Settings

What can be set?

You can set the following:

  • The general configuration for the groupware

  • Tags

  • The configuration for the individual modules

General configuration

How to change the general settings for the complete groupware:

  1. Click the Settings icon in the module bar .

  2. Click Options in the folder tree below Settings. The settings options are displayed in the overview window.

  3. Choose the necessary settings. A description of the settings can be found later in this chapter.

  4. To save the settings click the Save icon in the panel.

Result: The settings are saved.

How to leave the general settings page:

  • Click another button in the module bar.

Note: If you leave the settings before having saved the Configuration changed pop-up window opens:

  • If you want to save the settings click Yes.

  • If you do not want to save click No.

The following general settings are available.

Common tab

Instructions for changing the settings can be found above in : General configuration.

  • Basic settings

    • Reload current view everyDefines the interval for retrieving new E-Mails, appointments, tasks, etc. from the server. The default setting is 5 minutes.

    • ThemeDefines the color scheme for the groupware interface.

    • Save configuration before every logout?Defines whether the current configuration is saved after logging out.

    • Default module after login. Defines the module to be opened by default after the login.

  • Default for quick settings

    • Show QuickInfo after LoginDefines whether the quick info is activated in the panel by default.

    • Show InfoBox after LoginDefines whether the InfoBox below the MiniCalendar is displayed by default.

    • Show MiniCalendar after LoginDefines whether the MiniCalendar is displayed by default.

  • Visual effects The visual effects comprise the fading in and fading out of context menus in the folder tree and the Button-down effect when activating a panel function.

    • Enable visual effectsActivates or deactivates the visual effects. Depending on the performance of your computer it might be better to deactivate the visual effects.

  • Hovers

    • Delay before a hover is displayedAllows setting the delay for showing a hover on mouse-over.

    • Enabling module hovers. The settings

      • Enable Portal Hover

      • Enable Calendar Hover

      • Enable Contacts Hover

      • Enable Tasks Hover

      • Enable E-Mail Hover

      • Enable InfoStore Hover

      activates or deactivates the hovers in the individual modules.

    • Enable allActivates the hovers for all modules.

    • Disable allDeactivates the hovers for all modules.

    Tip: You can also activate or deactivate the module hovers in the settings for the individual modules.

Language and region tab

Instructions for changing the settings can be found above in : General configuration.

  • LanguageDefines the groupware language. Defines the date format and time format settings.

  • Time zoneSets the time zone. All time-bound entries in the groupware refer to the current time zone. While on business you can set the time zone you are currently in.

  • Time format. 

    • Example Shows how the time is displayed in the currently selected time format.

    • Predefined Automatically selects 12 hour format or 24 hour format, according to the language setting.

    • User defined Enables the user to select the 12 hour or 24 hour time format.

  • Date format. 

    • Example Shows how the date is displayed in the currently selected date format.

    • Predefined Automatically selects the day, month, and year format and the separator, according to the language setting.

    • User defined Enables the user to customize the day, month, and year format and the separator.

Tags

Tags are categories that can be assigned to contacts, tasks, and InfoStore entries. Tags can help you to sort items.

Tags can be

  • created,

  • edited,

  • and deleted.

How to open the tags functions:

  1. In the module bar click the Configuration icon .

  2. In the folder tree click on the Configuration subfolder Tags.

Result: The tags functions are displayed in the panel. The overview window displays the existing tags.

How to create a new tag:

  1. In the Tags panel section click on Add. The Tags dialog window opens.

  2. Enter a name for the new tag.

  3. In the dialog window click OK.

  4. In the panel click Save.

Result: The new tag is displayed in the overview window.

How to edit a tag:

  1. Select a tag in the overview window.

  2. In the Tags panel section click Edit. The Tags dialog window opens.

  3. Change the name of the tag.

  4. In the dialog window click OK.

  5. In the panel click Save.

Result: The tag is changed.

How to delete a tag:

  1. Select a tag in the overview window.

  2. In the Tags panel section click Remove.

  3. In the panel click Save.

Result: The tag is deleted.

How to leave the tags functions:

  • Click another button in the module bar.

Configuring the start page

Configuring the start page includes

  • the layout of the start page,

  • the UWA modules.

Start page layout

The start page layout includes

  • the module window display,

  • the start page hovers.

How to configure the start page layout

  1. In the module bar click the Configuration icon .

  2. In the folder tree click on Start page.

  3. Click on the Start page subfolder Layout. The overview window displays the possible settings.

  4. Apply the wanted settings. A description of the settings can be found further below in this chapter.

  5. To save the settings click on the panel entry Save.

Result: The settings are saved.

How to leave the start page settings:

  • Click another button in the module bar.

