User Guide

Table of Contents

1 About this Documentation
1.1 Target Groups, Contents
1.2 Terminology
2 First Steps
2.1 Groupware Definition
2.2 Signing in, Signing out
2.3 Changing the Password
2.4 General Description of the User Interface
2.4.1 The menu bar
2.4.2 App Launcher
2.4.3 The search bar
2.4.4 The toolbar
2.4.5 The folder view
2.4.6 The display area
2.4.7 The pop-up
2.4.8 The notification area
2.4.9 The editing window
2.5 Keyboard Input
2.5.1 Keys and key combinations
2.5.2 Interacting with the user interface via keyboard
2.5.3 Use cases
3 Basic Settings
3.1 Customizing the basic settings
3.2 Changing the Regional Settings
3.3 Changing Personal Contact Data
3.4 Receiving Notifications
3.5 Manually Installing Local Apps
3.6 Using a Wizard to Set Up Local Apps
4 Portal
4.1 The Portal Components
4.1.1 Signed in as
4.1.2 Customize this page button
4.1.3 Add widget button
4.1.4 Appointments widget
4.1.5 Inbox widget
4.1.6 Tasks widget
4.1.7 Recently changed files widget
4.1.8 User data widget
4.1.9 Quota widget
4.1.10 News widgets
4.1.11 Widgets with news from your social networks
4.1.12 Widgets with information about Drive apps
4.2 Customizing the Portal
4.2.1 Changing the widgets' order
4.2.2 Removing Portal widgets
4.2.3 Adding Portal widgets
4.2.4 Adding a Portal widget for social networks
4.2.5 Creating a Xing account
4.3 Portal Settings
5 E-Mail
5.1 The E-Mail Components
5.1.1 The E-Mail search bar
5.1.2 The E-Mail toolbar
5.1.3 The E-Mail folder view
5.1.4 The E-Mail categories bar
5.1.5 The E-Mail display area
5.1.6 The E-Mail list
5.1.7 The E-Mail detail view
5.1.8 The E-Mail pop-up
5.1.9 The E-Mail editing window
5.2 Displaying E-Mails
5.3 Viewing or Saving E-Mail Attachments
5.4 Sending E-Mails
5.4.1 Sending a new E-Mail
5.4.2 Selecting contacts from an address book
5.4.3 Selecting sender address
5.4.4 Adding attachments
5.4.5 Sending attachments as link
5.4.6 Using signatures
5.4.7 Replying to E-Mails
5.4.8 Forwarding E-Mails
5.4.9 Automatically forwarding E-Mails
5.4.10 Sending an E-Mail to appointment participants
5.4.11 Sending a vacation notice automatically
5.5 Adding E-Mail Folders
5.6 Managing E-Mails
5.6.1 Working with tabs
5.6.2 Moving or copying E-Mails
5.6.3 Marking E-Mails as read or unread
5.6.4 Collecting addresses
5.6.5 Categorizing E-Mails
5.6.6 Showing the E-Mail source
5.6.7 Using E-Mail drafts
5.6.8 Creating E-Mail reminders
5.6.9 Adding an E-Mail to the Portal
5.6.10 Saving E-Mails
5.6.11 Importing E-Mails
5.6.12 Printing E-Mails
5.6.13 Archiving E-Mails
5.6.14 Deleting E-Mails
5.6.15 Cleaning up E-Mail folders
5.6.16 Using Unified Mail
5.7 Using E-Mail Filters
5.7.1 Creating new rules
5.7.2 Adding a condition
5.7.3 Adding an action
5.7.4 Creating a new rule when moving
5.7.5 Changing a rule
5.7.6 Applying a rule to existing E-Mails
5.8 Searching for E-Mails
5.9 Adding E-Mail Accounts
5.10 E-Mail Settings
5.10.1 Settings for receiving E-Mails.
5.10.2 Settings for composing E-Mails
6 Address Book
6.1 The Address Book Components
6.1.1 The Address Book search bar
6.1.2 The Address Book toolbar
6.1.3 The Address Book folder view
6.1.4 The Address Book navigation bar
6.1.5 The Address Book display area
6.1.6 The Address Book list
6.1.7 The Address Book detail view
6.1.8 The contact editing window
6.1.9 The distribution list editing window
6.2 Displaying contacts
6.3 Viewing or Saving Contact Attachments
6.4 Displaying Contacts in the Halo View
