User Guide

Table of Contents

1 About this Documentation
1.1 Who is the Target Group for this Documentation?
1.2 Which Contents are Included in the Documentation?
1.3 Design Elements
1.4 Terminology
1.5 Further Help
2 Getting Started with the Groupware
2.1 Groupware Definition
2.2 System Requirements
2.3 Operating Instructions
2.4 Signing in, Signing out
3 First Steps
3.1 The user interface
3.1.1 The menu bar
3.1.2 The search bar
3.1.3 The toolbar
3.1.4 The folder tree
3.1.5 The display area
3.1.6 The pop-up
3.1.7 The notification area
3.2 Keyboard Input
3.2.1 Keys and key combinations
3.2.2 Interacting with the user interface via keyboard
3.2.3 Use cases
3.3 Customizing the Basic Settings
3.4 Changing Personal Contact Data
3.5 Changing the Password
3.6 Manually Downloading and Installing Clients and Apps
3.7 Using a Wizard to Set Up Clients and Apps
4 Portal
4.1 The Portal Components
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 Changing the Portal widgets' settings
5 E-Mail
5.1 The E-Mail Components
5.1.1 The E-Mail search bar
5.1.2 The E-Mail folder tree
5.1.3 The E-Mail categories bar
5.1.4 The E-Mail toolbar
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 view for creating or editing
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 a list
5.4.3 Selecting sender address
5.4.4 Sending copies as CC or BCC
5.4.5 Adding attachments
5.4.6 Sending attachments as link
5.4.7 Using signatures
5.4.8 Replying to E-Mails
5.4.9 Forwarding E-Mails
5.4.10 Automatically forwarding E-Mails
5.4.11 Sending a vacation notice
5.5 Organizing E-Mails
5.5.1 Working with tabs
5.5.2 Moving E-Mails
5.5.3 Copying E-Mails
5.5.4 Marking E-Mails as read or unread
5.5.5 Collecting addresses
5.5.6 categorizing E-Mails
5.5.7 Showing the E-Mail source
5.5.8 Working with E-Mail drafts
5.5.9 Creating E-Mail reminders
5.5.10 Adding an E-Mail to the portal
5.5.11 Saving E-Mails
5.5.12 Importing E-Mails
5.5.13 Printing E-Mails
5.5.14 Archiving E-Mails
5.5.15 deleting E-Mails
5.5.16 Cleaning up E-Mail folders
5.5.17 Editing multiple E-Mails at once
5.5.18 Using Unified Mail
5.6 Using E-Mail Filters
5.6.1 Creating new rules
5.6.2 Creating a new rule when moving
5.6.3 Changing a rule
5.6.4 Use cases for E-Mail filters
5.7 Searching for E-Mails
5.8 E-Mails within a team
5.8.1 Sharing E-Mails
5.8.2 Subscribing to E-Mail folders
5.8.3 Inviting all E-Mail recipients to an appointment
5.8.4 Saving all recipients of an E-Mail as a distribution list
5.9 Adding E-Mail Accounts
5.10 E-Mail Settings
6 Address Book
6.1 The Address Book Components
6.1.1 The Address Book search bar
6.1.2 The Address Book folder tree
6.1.3 The Address Book toolbar
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 Address Book view for creating or editing