Note: When leaving the settings without having saved, a pop-up window opens: Configuration changed:

  • If you want to save the settings click on Yes.

  • If you do not want to save, click No.

The following settings are available.

  • E-Mail. Defines the maximum number of unread E-Mail messages displayed in the E-Mail module window. The Hide options hides the module window.

  • Later appointments. Defines the maximum number of later appointments displayed in the Calendar module window. Appointments taking place in the current or following week are always displayed. The Hide module window option hides the module window.

  • Later tasks. Defines the maximum number of later tasks displayed in the tasks module window. Tasks taking place in the current or following week are always displayed. The Hide module window option hides the module window.

  • InfoStore. Defines the maximum number of new InfoStore entries displayed in the InfoStore module window. The Hide module window option hides the module window.

  • Enable start page hovers. Enables or disables the start page hovers.

UWA modules

UWA-Modules for the start page can be

  • added,

  • edited,

  • removed,

  • enabled, or disabled.

The start page only displays UWA modules that are enabled.

How to add a UWA module:

  1. In the folder tree click on the Start Page subfolder UWA Modules.

  2. In the UWA Modules panel section click Add. The UWA Modules dialog window opens.

  3. Enter a name in the Name input field. The name is then used as the title in the UWA module window.

  4. Activate the Autorefresh checkbox. This setting is recommended as the content of many UWA modules changes frequently.

  5. In the URI input field enter the address of the UWA module. Sample addresses can be found on the Open-Xchange website under Interesting UWA Modules .

  6. When having entered a URI pointing to an address on your local network, activate Use standalone mode. If you are unsure contact your administrator.

  7. If a UWA module requires parameters, enter those in the Parameters input field. The parameters needed for a UWA module can also be found in the table mentioned above. Tip: Copy the parameters from the table to the input field.

  8. Close the dialog window with OK. The new UWA module is entered in the Available UWA modules list and is activated.

  9. Click on the panel entry Save.

Result: The new UWA module is visible on the overview window of the start page.

How to change the settings of a UWA module:

  1. Select the module in the Available UWA modules: list.

  2. In the UWA Modules panel section click Edit.

  3. Change the settings in the UWA Modules dialog window.

  4. Close the dialog window by clicking OK.

  5. Click on the panel entry Save.

Result: The UWA module settings are changed.

How to delete a UWA module:

  1. Select the module in the Available UWA modules: list.

  2. In the UWA modules panel section click Remove.

  3. In the Delete UWA modules dialog window click Yes.

  4. Click on the panel entry Save.

Result: The UWA module was deleted.

How to enable or disable a UWA module:

  1. Select the module in the list Available UWA modules:.

  2. In the Visibility panel section click Enable or Disable.

  3. Click on the panel entry Save.

Tip: With a multiple selection you can delete, enable or disable several UWA modules at once.

How to leave the UWA module functions:

  • Click another button in the module bar.

Configuring the E-Mail module

The E-Mail configuration includes:

  • E-Mail settings

  • Signatures

  • E-Mail filter

  • absent notification

E-Mail settings

How to configure the E-Mail settings:

  1. In the module bar click the Configure icon .

  2. Click on E-Mail in the folder tree.

  3. In the folder tree click the E-Mail subfolder Preferences. The overview window displays the available settings.

  4. Configure the settings in the tabs Common, Compose, and Display. A description of the settings can be found in further below in this chapter.

  5. To save the settings click on the panel entry Save.

Result: The settings are saved.

How to leave the E-Mail settings:

  • Click on another button in the module bar.

Note: If you leave the settings before having saved the Configuration changed pop-up window opens:

  • If you want to save the settings click Yes.

  • If you do not want to save click No.

Tip: You can also switch to the E-Mail settings from the E-Mail module. To do so proceed as follows:

  • In the upper right part of the overview window's title bar click the Options button

  • Click on the menu entry Options.

The following settings are available.

Common tab

Instructions for changing the settings can be found above in : E-Mail settings.

  • Default view. Defines the default view for the E-Mail module. The default setting is H Split view. A comprehensive description of the views can be found in : Displaying E-Mails.

  • Default view for Spam folders. Defines the default view for the E-Mail messages in the spam folder.

    • If you select List view, the contents of spam E-Mail messages are not displayed. You will only see a list of the spam E-Mail messages in the overview window.

    • If you select H Split view or V Split view, the contents of the spam E-Mail messages will be displayed in the overview window.

  • Enable E-Mail Hover? Enables or disables the hovers for the E-Mail module.

  • Automatically select first E-Mail? Defines whether the first E-Mail in the list will be automatically selected when opening an E-Mail folder. The setting is true for the List, H Split, and V Split view.