6.5 Adding Contacts
6.5.1 Creating a new contact
6.5.2 Adding attachments
6.5.3 Adding a contact from a vCard attachment
6.6 Adding Distribution Lists
6.6.1 Creating new distribution lists
6.6.2 Saving E-Mail recipients as distribution list
6.6.3 Creating a distribution list from the list of participants
6.7 Editing Contacts or Distribution Lists
6.8 Adding Address Books
6.8.1 Adding address books
6.8.2 Subscribing to external address books
6.8.3 Refreshing and managing subscribed address books
6.8.4 Subscribing to public and shared address books
6.9 Managing Contacts
6.9.1 Sending E-Mails from within an address book
6.9.2 Inviting contacts to an appointment
6.9.3 Moving or copying contacts
6.9.4 Sending contacts as vCard
6.9.5 Adding contacts as Xing contacts
6.9.6 Inviting contacts to Xing
6.9.7 Importing contacts
6.9.8 Exporting contacts
6.9.9 Printing contacts
6.9.10 Deleting contacts
6.10 Searching for Contacts
6.11 Address Book Settings
7 Calendar
7.1 The Calendar Components
7.1.1 The Calendar search bar
7.1.2 The Calendar toolbar
7.1.3 The mini calendar
7.1.4 The Calendar folder view
7.1.5 The Calendar display area
7.1.6 Day, Work week, Week, Month or Year calendar view.
7.1.7 The date picker
7.1.8 The Calendar pop-up
7.1.9 The Calendar list
7.1.10 The Calendar detail view
7.1.11 The scheduling view
7.1.12 The appointment editing window
7.2 Viewing Appointments
7.2.1 Displaying appointments in a calendar view
7.2.2 Displaying multiple time zones
7.2.3 How are appointments displayed in a calendar view?
7.2.4 Displaying appointments in the list view
7.3 Viewing or Saving Appointment Attachments
7.4 Creating Appointments
7.4.1 Creating new appointments
7.4.2 Using the date picker
7.4.3 Setting recurring appointments
7.4.4 Setting an appointment's display
7.4.5 Using appointment reminders
7.4.6 Adding participants or resources
7.4.7 Adding attachments
7.4.8 Using the scheduling view
7.4.9 Creating a follow-up appointment
7.4.10 Inviting participants to a new appointment
7.4.11 Inviting E-Mail recipients to new appointments
7.4.12 Creating appointments from iCal attachments
7.4.13 Resolving appointment conflicts
7.5 Answering Appointment Invitations
7.6 Editing appointments
7.7 Adding Calendars
7.7.1 Adding personal calendars
7.7.2 Subscribing to external calendars
7.7.3 Importing calendars from files
7.7.4 Subscribing to public and shared calendars
7.8 Managing Appointments
7.8.1 Changing the appointment confirmation or status
7.8.2 Changing appointment reminders
7.8.3 Changing the organizer
7.8.4 Managing favorite timezones
7.8.5 Using calendar colors
7.8.6 Moving appointments to another calendar
7.8.7 Importing appointments
7.8.8 Exporting appointments
7.8.9 Printing appointments
7.8.10 Deleting appointments
7.9 Searching for Appointments
7.10 Managing Groups
7.11 Managing Resources
7.12 Calendar Settings
8 Tasks
8.1 The Tasks Components
8.1.1 The Tasks search bar
8.1.2 The Tasks toolbar
8.1.3 The Tasks folder view
8.1.4 The Tasks display area
8.1.5 The Tasks list
8.1.6 The Tasks detail view
8.1.7 The editing window
8.2 Viewing Tasks
8.3 Viewing or Saving Task Attachments
8.4 Creating Tasks
8.4.1 Creating new tasks
8.4.2 Creating recurring tasks
8.4.3 Adding participants to a task
8.4.4 Adding attachments
8.5 Answering Task Invitations
8.6 Editing tasks
8.7 Adding Task Folders
8.7.1 Adding personal task folders
8.7.2 Subscribing to public and shared task folders
8.8 Managing tasks
