response back to chair
Decline – sends decline notice back to
chair
Tentative -pencils it into your calendar

39. Creating Calendar Entries
Or Click the + in the
Calendar Bar
Double click on a time
slot to create a new
calendar entry

40. 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

41. Calendar Entry Types
Meeting: allows you to invite others
Appointment: is for you alone
All Day Event: shows in your calendar for
the entire day and blocks your free time by
default
Anniversary: allows you to easily enter an
event that repeats yearly
Reminder: lets you pin something to your
calendar and set an alarm, it does not
block your free time
Select the calendar entry
type

42. Time Zones
You can specify the
time zone of the
meeting start and end
times
Click Show Time Zones
to toggle the time zone
selection control

43. 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.

44. Find Available Time
Click find
Available Time
to do a free time
search

45. Find Available Time
Expand Recommended
Times section to see the
times that all invitees are
available
Or slide the green bar to a
time where everyone is
available

46. Save and Send Invitations
Click Save and Send
Invitations

47. Turn an email into a Calendar Invitation
To transfer an email to a
Calendar entry, select the
… icon and then Schedule
a Meeting. It will
automatically populate the
invitee field.

48. Turn an email into a Calendar Invitation
Calendar invitation is
populated with names
from the email and
description is carried
over

49. Open Another Person’s Calendar
Open your Calendar
View and click the icon
at the top to open the
Calendar panel. Then
enter the name of the
person whose calendar
you want to open

50. Open Another Person’s Calendar
Click the + sign to pin
the person’s calendar to
the Calendar panel

51. 51
 Introduction
 Sending and Working with Email
 Working with your Calendar
 Instant Messaging
 Managing Contacts
 Managing and Sharing Files
 Finding and Networking with People
 Tips and Tricks
 Collaborating with Others (subscription required)
Agenda

52. Chat Contact List
Click the chat icon to view
your Chat Contact List or to
change your online status

53. Chat Preferences
The gear gives you access
to Actions and Preferences

54. 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

55. 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

56. 56
 Introduction
 Sending and Working with Email
 Working with your Calendar
 Instant Messaging
 Managing Contacts
 Managing and Sharing Files
 Finding and Networking with People
 Tips and Tricks
 Collaborating with Others (subscription required)
Agenda

57. Open Address Book
Click Mail Contacts
from the People Menu
to open your personal
address book

58. Add New Contacts or Create a Personal Group
Click New to add a new
contact or create a
personal group

59. Forward Contacts to Others
Right-click for more
options like Forward
contact(s) to others
Use Ctrl-Click to select
multiple contacts if you
want to forward more
than one at a time
Select import contacts to
import your contact list
from a .csv file

60. 60
 Introduction
 Sending and Working with Email
 Working with your Calendar
 Instant Messaging
 Managing Contacts
 Managing and Sharing Files
 Finding and Networking with People
 Tips and Tricks
 Collaborating with Others (subscription required)
Agenda

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

62. Files
Upload
New Files
Change to a gallery display

63. Share Files
Browse your computer or
drag and drop the file to
upload
To share with an person
from another company,
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

64. 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)

65. Refine results to show
just files
Files
Uncheck Rank my content higher to
see other’s files closer to the top

66. Like and Comment on a File
Comment on a file and read other's
comments
Click Like to upvote a file

67. Restore a Previous Version of a File
Restore a previous version of a file.
View previous versions of
a file.

68. See who's Downloaded a File
Under the “About” tab, you can see
who has downloaded a file and which
version they downloaded

69. See who a File's been Shared with
Under the “Sharing” tab, click See
who has Shared and who they shared
with

70. When you’re done, click
X to close the viewerPreview a File
If the file is too large to be
previewed you can download it
to view it.