  • Permanently remove deleted E-Mail messages? Defines whether E-Mail messages will be removed permanently immediately after you click the Delete button or whether they will go to the trash folder. Warning: Permanently removed E-Mail messages can not be restored. It is recommended that you select the No option.

  • Notify on read acknowledgment? Defines the groupware behaviour in case the sender of an E-Mail wishes an acknowledgment of receipt.

    • If set to Yes, you are asked during the reading of the E-Mail whether you want to send an acknowledgment of receipt or not.

    • If set to No, you are not asked and no acknowledgment of receipt is sent.

  • Automatically collect contacts while sending E-Mails? Defines whether new E-Mail addresses are automatically collected in the Collected contacts folder when sending a new E-Mail. The Collected contacts folder is located below your personal contact folder.

  • Automatically collect contacts while reading E-Mails? Defines whether new E-Mail addresses are automatically collected in the Collected contacts folder when reading a new E-Mail. The Collected contacts folder is located below your personal contact folder.

Compose tab
  • Insert the original E-Mail text into a reply? Specifies whether the original E-Mail text is appended to an E-Mail reply.

  • When "Reply all": Specifies the recipients of an E-Mail reply when using Reply all:

    • Add sender and recipients to "To", Cc to "Cc" option: The sender and the recipients of the original E-Mail are entered in the To: field. The "Cc" recipients of the original E-Mail are entered in the Cc: field.

    • Add sender to "To", recipients to "Cc" option: The sender of the original E-Mail is entered in the To: field. The recipients and the "Cc" recipients of the original E-Mail are entered in the Cc: field.

  • Append vcard? Specifies whether your contact data will be attached to a new E-Mail in the vCard format.

  • Enable auto completion of E-Mail addresses? Specifies whether E-Mail addresses are suggested from the address books when entering an E-Mail address.

  • Forward E-Mails as. Specifies how an E-Mail text is sent when forwarding the E-Mail:

    • When choosing the Inline option, the text is sent within the new E-Mail text body.

    • When choosing the Attachment option, the text is sent as an attachment to the new E-Mail.

  • Format E-Mails as. Specifies the possible formatting for new E-Mail messages.

  • Default E-Mail font. Specifies the default font that should be used for the E-Mail text in HTML E-Mail messages.

  • Default E-Mail font size. Specifies the default font size that should be used for the E-Mail text in HTML E-Mail messages.

  • Line wrap after: Specifies at how many characters a line break is inserted in the text of a new E-Mail.

  • Default sender address: Specifies the pre-set sender address for new E-Mails.

  • Auto-save E-Mail drafts?  Specifies the interval for saving the E-Mail text currently composed in the Drafts folder. The Disabled option deactivates this function.

Display tab
  • Allow HTML formatted E-Mail messages? Specifies whether or not displaying HTML messages is allowed. In terms of bandwidth, HTML messages have a high impact and can be a high security risk as they can contain dangerous scripts.

  • Block pre-loading of externally linked images? Specifies whether or not the preview of externally linked graphics in HTML E-Mail messages is suppressed:

    • When choosing Yes, external graphics are not directly displayed. This setting protects your privacy.

    • When choosing No external graphics are loaded and displayed when receiving an HTML message.

  • Display emoticons as graphics? Specifies whether emoticons will be displayed as graphics or as characters. For example, if you type in a smiley after having selected this option, the smiley will be displayed either as a graphic or as a colon followed by a round bracket.

  • Color quoted lines: Specifies whether original messages are highlighted and introduced with a vertical line. The messages or replies will be displayed as embedded. This option assumes that the Append the original mail text to a reply option is selected.

E-Mail signatures

An E-Mail signature is text that is automatically entered in the E-Mail when being composed. It is typically used for inserting the name, company, and contact address at the bottom of the E-Mail text.

An E-Mail signature can be

  • created,

  • edited,

  • and set as the default signature,

How to open the functions for the E-Mail signatures:

  1. In the module bar click the Configuration icon .

  2. Open the E-Mail folder in the folder tree.

  3. In the folder tree click the E-Mail subfolder Signatures.

Result: The functions for E-Mail signatures are displayed in the panel. The existing signatures are displayed in the left pane of the overview window, the right pane displays a preview of the selected signature.

How to create a new E-Mail signature:

  1. In the Signatures panel section click on Add. The Signatures dialog window opens.

  2. Enter a name.

  3. Specify whether the E-Mail signature should be entered above or below the E-Mail text.

  4. Specify whether to use the E-Mail signature as the default signature.

  5. Enter the signature text.

  6. In the dialog window click OK.

  7. Click on the panel entry Save.

Result: The new E-Mail signature is displayed in the overview window.