6.2 Displaying contacts
6.3 Viewing or Saving Contact Attachments
6.4 The Halo View
6.5 Adding Contacts
6.5.1 Creating a new contact
6.5.2 Adding a contact from vCard
6.5.3 Importing contacts from files
6.5.4 Importing contacts from social networks
6.6 Creating distribution lists
6.7 Organizing Contacts
6.7.1 Sending E-Mails from within an address book
6.7.2 Inviting contacts to an appointment
6.7.3 Editing contacts
6.7.4 Moving Contacts
6.7.5 Copying Contacts
6.7.6 Sending contacts as vCard
6.7.7 Adding contacts as Xing contacts
6.7.8 Inviting contacts to Xing
6.7.9 Printing Contacts
6.7.10 Deleting contacts
6.7.11 Editing multiple contacts at once
6.8 Searching for contacts
6.9 Contacts in Teams
6.10 Interchanging Contacts with Other Applications
6.11 Address Book Settings
7 Calendar
7.1 The Calendar Components
7.1.1 The Calendar search bar
7.1.2 The Calendar folder tree
7.1.3 The Calendar toolbar
7.1.4 The Calendar display area
7.1.5 Day, Work week, Week or Month calendar view.
7.1.6 The date picker
7.1.7 The Calendar pop-up
7.1.8 The Calendar list
7.1.9 The Calendar detail view
7.1.10 The scheduling view
7.1.11 The Calendar view for creating or editing
7.2 Viewing Appointments
7.2.1 Displaying appointments in a calendar view
7.2.2 Displaying multiple time zones
7.2.3 Displaying appointments in the list view
7.2.4 How are appointments displayed?
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 Adding participants or resources to an appointment
7.4.5 Setting an appointment's display
7.4.6 add attachments
7.4.7 Using the scheduling view
7.4.8 Creating a follow-up appointment
7.4.9 Creating appointments from iCal attachments
7.4.10 Importing appointments from files
7.4.11 Subscribing appointments from other calendars
7.4.12 Resolving appointment conflicts
7.5 Answering appointment invitations
7.6 Managing Appointments
7.6.1 Editing appointments
7.6.2 Editing appointments with drag and drop
7.6.3 Changing the appointment status
7.6.4 Managing favorite timezones
7.6.5 Using calendar colors
7.6.6 Moving appointments to another folder
7.6.7 Printing appointments
7.6.8 Deleting appointments
7.6.9 Editing multiple appointments at once
7.7 Searching for Appointments
7.8 Appointments in teams
7.8.1 Sharing appointments
7.8.2 Sending an E-Mail to participants
7.8.3 Inviting participants to a new appointment
7.8.4 Creating a distribution list from the list of participants
7.9 Managing Groups
7.10 Managing Resources
7.11 Calendar Settings
8 Tasks
8.1 The Tasks Components
8.1.1 The Tasks search bar
8.1.2 The Tasks folder tree
8.1.3 The Tasks toolbar
8.1.4 The Tasks display area
8.1.5 The Tasks list
8.1.6 The Tasks detail view
8.1.7 The Tasks view for creating or editing
8.2 Viewing tasks
8.3 Viewing or Saving Appointment 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 Setting a task's display
8.4.5 add attachments
8.5 Answering Task Invitations
8.6 Managing Tasks
8.6.1 Editing tasks
8.6.2 Marking tasks as done
8.6.3 Changing a task's due date
8.6.4 Moving tasks
8.6.5 Changing tasks confirmations
8.6.6 Printing tasks
8.6.7 Deleting tasks
8.6.8 Editing multiple tasks at once
8.7 Searching for Tasks
8.8 Tasks in teams
8.8.1 Sharing tasks
8.8.2 Delegating tasks
8.9 Interchanging Tasks with Other Applications
8.10 Tasks Settings
9 Drive
9.1 The Drive Components
9.1.1 The Drive search bar
9.1.2 The Drive folder tree
9.1.3 The Drive toolbar
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 and Folders
9.2.1 Displaying a file's content
9.2.2 Displaying E-Mail attachments
9.2.3 Holding a presentation
9.3 Downloading Files or Folder Contents
9.4 Creating Files or Folders
9.5 Organizing Files
9.5.1 Sending files as E-Mail attachments
9.5.2 Editing file names
9.5.3 Creating or editing descriptions
9.5.4 Moving files or folders
9.5.5 Copying files
9.5.6 Saving files as PDF
9.5.7 Adding files to the portal
9.5.8 Deleting files
9.5.9 Locking or unlocking files
9.5.10 Working with versions
9.6 Searching for files
9.7 Accessing Files with WebDAV
9.7.1 Setting up WebDAV under Linux
9.7.2 Setting up WebDAV under Windows 7
9.8 Adding storage accounts
9.9 Files and Teams
9.10 DriveSettings
10 Editor
10.1 Creating Text Files
10.2 Editing Text Files
11 Organizing Data
11.1 Folders
11.1.1 Folder types
11.1.2 Navigating within the folder structure
11.1.3 Hiding folders
11.1.4 Adding folders to favorites
11.1.5 Creating folders
11.1.6 Renaming folders
11.1.7 Moving folders
11.1.8 Deleting folders
11.2 Permissions
11.2.1 Which permissions can be granted?
11.2.2 Permissions for folders that already exist
11.2.3 Permissions for new folders
11.2.4 Use cases for permissions
11.3 Sharing
11.3.1 Sharing with public links
11.3.2 Inviting to a shared item
11.3.3 Accessing shared data
11.3.4 Managing own shares
11.3.5 Viewing own shares in the Drive app
11.4 Accounts
11.4.1 Editing the primary E-Mail account
11.4.2 Editing accounts
11.4.3 Removing accounts
11.5 Subscriptions
11.5.1 Subscribing to data
11.5.2 Managing subscribed folders
12 Interchanging Data
12.1 Importing Data
12.1.1 Importing appointments and tasks in iCal format
12.1.2 Importing contacts in the vCard format
12.1.3 Importing contacts in the CSV format
12.2 Exporting Data
12.2.1 Exporting folder data
13 Questions and Answers
Frequently Asked Questions
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 about new E-Mails or appointment invitations?
Q: How can I read current messages from social networks or news pages?
13.2 Questions about E-Mails and contacts
Q: How can I send an E-Mail to multiple addresses at once?
Q: What is the purpose of the input fields Copy to... and Blind copy to...?
Q: I regularly send E-Mails with identical or similar content. How can I speed up this process?
Q: Can I e.g. access E-Mails sent to my Google Mail account?
Q: How can I automatically forward E-Mails to my replacement?
Q: How to keep the overview over my E-Mail accounts 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 E-Mail?
Q: How can I organize 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 times when creating appointments?
13.4 Questions about data organization 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?
Index