8.8.1 Marking tasks as done
8.8.2 Changing a task's due date
8.8.3 Moving tasks to another folder
8.8.4 Changing tasks confirmations
8.8.5 Importing tasks
8.8.6 Exporting tasks
8.8.7 Printing tasks
8.8.8 Deleting tasks
8.9 Searching for Tasks
8.10 Tasks Settings
9 Drive
9.1 The Drive Components
9.1.1 The Drive search bar
9.1.2 The Drive toolbar
9.1.3 The Drive folder view
9.1.4 The Drive navigation bar
9.1.5 The Drive display area
9.1.6 The file details
9.1.7 The viewer
9.2 Viewing files
9.2.1 Displaying files in the viewer
9.2.2 Displaying E-Mail attachments in Drive
9.2.3 Holding a presentation
9.3 Downloading Files or Folder Contents
9.4 Creating Files or Drive Folders
9.5 Creating or Editing Text Files
9.6 Organizing Files and Drive Folders
9.6.1 Sending files as E-Mail attachments
9.6.2 Editing file names
9.6.3 Creating or editing descriptions
9.6.4 Moving files or Drive folders
9.6.5 Copying files
9.6.6 Saving files as PDF
9.6.7 Adding files to the Portal
9.6.8 Adding files or Drive folders to Favorites
9.6.9 Deleting files or Drive folders
9.6.10 Locking or unlocking files
9.6.11 Working with versions
9.7 Searching for Files
9.8 Accessing Files with WebDAV
9.8.1 Setting up WebDAV under Linux
9.8.2 Setting up WebDAV under Windows
9.9 Adding storage accounts
9.10 DriveSettings
10 Data Organization and Shares
10.1 Managing Data with Folders
10.1.1 What are folder types?
10.1.2 What is the purpose of permissions?
10.1.3 Navigating within the folder structure
10.1.4 Hiding folders
10.1.5 Adding folders to favorites
10.1.6 Renaming folders
10.1.7 Moving folders
10.1.8 Deleting folders
10.2 Sharing Data
10.2.1 Sharing with public links
10.2.2 Inviting to a shared item
10.2.3 Editing shares
10.2.4 Resending an invitation
10.2.5 Removing shares
10.2.6 Viewing or editing shares in the Drive app
10.2.7 Subscribing to E-Mail folders
10.2.8 Accessing other users' shares
10.2.9 Which permissions can be used?
10.2.10 Use cases for permissions
10.3 Managing Accounts
10.3.1 Editing the primary E-Mail account
10.3.2 Viewing, editing, deleting accounts
10.4 Downloading Personal Data
11 Data Security
11.1 Signing out Automatically
11.2 Externally Linked Images in E-Mails
11.3 Showing the E-Mail Authenticity
11.4 Using a Whitelist
11.5 Displaying or Terminating Sessions
11.6 Multi-Factor Authentication
11.6.1 Setting up verification methods
11.6.2 Verifying a login by using an authenticator app
11.6.3 Verifying the login with a security key
11.6.4 Verifying the login with an SMS code
11.6.5 Recovering the verification
11.6.6 Managing verification methods
12 Encrypting Data with Guard
12.1 Setting up Guard
12.2 Encrypting E-Mail Conversations
12.2.1 Reading encrypted E-Mails
12.2.2 Sending encrypted E-Mails
12.2.3 How can external recipients read an encrypted E-Mail?
12.3 Encrypting E-Mail Conversations with Autocrypt
12.3.1 Importing Autocrypt keys
12.3.2 Managing Autocrypt keys
12.3.3 Transferring Autocrypt keys to other clients
12.4 Encrypting or Decrypting Files
12.4.1 Encrypting files
12.4.2 Creating new encrypted files
12.4.3 Opening encrypted files
12.4.4 Downloading encrypted files
12.4.5 Decrypting files
12.5 Encrypting Office Documents
12.5.1 Creating new encrypted documents
12.5.2 Saving selected documents in an encrypted format
12.5.3 Opening an encrypted document
12.6 Signing Out from Guard
12.7 GuardSettings
12.7.1 Password management
12.7.2 Managing own keys
12.7.3 Managing public keys
Index