How to edit an E-Mail signature:

  1. Select an E-Mail signature in the overview window.

  2. In the Signatures panel section click Edit. The Signatures dialog window opens.

  3. Change the data in the E-Mail signature.

  4. In the dialog window click OK.

  5. Click on the panel entry Save.

Result: The E-Mail signature is changed.

How to set an E-Mail signature as the default signature:

  1. Select an E-Mail signature in the overview window.

  2. In the Signatures panel section click on Edit. The Signatures dialog window opens.

  3. Activate the Default signature checkbox.

  4. In the dialog window click on OK.

  5. Click on the panel entry Save.

Result: The E-Mail signature is set as the default signature. The default signature in the overview window is highlighted.

How to delete an E-Mail signature:

  1. Select an E-Mail signature in the overview window.

  2. In the Signatures panel section click on Remove.

  3. Click on the panel entry Save.

Result: The E-Mail signature is deleted.

How to leave the functions for the E-Mail signatures:

  • Click another button in the module bar.

Additional E-Mail accounts

If you use additional E-mail accounts besides your Open-Xchange E-Mail account you can access those E-Mail accounts from the user interface of the Open-Xchange Server by setting up additional E-Mail accounts.

There are the following possibilities:

  • Set up a new E-Mail account,

  • edit the settings of an E-Mail account,

  • delete an E-Mail account.

To set up a new E-Mail account you need the following data:

  • Your E-Mail address

  • Your credentials (username and password) for this E-Mail account

  • The address and port number of the incoming mail server

  • The address and port number of the outgoing mail server

The incoming and outgoing mail server data are normally provided on the provider's web site e. g., search for the terms POP/IMAP or Configure E-Mail client.

E-Mail accounts are set up and edited in the Options module.

How to switch to the options for setting up and editing E-Mail accounts:

  1. In the module bar click the Options icon .

  2. In the folder tree below E-Mail click Accounts.

Result: The overview window displays the available E-Mail accounts. The left pane with the header Account name displays the existing E-Mail accounts. The right pane with the header Account settings displays the settings of an E-Mail account.

How to create a new E-Mail account:

  1. In the New panel section click the icon.

  2. In Account Settings enter a name in the Account name entry field.

  3. In the E-Mail Address entry field enter your E-Mail address for the E-Mail account.

  4. If you want your name to be displayed before your E-Mail address when sending E-Mails, enter a name in the Your name input field.

  5. If you do not want to receive incoming E-Mails for this account in the respective account folder but in the folder Unified Inbox, activate Use Unified INBOX for this account.

  6. In Server settings enter the incoming mail server data of your E-Mail account:

    • In the Server type pop-up list select the type of the incoming mail server.

    • If the incoming mail server uses encryption, activate Use SSL connection.

    • In the Server name entry field enter the mail server address. A typical IMAP server address has the following syntax: imap.providername.com.

    • Check the port number of the incoming mail server and if needed change it in the Server port entry field.

    • In the Login entry field enter your username for the E-Mail server.

    • In the Password entry field enter your password for the E-Mail server.

    • If you selected a POP3 server as server type you have to fill in the following fields:

      • In Check for new messages every 'n' minutes set the interval for fetching new E-Mails from the POP3 server.

      • In case the fetched E-Mails are to be kept on the POP3 server, activate Leave messages on server.

      • If you want locally deleted E-Mails to be deleted from the POP3 server too, activate Deleting messages on local storage also deletes them on server .

  7. In Outgoing server settings (SMTP) enter the outgoing server data of your E-Mail account:

    • If the outgoing mail server uses encryption, activate Use SSL connection.

    • In the Server name entry field enter the outgoing server address. A typical address has the following syntax: smtp.providername.com.

    • Check the port number of the outgoing mail server and if needed change it in the Server port entry field.

    • If you use different account data for the outgoing mail server and the incoming mail server, activate Use username and password. Enter the credentials for the outgoing mail server.

  8. To check the settings click the Check connection button.

  9. Click the Save button.

Result: The folder tree displays a new E-Mail folder. It has the name you set in step 2.

Tip: You can also set up additional E-Mail accounts by using the setup wizard. Instructions can be found in : Using the Setup Wizard.

How to edit the settings of an E-Mail account:

  1. In the Account name section select an E-Mail account.

  2. In the Account settings section change the settings.

  3. You can change E-Mail folders by selecting other folders below Folder settings.

  4. Click the Save button.

How to delete an E-Mail account:

  1. In the Account name section select an E-Mail account.

  2. In the panel click Delete.

E-Mail filter

E-Mail filters help you organize incoming E-Mail messages. For example, you can set up E-Mail filters to trigger the following actions when receiving an E-Mail:

  • The E-Mail is moved to a specific E-Mail folder.