71. Share a File in an Email
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.

72. 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 drive
Click the file name to open
the file in Preview mode

73. 73
 Introduction
 Sending and Working with Email
 Working with your Calendar
 Instant Messaging
 Managing Contacts
 Managing and Sharing Files
 Finding and Networking with People
 Tips and Tricks
 Collaborating with Others (subscription required)
Agenda

74. Find an Expert
1 Open the Company
Directory from the
People Menu
3 See people with those
skills displayed below.
Double click their name
to open their profile
2 Type the skills
you are looking
for into the
search bar

75. Profiles
See Contact information Who connects us
Report to Chain
Leave a
message on
the person's
wall
Follow a
person's
updates

76. 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.

77. Business Cards
Click View Messages to see other
emails from this person
Follow to see the person's updates
in your activity stream
View Profile to open this person's
Connections Profile
View Files to see their shared Files

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

79. Upload your Picture
OR go to your Profile and select Edit
my Profile

80. Upload your Picture
Select the Photo Tab
Then Choose a file from your
computer to upload. Tip: You can
use your computer webcam to take
your picture.

81. Promote Your Skill Set
Tag your profile with keywords that
describe your expertise so others can
locate you searching for an expert

82. 82
 Introduction
 Sending and Working with Email
 Working with your Calendar
 Instant Messaging
 Managing Contacts
 Managing and Sharing Files
 Finding and Networking with People
 Tips and Tricks
 Collaborating with Others (subscription required)
Agenda

83. Change your Important People
Built 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

84. Change your Important People
You can add or subtract
people from the Important
to Me bar by clicking the +
or - icons

85. Hide the Important To Me Bar
You can collapse the
important to me bar to
make more room

86. Show the Important To Me Bar
And un-collapse it to make
it appear again

87. Display each Message as One Line
You can display each
message as one line in the
message list by selecting
the option uner Mail and
Calendar settings

88. 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

89. Make a Message Window Larger
When composing a
message you can resize
the box by dragging the
corner

90. Show Only Unread Email
Click the show unread
email fillter icon

91. 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.

92. Send and File Bonus 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

93. Show Email Actions
Hover over an email in the
thread to delete, remove
from folder or mark Needs
Action

94. Search Parameters
Search keywords are AND'd
by default
Use OR to find all emails
with either keyword
If 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

95. 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

96. Work Offline
Setup to work offline while
you are online.

97. Work Offline
Follow the steps and refer
to the FAQ if you need
additional help
http://www-
01.ibm.com/support/docvi
ew.wss?uid=swg2197854
2

98. Work Offline After setup, when you are
disconnected from the
server, just click Work
offline

99. 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.

100. Where are my preferences?
Open you preference by
selecting Mail and
Calendar Settings. Verse
also honors any
preference you set in the
Notes and iNotes
interfaces.

101. Set New Mail and Calendar Notifications
Under Mail and Calendar
Settings you can enable new
mail and calendar notifications

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

103. Help
When new features are
available a red dot will
appear on the help icon.
When you open the
menu you will see a
What's New tour is
available
Select Help under the ?
Icon to access user
documentation.

104. Help
Use the search bar or the
table of contents to find the
topic.

105. 105
 Introduction
 Sending and Working with Email
 Working with your Calendar
 Instant Messaging
 Managing Contacts
 Managing and Sharing Files
 Finding and Networking with People
 Tips and Tricks
 Collaborating with Others (Connections Cloud subscription required)
Agenda

106. Add Web Conference Details to an Invitation
To include an online
meeting room in a
calendar invite, click
Add Online Meeting

107. Add Web Conference Details to an Invitation
Select 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.

108. Launch a Meeting
At the time of the
meeting, click the
Meeting icon from your
calendar bar

109. Launch a Meeting
The meeting room will
launch

110. Share to a Community Blog
To share an email with
an existing Community,
click Share this
message in a blog

111. Share to a Community Blog
Start typing the name of
the Community

112. Share to a Community Blog
Click Share

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

114. Share to a Community Blog

115. 115
Try it Now @
http://www.ibm.com/us-en/marketplace/business-email-platform