Open-Xchange
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OX App Suite
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 Additional 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
3.2 Keyboard Input
3.3 Customising the Basic Settings
3.4 Changing Personal Contact Data
3.5 Changing the password
3.6 Setting up Accounts for Social Networks
4
Portal
4.1 Components
4.2 Customising the
Portal
4.2.1 Changing the portal square order
4.2.2 Removing Portal squares
4.2.3 Adding portal squares
4.2.4 Changing a portal square's settings
5
Email
5.1 The
Email
Components
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 Replying to email messages
5.4.3 Forwarding email messages
5.4.4 Automatically forwarding email messages
5.4.5 Sending a vacation notice
5.5 Managing email messages
5.5.1 Moving email messages
5.5.2 Copying email messages
5.5.3 Marking email messages as read or unread
5.5.4 Collecting addresses
5.5.5 Categorising email messages with labels
5.5.6 Showing the email source
5.5.7 Working with email drafts
5.5.8 Enabling an email reminder
5.5.9 Adding an email to the portal
5.5.10 Saving email messages
5.5.11 Importing email messages
5.5.12 Printing email messages
5.5.13 Deleting email messages
5.5.14 Editing multiple email messages at once
5.5.15 Editing all the email messages in an email thread
5.5.16 Using Unified Mail
5.5.17 Using email Filters
5.6 Email messages within a Team
5.6.1 Sharing Email Messages
5.6.2 Subscribing to Email folders
5.6.3 Inviting all Email recipients to an appointment
5.6.4 Saving all email recipients as a distribution list
5.7 External Email Accounts
5.7.1 Setting up and editing external email accounts
5.7.2 Using an external email account
5.8 Email Settings
6
Address Book
6.1 The
Address Book
Components
6.2 Displaying Contacts
6.3 The Halo View
6.4 Adding Contacts
6.4.1 Creating a new contact
6.4.2 Importing contacts from files
6.4.3 Importing contacts from social networks
6.5 Creating Distribution Lists
6.6 Organising Contacts
6.6.1 Sending Email Messages from within an address book
6.6.2 Inviting contacts to an appointment
6.6.3 Editing contacts
6.6.4 Moving contacts
6.6.5 Copying contacts
6.6.6 Sending contacts as vCard
6.6.7 Printing contacts
6.6.8 Deleting contacts
6.6.9 Editing multiple contacts at once
6.7 Contacts within Teams
6.8 Interchanging Contacts with Other Applications
6.9 Address Book Settings
7
Calendar
7.1 The
Calendar
Components
7.2 Displaying Appointments
7.2.1 Displaying appointments in the calendar view
7.2.2 Displaying appointments in the list view
7.2.3 How are appointments displayed?
7.3 Creating Appointments
7.3.1 Creating new appointments
7.3.2 Creating appointments from iCal attachments
7.3.3 Importing appointments from files
7.3.4 Subscribing to appointments from other calendars
7.3.5 Resolving appointment conflicts
7.4 Answering Appointment Invitations
7.5 Managing appointments
7.5.1 Editing appointments
7.5.2 Editing appointments with drag and drop
7.5.3 Changing the appointment status
7.5.4 Moving appointments to another folder
7.5.5 Printing appointments
7.5.6 Deleting appointments
7.5.7 Editing multiple appointments at once
7.6 Team Appointments
7.6.1 Sharing appointments
7.6.2 Sending an Email to participants
7.6.3 Creating a distribution list from the list of participants
7.6.4 Scheduling appointments with several participants
7.7 Calendar Settings
8
Files
8.1 The
Files
Components
8.2 Viewing Files
8.2.1 Displaying files in the list view
8.2.2 Displaying files in the icon view
8.3 Opening Files and Displaying Contents
8.3.1 Displaying a file's content
8.3.2 Displaying the contents of documents
8.3.3 Playing Multimedia Files
8.4 Creating Files
8.5 Managing Files
8.5.1 Sending files as a link
8.5.2 Sending files as Email attachments
8.5.3 Showing the link to a file
8.5.4 Editing file names
8.5.5 Editing descriptions
8.5.6 Moving files
8.5.7 Copying files
8.5.8 Adding files to the portal
8.5.9 Deleting files
8.5.10 Locking or unlocking files
8.5.11 Working with versions
8.5.12 Editing multiple files at one time
8.6 Accessing Files with WebDAV
8.6.1 Setting up WebDAV under Linux
8.6.2 Setting up WebDAV under Windows XP
8.6.3 Setting up WebDAV under Windows Vista
8.6.4 Setting up WebDAV under Windows 7
8.7 Files and Teams
8.8 Files Settings
9
Text
9.1 The
Text
components
9.2 Creating Documents
9.3 Editing Documents
9.4 Editing Documents Under a New Name
10
Simple Pad
10.1 Creating Text Files
10.2 Editing Text Files
11
Tasks
11.1
Tasks
Components
11.2 Displaying Tasks
11.3 Creating Tasks
11.4 Answering Task Invitations
11.5 Managing Tasks
11.5.1 Editing tasks
11.5.2 Marking tasks as done
11.5.3 Changing a task's due date
11.5.4 Moving tasks
11.5.5 Changing task confirmations
11.5.6 Printing tasks
11.5.7 Deleting tasks
11.5.8 Editing multiple tasks at once
11.6 Tasks within a Team
11.6.1 Sharing tasks
11.6.2 Delegating tasks
11.7 Interchanging Data with Other Applications
11.8 Task Settings
12 Organising Data
12.1 Searching for Objects
12.2 Folders
12.2.1 Folder types
12.2.2 Navigating within the folder structure
12.2.3 Creating folders
12.2.4 Renaming folders
12.2.5 Moving folders
12.2.6 Deleting folders
12.3 Permissions
12.3.1 Which permissions can be granted?
12.3.2 Permissions for folders that already exist
12.3.3 Permissions for new folders
12.3.4 Sharing folders
12.4 Publish&Subscribe
12.4.1 Subscribing to data
12.4.2 Publishing data
12.4.3 Managing subscribed and published folders
13 Exchanging Data
13.1 Importing Data
13.1.1 Importing appointments and tasks in iCal format
13.1.2 Importing contacts in the vCard format
13.1.3 Importing contacts in the CSV format
13.2 Exporting Data
13.2.1 Exporting folder data
14 Best Practices
Frequently Asked Questions
14.1
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 of new email messages or appointment invitations?
Q:
How can I read current messages from social networks or news pages?
14.2
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 Copy to... and Blind copy to...?
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 an overview of my Email account inboxes??
Q:
How can I use the conditions in email filter rules?
Q:
How can I use the contacts from my social networks?
14.3
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 email?
Q:
How can I organise another person's appointments as their 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 time periods when creating appointments?
14.4
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?
Q:
I want to share a folder with other users. Which permissions do I have to set?
Index