  • The E-Mail is forwarded to another E-Mail address.

  • The E-Mail is marked as read.

In order to use E-Mail filters, proceed as follows:

  • Create E-Mail folders.

  • Create one or several rules.

  • Specify an order for the rules.

  • Set if subsequent rules are to be processed when a rule matches.

A rule contains

  • a name,

  • one or several conditions,

  • one or several actions. You can specify whether one or all conditions are to be met in order to process the actions.

You can create a condition by

  • selecting an E-Mail component ("Subject", for example);

  • selecting a criterion ("is exactly", for example);

  • entering an argument ("protocol", for example).

In this case the groupware would verify whether the subject of an E-Mail exactly matches the argument's characters ("protocol"). You can control if the condition is met with the criterion and the character string. The differences between the single criteria will be explained in the examples below. In the examples, the subject is used for filtering E-Mails.

  • Criterion: "is exactly" The condition is met if the subject exactly matches the argument's character string. Example: The argument is "protocol".

    • The condition is met for the subject "protocol".

    • The condition is not met for the subject "meeting protocol".

  • Criterion: "contains" The condition is met if the subject contains the characters in the argument. Example: The argument is "protocol".

    • The condition is met for the subject "protocol".

    • The condition is also met for the subject "meeting protocol".

  • Criterion: "Matches" The condition is met if the subject exactly matches the characters in the argument. The character string can contain wildcards. Example: The argument is "protocol*". The "*" character is a wildcard for any characters.

    • The condition is met for the subject "protocol update".

    • The condition is not met for the subject "meeting protocol".

  • Criterion: "Matches regex" The condition is met if the subject contains the characters provided by the regular expression in the argument. Regular expressions allow complex requests. More information can be found on respective sites on the Internet. The following, very simple regular expression should give an insight to the topic. Example: The argument is "organi(z|s)ation". The expression "(z|s)" stands for either the "z" or the "s" character.

    • The condition is met for the subject "organization".

    • The condition is also met for the subject "organisation".

    • The condition is not met for the subject "Organic".

How to open the functions for E-Mail filters:

  1. In the module bar click the Configuration icon .

  2. In the folder tree click on E-Mail.

  3. In the folder tree click on the E-Mail subfolder Filter.

Result: The functions for E-Mail filters are displayed in the panel. The overview window shows the available rules. The left pane with the Rule Name title displays the existing rules. The right pane with the title Rule Details displays a rule's settings.

The following functions are available:

  • Create new rule

    • Add conditions

    • Add actions

  • Display the details of a rule

  • Activate or deactivate a rule

  • Change the sort order of the rules

  • Edit a rule

  • Delete a rule

How to create a new rule:

  1. In the Rules panel section click New.

  2. Enter a name in the Name input field in the Rule Details pane.

  3. In order to add a condition click the Add condition button. Define the condition. Details can be found later in this chapter.

    • If you want to add a further condition, click the Add condition button again.

    • If you want to remove a condition, click the Delete button next to the condition.

  4. If you set several conditions, use the drop-down list For an incoming message that matches: to define how the conditions interact to fulfill the rule:

    • If any condition is to be met select Any.

    • If all conditions are to be met select All.

  5. In order to specify the action to be executed if the rule is met, click the Add action button. Details can be found later in this chapter.

    • If you want to add an additional action, click the Add action button again.

    • If you want to remove an action click the Delete button next to the action.

  6. The Process subsequent rules even when this rule matches checkbox lets you specify whether subsequent rules are to be processed if the rule is met:

    • If subsequent rules are to be processed activate the checkbox.

    • If subsequent rules are not to be processed deactivate the checkbox.

  7. Click the Save button.

Result: The new rule is entered in the Rule Name pane. The new rule is activated.

The following example describes how to create a condition. The following condition should be set up:

  • The sender of the E-Mail contains the character string Smith.

How to create a condition:

  1. Select Sender / From in the drop-down list below of the following conditions:. Next to the drop-down list a new drop-down list and an input field are displayed.

  2. Select the entry contains in the new drop-down list.

  3. Enter the character string "Smith" in the input field.

The following example describes how to set an action. The following action should be set:

  • Move the E-Mail to the Private E-Mail folder.

How to set the action:

  1. Select the entry Move to folder in the drop-down list below Do the following:. A new input field is displayed next to the drop-down list.

  2. Click on the new input field. Select the Private folder.

How to display the details of a rule:

  • Select a rule in the Rule Name pane. The conditions and actions for the rule are displayed in the Rule Details pane.

How to activate or deactivate a rule:

  • Activate or deactivate the checkbox in the Active column.

