In order to effectively work with folders you should know the following:
What are folder categories?
What are folder types?
Which folders exist?
What is the purpose of permissions?
The folder category defines whether a folder is used only by one user or by several users.
There are the following folder categories:
Personal folders. They are located below your personal root folder. The personal root folder is the folder named after your user name. You can create any personal folders you like. By default other users can not view your personal folders. Note: Your personal InfoStore folder is located below .
Public folders. They are located in the folder tree below Note: The public InfoStore folder is located in .
. Each user can create public folders. By default public folders are visible to all users.Shared folders. They are located in the folder tree below Note: Shared InfoStore folders are located below .
. Here you can see the folders shared with you by other users.The folder type defines the objects in a folder.
There are the following folder types:
E-Mail folder. Contains E-Mail objects.
Contact folders. Contains contact objects.
Calendar folders. Contains appointment objects.
Task folders. Contains task objects.
InfoStore folders. Contains InfoStore objects.
You define the folder type when creating a new folder.
The following folders exist by default:
Folders in the folder tree |
Contents |
---|---|
Your username |
Your personal root folder |
|
Incoming and outgoing E-Mail messages |
Calendar |
Personal calendars and appointments |
Contacts |
Personal contacts |
Tasks |
Personal tasks |
Public folders |
Folders that are visible to all users. |
Global address book |
Address data of all users |
Shared folders |
Folders shared with you by other users |
InfoStore |
All InfoStore folders |
UserStore |
Personal and shared InfoStore folders |
Your username |
Your personal InfoStore folder |
Other username |
Shared InfoStore folder of another user |
Public InfoStore |
Public InfoStore folder |
Permissions define what a user is allowed to do with a particular folder and its contents i.e., users have certain rights for the folders. If all pre-conditions are met a user can grant rights to other users or modify their existing rights.
Usually, the reason for granting rights is to share data and information with other users. This is an essential part of a groupware. Granting rights for a folder to other users is also called "Sharing a folder".
In order to control if a user e.g., can only read or also modify folder contents, there are a number of hierarchical permissions. The highest permission is the administrator right. It includes all other rights and the right to share a folder with other users.
The following examples show how to apply particular rights:
You have the administrator right for your personal folders. In order to hide your personal data from other users, the other users do not have any rights to your personal folders as long as you do not share your personal folders.
In order to be able to make data and information available to other users you have the right to create subfolders in the
folder. Those subfolders can be shared with other users.In order to be able to read the address data of other users and to change your own address data you have the right to read all objects in the
folder and to create own objects in this folder.Detailed information on permissions and instructions on how to grant permissions can be found in : Permission management.
New folders can be created in the following folders:
Folders in the folder tree |
Which folder types can be created? |
---|---|
Personal root folder |
Calendar folders, tasks folders, contacts folders |
|
-- |
Inbox |
E-Mail folders |
Calendar |
Calendar folders, task folders, contact folders |
Contacts |
Calendar folders, task folders, contact folders |
Tasks |
Calendar folders, task folders, contact folders |
Public folders |
Calendar folders, task folders, contact folders |
Folder name (*) |
Calendar folders, task folders, contact folders |
Global address book |
-- |
Shared folders |
-- |
Other username |
-- |
Folder name (*) |
Calendar folders, task folders, contact folders |
InfoStore |
-- |
UserStore |
-- |
Personal InfoStore folder |
InfoStore folders |
Other username (*) |
InfoStore folders |
Public InfoStore |
InfoStore folders |
Note: For the folders in the folder tree that are marked with (*) you need to have the right to create subfolders.
Detailed information on permissions and an instruction on how to grant rights can be found in : Permission management.
How to create a new folder:
Right-click on a folder in the folder tree.
Move the mouse pointer to
. A submenu with folder types opens.Click on the folder type that you want to create. Note: Depending on the folder in which you create a new subfolder, some folder types might be disabled. Details can be found in the table. Result:A folder with the name is created. The folder name is highlighted.
Enter a name. Then press Enter.
Result: A new folder is created.
Note: In order to be able to rename a folder you need to have administration rights for the folder.
How to rename a folder:
Right-click on a folder in the folder tree.
From the context menu select
. the folder name will be highlighted.Edit the name or enter a new name.
Press Enter.
Result: The folder is renamed.
Note: In order to move a folder, you need to have administration rights for the folder and the right to create subfolders in the target folder.
How to move a folder:
Right-click on a folder in the folder tree.
Select
from the context menu. The folder icon is grayed out.Right-click on the folder where you want to paste the cut folder.
Select
from the context menu.Result: The folder is moved.
You can send a link to a folder to internal groupware users.
How to send a link to a folder:
Right-click on a folder in the folder tree.
Select
from the context menu.Result: The E-Mail window opens. The link to the folder is entered as the E-Mail text.
Note: In order to follow the link, the E-Mail recipient needs to have the respective rights for the folder.
Warning: If you delete a folder all subfolders and objects in that folder are deleted as well. Deleted subfolders and deleted objects can not be restored.
Note: In order to be able to delete a folder you need to have administration rights for the folder.
How to delete a folder:
Right-click on a folder in the folder tree.
Select
from the context menu. The Delete folder dialog window opens.Click on
.Result: the folder and its objects are permanently deleted.