Chapter 13. Questions and Answers

13.1 General questions
Q: Where can I find my personal data and settings?
Q: How can I change my password?
Q: Why can particular buttons or input fields not be found?
Q: How am I notified of new email messages or appointment invitations?
Q: How can I read current messages from social networks or news pages?
13.2 Questions about Email Messages and contacts
Q: How can I send an email to multiple addresses at once?
Q: What is the purpose of the input fields Copy to... and Blind copy to...?
Q: I regularly send email messages with identical or similar content. How can I speed up this process?
Q: Can I e.g.: access email messages sent to my Google Mail account?
Q: How can I automatically forward email messages to my replacement?
Q: How to keep an overview of my Email account inboxes??
13.3 Questions about tasks, calendars, and appointments
Q: When should I use a task and when should I use an appointment?
Q: How can I create a task from an email?
Q: How can I organise another person's appointments as a representative?
Q: How do I use the availability function, e.g.: Free, Busy, Absent etc?
Q: How do I use the calendar or tasks recurrence settings?
Q: How to find free time periods when creating appointments?
13.4 Questions about data organisation and team work
Q: How can I make certain contacts available to my external partners?
Q: How can I share specific documents with my external partners?

13.1. General questions

Q: Where can I find my personal data and settings?
Q: How can I change my password?
Q: Why can particular buttons or input fields not be found?
Q: How am I notified of new email messages or appointment invitations?
Q: How can I read current messages from social networks or news pages?

Q:

Where can I find my personal data and settings?

A:

You can customise the following data and settings:

Q:

How can I change my password?

A:

In order to change your password, click on My password in the User data widget in the Portal app. Learn more from these instructions.

Q:

Why can particular buttons or input fields not be found?

A:

If certain buttons or input fields are not visible it can be due to the following reasons:

  • A function is not available in the current context.

  • To keep the user interface as clean as possible, rarely used control elements are not displayed. In this case, a button called Actions is displayed. To view all functions, click on this button.

Q:

How am I notified of new email messages or appointment invitations?

A:

If there are new E-Mail messages or appointment notifications, the Unread Badge icon to the right side of the menu bar shows the number of new objects. Click the icon to open the Notification Area. It contains information about the new objects. From there you can also directly activate functions, e.g. read the new E-Mail or confirm the new appointment. Information can be found in The user interface.

Q:

How can I read current messages from social networks or news pages?

A:

In the Portal app you can read current messages from your social networks or from news pages or view photos of specific web pages by adding news widgets.

13.2. Questions about Email Messages and contacts

Q: How can I send an email to multiple addresses at once?
Q: What is the purpose of the input fields Copy to... and Blind copy to...?
Q: I regularly send email messages with identical or similar content. How can I speed up this process?
Q: Can I e.g.: access email messages sent to my Google Mail account?
Q: How can I automatically forward email messages to my replacement?
Q: How to keep an overview of my Email account inboxes??

Q:

How can I send an email to multiple addresses at once?

A:

To send an email to multiple recipients at once, you can choose from the following options:

  • Enter all recipients in the input fields To..., Copy to... or Blind copy to.... Use the auto-complete function to more easily enter the addresses. This FAQ list provides an explanation of the differences between the input fields.

  • If you regularly send E-Mail messages to the same group of people, create a distribution list in the Address Book app and add the E-Mail addresses to the distribution list. Information can be found in Creating distribution lists.

Q:

What is the purpose of the input fields Copy to... and Blind copy to...?

A:

Recipients entered in the input fields To... or Copy to... can be viewed by all other recipients entered in the input fields To... or Copy to.... Recipients entered in the input field Blind copy to... cannot be viewed by other recipients entered in the input fields To..., Copy to... or Blind copy to.... In practice, this means:

  • If you send an email to a team and every recipient should be able to see who else receives the email, enter the recipients in the input fields To... or Copy to...

  • If you send an email to recipients who should not see the names of the other recipients, enter the recipients in the input field Blind copy to....

Q:

I regularly send email messages with identical or similar content. How can I speed up this process?

A:

Make use of the ability to save email messages as drafts. Information can be found in Working with email drafts.