How to change the rule order:

  1. Select a rule in the Rule Name pane.

  2. Click Up or Down in the Move panel section.

How to edit a rule:

  1. Select a rule in the Rule Name pane.

  2. Change the settings in the Rule Details pane.

  3. Click the Save button.

How to delete a rule:

  1. Select a rule in the Rule Name pane.

  2. Click Delete in the Rules panel section.

How to leave the page with the E-Mail filters options:

  • Click another button in the module bar.

Vacation notice

If the vacation notice is active, the sender of an incoming E-Mail automatically receives an E-Mail which contains the subject and text of the vacation notice.

How to configure the vacation notice:

  1. Click the Configuration icon in the module bar .

  2. Click on E-Mail in the folder tree.

  3. Click on Vacation notice below E-Mail in the folder tree.

  4. Configure the settings. A description of the settings can be found later in this chapter.

  5. In order to save the settings click on the panel entry Save.

How to leave the page with the settings for the vacation notice:

  • Click another button in the module bar.

The following settings are available.

  • Vacation notice is active activates or deactivates the automatic vacation notice.

  • Subject contains the subject of the vacation notice.

  • Text contains the text of the vacation notice.

  • Number of days between vacation notices to the same sender Specifies an interval for sending a vacation notice if there are several E-Mails from the same sender.

  • E-Mail addresses Specifies the E-mail address to be used as the sender address for the vacation notice.

Configuring the Calendar module

The calendar configuration includes

  • calendar settings,

  • teams.

Calendar settings

How to configure the calendar settings:

  1. Click the Configuration icon in the module bar .

  2. Open the Calendar entry in the folder tree.

  3. Click on Preferences below Calendar in the folder tree. The possible options are displayed in the overview window.

  4. Choose the appropriate settings. A description of the settings can be found in later in this chapter.

  5. In order to save the settings click on the panel entry Save.

How to leave the calendar settings:

  • Click another button in the module bar.

Note: If you leave the settings window before having saved, the Configuration changed. pop-up window opens:

  • If you want to save the settings click Yes.

  • If you do not want to save click No.

Tip: You can also switch to the calendar settings from the calendar module. To do so proceed as follows:

  • Click the Options button in the upper right corner of the overview window's title bar.

  • Select the Options menu entry.

The following settings are available.

Instructions for changing the settings can be found above in : Calendar settings.

  • Default view. Specifies the default view for the calendar module. A comprehensive description of the views can be found in : Viewing the calendar and appointments.

  • Interval in minutes. Specifies the interval for dividing the time grid. One line per interval is displayed in the calendar views Day, Work week, and Custom. The default setting is 30 minutes.

  • Start of working time. Defines the start of the working hours.

  • End of working time. Defines the end of the working hours.

  • Show confirmation popup for new appointments? Specifies whether, in case of new appointments, a window opens that allows you to set the confirmation status.

  • Enable calendar hovers. Activates or deactivates the hovers for the calendar module.

  • Default time for reminder. Defines the pre-set time interval for the appointment reminder.

  • Number of concurrent appointments shown in day view. Defines the number of concurrent appointments displayed in the day view.

  • Number of days in work week. Defines the number of days in a work week.

  • Work week starts on. Defines the day a work week should start on.

  • Number of concurrent appointments shown in workweek view. Sets the number of concurrent appointments displayed side by side in the work week view.

  • Number of days in custom view. Sets the number of days displayed in the custom view.

  • Number of concurrent appointments shown in custom view. Sets the number of concurrent appointments displayed side by side in the custom view.

  • E-Mail notification for New, Changed, or Deleted? Specifies whether you will receive an E-Mail notification for new, changed, or deleted appointments.

  • E-Mail notification for appointment creator? Specifies whether you will receive an E-Mail notification if other participants accept or decline an appointment created by you.

  • E-Mail notification for appointment participant? Specifies whether you will receive an E-Mail notification if other participants accept or decline an appointment in which you participate.

  • Confirmation status for new private appointments. Specifies the default appointment confirmation status for new private appointments you have been invited to.

  • Confirmation status for new public appointments. Specifies the default appointment confirmation status for new public appointments you have been invited to.

  • Creating public appointments. Specifies whether you are entered as a participant when creating an appointment in a public folder. If you do not invite additional participants you are entered as a participant by default.

Teams

A team consists of several groupware users. In order to view the appointments of the team members you can select a team in the team view of the calendar module.

A team can be

  • created,

  • edited,

  • set as the default team,

  • and deleted.

How to open the team options page:

  1. Click the Configuration icon in the module bar .

  2. Click on Calendar in the folder tree.

  3. Click on Teams below Calendar in the folder tree.

Result: The panel displays the team options. The existing teams are shown in the overview window.

Tip: You can also access the team functions from within the Calendar module. Open the team view and click on Create team in the Team Member panel section.

