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Table Of Contents
User Guide
Table of Contents
1 About this Documentation
1.1 Target Groups, Contents
1.2 Design Elements
1.3 Terminology
2 Getting Started With the Groupware
2.1 Groupware Definition
2.2 Operating Instructions
2.3 Signing in, Signing out
3 First Steps
3.1 General Description of the User Interface
3.1.1 The menu bar
3.1.2 App Launcher
3.1.3 General description of the search bar
3.1.4 General description of the tool bar
3.1.5 General description of the folder view
3.1.6 General description of the display area
3.1.7 General description of the pop-up
3.1.8 The notification area
3.1.9 General description of the editing window
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 Customising the Basic Settings
3.4 Changing Personal Contact Data
3.5 Changing the Password
3.6 Receiving Notifications
3.7 Manually Installing Local Apps
3.8 Using a Wizard to Set Up Local Apps
4
Portal
4.1 The
Portal
Components
4.1.1
Signed in as
4.1.2
Customise 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 Customising 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
tool bar
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 email messages
5.3 Viewing or Saving email Attachments
5.4 Sending email messages
5.4.1 Sending a new email
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 a link
5.4.6 Using signatures
5.4.7 Replying to email messages
5.4.8 Forwarding E-Mail messages
5.4.9 Automatically forwarding email messages
5.4.10 Sending a vacation notice automatically
5.5 Adding E-Mail Folders
5.6 Organising E-Mail messages
5.6.1 Working with tabs
5.6.2 Moving or copying E-Mail messages
5.6.3 Marking email messages as read or unread
5.6.4 Collecting addresses
5.6.5 Categorising E-Mail messages
5.6.6 Showing the email source
5.6.7 Working with email drafts
5.6.8 Creating E-Mail reminders
5.6.9 Adding an email to the portal
5.6.10 Saving email messages
5.6.11 Importing email messages
5.6.12 Printing email messages
5.6.13 Archiving E-Mail messages
5.6.14 Deleting E-Mail messages
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
5.8 Searching for E-Mail Messages
5.9 E-Mail messages within a team
5.9.1 Sharing Email Messages
5.9.2 Subscribing to Email folders
5.9.3 Inviting all Email recipients to an appointment
5.9.4 Saving all email recipients as a distribution list
5.10 Adding E-Mail Accounts
5.11 Email Settings
5.11.1 Settings for receiving E-Mail messages.
5.11.2 Settings for composing E-Mail messages
6
Address Book
6.1 The
Address Book
Components
6.1.1 The
Address Book
search bar
6.1.2 The
Address Book
tool bar
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 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 Creating Distribution Lists
6.7 Adding Address Books
6.7.1 Adding address books
6.7.2 Subscribing to external address books
6.8 Organising Contacts
6.8.1 Sending Email Messages from within an address book
6.8.2 Inviting contacts to an appointment
6.8.3 Editing contacts
6.8.4 Moving or copying contacts
6.8.5 Sending contacts as vCard
6.8.6 Adding contacts as XING contacts
6.8.7 Inviting contacts to XING
6.8.8 Importing contacts
6.8.9 Exporting contacts
6.8.10 Printing Contacts
6.8.11 Deleting contacts
6.9 Searching for contacts
6.10 Contacts in Teams
6.11 Address Book Settings
7
Calendar
7.1 The
Calendar
Components
7.1.1 The
Calendar
search bar
7.1.2 The
Calendar
tool bar
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 the calendar view
7.2.2 Displaying multiple timezones
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 to an appointment
7.4.7 Adding attachments
7.4.8 Using the scheduling view
7.4.9 Creating a follow-up appointment
7.4.10 Creating appointments from iCal attachments
7.4.11 Resolving appointment conflicts
7.5 Answering appointment invitations
7.6 Adding Calendars
7.6.1 Adding personal calendars
7.6.2 Subscribing to public calendars
7.6.3 Subscribing to Google calendars
7.6.4 Subscribing to iCal calendars
7.6.5 Importing calendars from files
7.7 Managing Appointments
7.7.1 Editing appointments
7.7.2 Changing the appointment confirmation or status
7.7.3 Managing favourite timezones
7.7.4 Using calendar colours
7.7.5 Moving appointments to another calendar
7.7.6 Importing appointments
7.7.7 Exporting appointments
7.7.8 Printing appointments
7.7.9 Deleting appointments
7.8 Searching for Appointments
7.9 Appointments in teams
7.9.1 Sharing appointments
7.9.2 Sending an E-mail to participants
7.9.3 Inviting participants to a new appointment
7.9.4 Creating a distribution list from the list of participants
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
tool bar
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 task 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 Adding Task Folders
8.7 Managing Tasks
8.7.1 Editing tasks
8.7.2 Marking tasks as done
8.7.3 Changing a task's due date
8.7.4 Moving tasks to another folder
8.7.5 Changing tasks confirmations
8.7.6 Importing tasks
8.7.7 Exporting tasks
8.7.8 Printing tasks
8.7.9 Deleting tasks
8.8 Searching for Tasks
8.9 Tasks in teams
8.9.1 Sharing tasks
8.9.2 Delegating tasks
8.10 Task Settings
9
Drive
9.1 The
Drive
Components
9.1.1 The
Drive
search bar
9.1.2 The
Drive
tool bar
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
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 Organising 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 favourites
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 7
9.9 Adding storage accounts
9.10 Files and Teams
9.11
Drive
Settings
10 Data Organisation, Shared Objects
, Security
10.1 Folders
10.1.1 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 favourites
10.1.6 Renaming folders
10.1.7 Moving folders
10.1.8 Deleting folders
10.2 Sharing
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 Accessing other users' shares
10.2.8 Which permissions can be used?
10.2.9 Use cases for permissions
10.3 Accounts
10.3.1 Editing the primary E-Mail account
10.3.2 Editing accounts
10.3.3 Removing accounts
10.4 Managing Subscriptions
10.4.1 refresh subscribed data
10.4.2 Managing subscribed folders
10.5 Security
10.5.1 Automatic sign out
10.5.2 Externally linked images in E-Mail messages
10.5.3 Using a whitelist
10.5.4 Displaying or terminating sessions
11 Encrypting Data with Guard
11.1 Setting up
Guard
11.2 Encrypting E-Mail Conversations
11.2.1 Reading encrypted E-Mail messages
11.2.2 Sending encrypted E-Mail messages
11.2.3 How can external recipients read an encrypted E-Mail?
11.3 encrypt files
11.3.1 encrypt files
11.3.2 Creating new encrypted files
11.3.3 Opening encrypted files
11.3.4 Downloading encrypted files
11.3.5 Decrypting files
11.4 Encrypting Office Documents
11.4.1 Creating new encrypted documents
11.4.2 Saving selected documents in an encrypted format
11.4.3 Opening an encrypted document
11.5 Sign out
Guard
11.6
Guard
Settings
11.6.1 Password management
11.6.2 Managing your own keys
11.6.3 Managing public keys
12 Questions and Answers
Frequently Asked Questions
12.1
General questions
Q:
Where can I find my personal data and settings?
Q:
How can I change my password?
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?
12.2
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 Cc and Bcc?
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 the overview over my E-Mail accounts' inboxes?
12.3
Questions about tasks, calendars, and appointments
Q:
When should I use a task and when should I use an appointment?
Q:
How can I hide my appointments' or tasks' subject in shared folders?
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 calendar or tasks recurrence settings?
Q:
How to find free time periods when creating appointments?
12.4
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?
Index