Q:

Can I e.g.: access email messages sent to my Google Mail account?

A:

For many E-Mail service providers you can set up external E-Mail accounts, e.g. for Google Mail. You only need your account data for the respective provider. As soon as you set up the external E-Mail account you have access to the E-Mail messages from within the folder tree. Information can be found in Adding E-Mail Accounts.

Q:

How can I automatically forward email messages to my replacement?

A:

Enable the function Auto Forward in the settings. Information can be found in Automatically forwarding email messages.

Q:

How to keep an overview of my Email account inboxes??

A:

Use Unified Mail to display the inboxes of multiple email accounts in a central folder. Information can be found in Using Unified Mail.

13.3. Questions about tasks, calendars, and appointments

Q: When should I use a task and when should I use an appointment?
Q: How can I create a task from an email?
Q: How can I organise another person's appointments as a representative?
Q: How do I use the availability function, e.g.: Free, Busy, Absent etc?
Q: How do I use the calendar or tasks recurrence settings?
Q: How to find free time periods when creating appointments?

Q:

When should I use a task and when should I use an appointment?

A:

Whether it is best to use an appointment or a task can be determined based on the following criteria:

  • An appointment takes place at a defined point in time. If you need to execute an action at a defined point in time, create an appointment for this action.

  • A task has a due date and sometimes a priority. If you are flexible regarding the time schedule of an action and only have to respect the due date, enter a task for this action.

Q:

How can I create a task from an email?

A:

Use the Reminder function in the display area of the E-Mail app. Information can be found in Creating E-Mail reminders.

Q:

How can I organise another person's appointments as a representative?

A:

Ask the other person to share a calendar folder with write permissions. Then enter this person's appointments in the shared folder. The other person will be displayed as the organiser of the appointments.

Q:

How do I use the availability function, e.g.: Free, Busy, Absent etc?

A:

If you want to avoid conflicts when creating appointments, use the availability Free. All other availabilities cause conflict messages for overlapping appointments.

Q:

How do I use the calendar or tasks recurrence settings?

A:

Example 1: An appointment or a task should take place every second day. It should start on 04-01-2017. and should take place five times.

  • Repeat Daily

  • Interval 2 days

  • Ends After a number of occurrences

  • Occurrences 5

A:

Example 2: An appointment or a task should take place each Tuesday and Friday. It should start on 10-01-2017.

  • Repeat Weekly

  • Weekday Tue, Fr

  • Interval 1 week(s)

  • Ends Never

A:

Example 3: An appointment or a task should take place every second Wednesday. It should start on 11-01-2017. The last appointment should be on 08-03-2017.

  • Repeat Weekly

  • Weekday Wed

  • Interval 2 week(s)

  • Ends On specific date

  • Ends on 08-03-2017

A:

Example 4: An appointment or a task should take place on the first Monday of a month. It should start on 06-02-2017. The event should take place twelve times.

  • Repeat Monthly

  • Repeat by Date

  • Interval 1 month(s)

  • Ends After a number of occurrences

  • Occurrences 12

A:

Example 5: An appointment or a task should take place each year on the last Friday in November. It should start on 24-11-2017.

  • Repeat Yearly

  • Repeat by Week day

  • Ends Never

Q:

How to find free time periods when creating appointments?

A:

Click on Find a free time when creating an appointment or click on Scheduling in the toolbar. Information can be found in Using the scheduling view.

13.4. Questions about data organisation and team work

Q: How can I make certain contacts available to my external partners?
Q: How can I share specific documents with my external partners?

Q:

How can I make certain contacts available to my external partners?

A:

You can also give external partners access to your groupware address books' contacts or to your social networks' contacts like LinkedIn. To do this proceed as follows:

  1. Add contacts from your social networks to an address book.

  2. Create a new contacts folder. Copy all contacts that you want to share from your address books to this contact's folder.

  3. Share this contact folder. Information can be found in Sharing.

Q:

How can I share specific documents with my external partners?

A:

You can share the contents of documents folders with external partners. To do this proceed as follows:

  1. In the Drive app, you can collect the documents in a separate folder.

  2. Share this folder. Information can be found in Sharing .