How to create a new team:

  1. Click Add in the Team panel section. The Team dialog window opens.

  2. Enter a name.

  3. Specify whether the new team should be used as the default team.

  4. In order to add a member to the team, click Add member.

  5. In order to remove a member, select the member and click Remove member.

  6. Click OK in the dialog window.

  7. Click on the panel entry Save.

Result: The new team is displayed in the overview window.

How to edit a team:

  1. Select a team in the overview window.

  2. Click Edit in the Team panel section. The Team dialog window opens.

  3. Modify the team data.

  4. Click OK in the dialog window.

  5. Click on the panel entry Save.

Result: The team is changed.

How to set a team as the default team:

  1. Select a team in the overview window.

  2. Click Edit in the Team panel section. The Team dialog window opens.

  3. Activate the Default team checkbox.

  4. Click OK in the dialog window.

  5. Click on the panel entry Save.

Result: The team is set as the default team. The default team is highlighted in the overview window.

How to delete a team:

  1. Select a team in the overview window.

  2. Click Remove in the Team panel section.

  3. Click on the panel entry Save.

Result: The team is deleted.

How to leave the team functions:

  • Click another button in the module bar.

Note: When leaving the settings before having saved the Configuration changed. pop-up window opens:

  • If you want to save the settings click Yes.

  • If you do not want to save click No.

Configuration of the Contacts module

How to configure the Contacts module settings:

  1. Click the Configuration icon in the module bar .

  2. Open the Contacts folder in the folder tree.

  3. Click on Preferences below Contacts in the folder tree. The options are displayed in the overview window.

  4. Choose the appropriate settings. A description of the settings can be found further below in this chapter.

  5. In order to save the settings click on the panel entry Save.

How to leave the contacts settings:

  • Click another button in the module bar.

Note: When leaving the settings before having saved, the Configuration changed. pop-up window opens:

  • If you want to save the settings click Yes.

  • If you do not want to save, click No.

Tip: You can also switch to the contacts options from within the Contacts module. To do so proceed as follows:

  • Click the Options button in the upper right corner of the overview window's title bar.

  • Select the Options menu entry.

The following settings are available.

  • Default viewSets the default view for the Contacts module. A comprehensive description of the views can be found in : Viewing contacts.

  • Number of rows to be displayed in card view:Sets the number of rows in the Card view. When set to auto the groupware sets the number to an appropriate value. The default setting is 4 rows. If need be scrollbars are displayed.

  • Enable Contacts Hover Activates or deactivates the hovers for the Contacts module.

Configuring the Tasks module

How to configure the Tasks module options:

  1. Click the Configuration icon in the module bar .

  2. Click on Tasks in the folder tree.

  3. Click on Preferences below Tasks in the folder tree. The overview window shows the available settings.

  4. Configure the settings. A description of the settings can be found further below in this chapter.

  5. In order to save the settings click on the panel entry Save.

How to leave the tasks settings:

  • Click another button in the module bar.

Note: If you leave the options page before having saved, the Configuration changed. pop-up window opens:

  • If you want to save the settings click Yes.

  • If you do not want to save click No.

Tip: You can also switch to the tasks settings from within the tasks module. To do so proceed as follows:

  • Click the Options button in the upper right corner of the overview window's title bar.

  • Select the Options menu entry.

The following settings are available.

  • Default view: Sets the default view of the tasks module. A comprehensive description of the views can be found in : Viewing tasks.

  • Reminder interval in minutes. Specifies the preset time interval for the reminder of the task's due date.

  • Enable Tasks Hover. Activates or deactivates the hovers for the Tasks module.

  • E-Mail notification for New, Changed, or Deleted? Specifies whether you will receive an E-Mail notification for new, changed, or deleted tasks.

  • E-Mail notification for task creator? Specifies whether you will receive an E-Mail notification if other participants accept or decline a task that was created by you.

  • E-Mail notification for task participant? Specifies whether you will receive an E-Mail notification if other participants accept or decline a task in which you participate.

Configuring the InfoStore module

How to configure the InfoStore settings:

  1. Click the Configuration icon in the module bar .

  2. Click on InfoStore in the folder tree.

  3. Click on Preferences below the InfoStore entry in the folder tree. The overview window displays the available settings.

  4. Configure the settings. A description of the settings can be found further below in this chapter.

  5. In order to save the settings click on the panel entry Save.

How to leave the InfoStore options page:

  • Click another button in the module bar.

Note: If you leave the options page before having saved, the Configuration changed. pop-up window opens:

  • If you want to save the settings click Yes.

  • If you do not want to save click No.

Tip: You can also switch to the InfoStore settings from within the InfoStore module. To do so proceed as follows:

  • Click the Options button in the upper right corner of the overview window's title bar.

  • Select the Options menu entry.

The following settings are available.

  • Default view: Sets the default view for the InfoStore module. A comprehensive description of the views can be found in : Viewing tasks.

  • Enable InfoStore Hover. Activates or deactivates the hovers for the InfoStore module.

Changing user data

The user data include:

  • Personal user data

  • Password for accessing the groupware

Changing personal data

How to change your personal data:

  1. Click the Configuration icon in the module bar .

  2. Click on User in the folder tree.

  3. Click on Personal data below User in the folder tree.

  4. Edit your personal data in the input fields.

  5. In order to save the changes click on the panel entry Save.

Result: Your personal data is changed.

Tip: You can also change your personal data by using the setup wizard. Information can be found in : Using the Setup Wizard.

Changing your password

How to change your password:

  1. Click the Configuration icon in the module bar .

  2. Click on User in the folder tree.

  3. Click on Password below the entry User in the folder tree.

  4. Enter your current password in the input field Your old password.

  5. Enter a new password in the input field Your new password.

  6. Re-enter the new password in the input field Confirm new password.

  7. In order to save the change click on the panel entry Save.

Result: The password is changed.

Administration

The administration includes

  • managing groups

  • and managing resources.

Note: These functions are only available to particular users. In case these functions are not available to you ask your administrator or host.

Managing groups

You can

  • create a group of users,

  • add members,

  • remove members,

  • and delete a group of users.

How to access the functions for managing groups:

  1. Click the Configuration icon in the module bar .

  2. Click on Administration in the folder tree.

  3. Click on Groups below Administration in the folder tree.

Result: The functions for managing groups are displayed in the panel. The existing groups are displayed in the left pane of the overview window, the properties for the selected group are displayed in the right pane.

How to create a new group:

  1. Click on New in the Groups panel section.

  2. Enter a group name in the right pane of the overview window.

  3. Enter the display name for the group.

  4. Click on the panel entry Save.

Result: The new group is displayed in the left pane of the overview window. It has no members yet.

How to add members to a group:

  1. Select a group in the left pane of the overview window.

  2. Click on Add in the Members panel section. The Select participants dialog window opens.

  3. Add participants.

  4. Click on OK in the dialog window.

  5. Click on the panel entry Save.

How to remove members from a group:

  1. Select a group in the left pane of the overview window.

  2. Select a member of the group in the right pane of the overview window.

  3. Click on Remove in the Members panel section.

  4. Click on the panel entry Save.

Result: The member is removed from the group.

How to delete a group:

  1. Select a group in the left pane of the overview window.

  2. Click on Delete in the Groups panel section.

  3. Click on Yes in the Delete group pop-up window.

Result: The group is deleted.

How to leave the functions for managing groups:

  • Click another button in the module bar.

Managing resources

Resources can be

  • created,

  • edited,

  • and deleted.

How to access the functions for managing resources:

  1. Click the Configuration icon in the module bar .

  2. Click on Administration in the folder tree.

  3. Click on Resourcesbelow Administration in the folder tree.

Result: the functions for managing resources are displayed in the panel. The existing resources are displayed in the left pane of the overview window, the properties for the selected resource are displayed in the right pane.

How to create a new resource:

  1. Click on New in the Resources panel section.

  2. Enter the resource name in the right pane of the overview window.

  3. Enter the display name for the resource.

  4. Enter an E-Mail address for the resource. If the resource is booked, an E-mail notification is sent to this address.

  5. Enter a description for the resource.

  6. Click on the panel entry Save.

Result: The new resource is displayed in the left pane of the overview window.

How to edit a resource:

  1. Select a resource in the left pane of the overview window.

  2. Change the data in the right pane of the overview window.

  3. Click on the panel entry Save.

Result: The data is changed.

How to delete a resource:

  1. Select a resource in the left pane of the overview window.

  2. Click on Delete in the Resources panel section.

  3. Click on Yes in the Delete resource pop-up window.

Result: The resource is deleted.

How to leave the functions for managing resources:

  • Click another button in the module bar.

Using the Setup Wizard

You can adjust the following settings with the setup wizard:

  • Complete personal data

  • Set up external E-Mail accounts and subscribe contact data

  • Publish data

  • Access the configuration help for setting up mobile devices when using the OXtender for BSMobility

The setup wizard will automatically be launched when initially logging in to the Open-Xchange Server. You can also launch the setup wizard later.

How to launch the setup wizard:

  1. Click the Help icon in the title bar.

  2. Click on the Setup Wizard entry in the pop-up menu. The Setup Wizard window opens.

  3. Click Start in the bottom right corner.

  4. Follow the instructions.