Table of Contents
13.1. General questions | |
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Where can I find my personal data and settings? |
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You can customize the following data and settings:
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How can I change my password? |
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In order to change your password, click on User data square in the Portal app. Learn more from this instruction. in the |
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Why can particular buttons or input fields not be found? |
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If certain buttons or input fields are not visible it can be due to the following reasons:
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How am I notified about new E-Mails or appointment invitations? |
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If there are new E-Mails or appointment notifications, the Unread Badge icon |
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How can I read current messages from social networks or news pages? |
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In the Portal app you can read current messages from your social networks or from news pages or view photos of specific web pages by adding squares with news widgets. |
13.2. Questions about E-Mails and contacts | |
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How can I send an E-Mail to multiple addresses at once? |
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To send an E-Mail to multiple recipients at once, you can choose from the following options:
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What is the purpose of the input fields and ? |
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Recipients entered in the input fields or can be viewed by all other recipients entered in the input fields or . Recipients entered in the input field cannot be viewed by other recipients entered in the input fields , or . In practice, this means:
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I regularly send E-Mails with identical or similar content. How can I speed up this process? |
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Make use of the ability to save E-Mails as drafts. Information can be found in Working with E-Mail drafts. |
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Can I e.g. access E-Mails sent to my Google Mail account? |
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For many E-Mail service providers you can set up external E-Mail accounts, e.g. for Google Mail. You only need your account data for the respective provider. As soon as you set up the external E-Mail account you have access to the E-Mails from within the folder tree. Information can be found in E-Mail Accounts. |
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How can I automatically forward E-Mails to my replacement? |
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Enable the function Auto Forward in the settings. Information can be found in Automatically forwarding E-Mails. |
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How to keep the overview over my E-Mail accounts inboxes?? |
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Use Unified Mail to display the inboxes of multiple E-Mail accounts in a central folder. Information can be found in Using Unified Mail. |
Q: |
How can I use the conditions in E-Mail filter rules? |
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You can create a condition by
In this case it would be verified whether the subject of an E-Mail exactly matches the argument's characters ("minutes"). 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.
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How can I use the contacts from my social networks? |
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You can use the contacts from your social networks like Facebook, LinkedIn or Xing by subscribing to the contacts. Information can be found in Subscribing to data. |
13.3. Questions about tasks, calendars, and appointments | |
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When should I use a task and when should I use an appointment? |
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Whether it is best to use an appointment or a task can be determined based on the following criteria:
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Q: |
How can I create a task from an E-Mail? |
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Use the Reminder function in the display area of the E-Mail app. Information can be found in Enabling an E-Mail reminder. |
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How can I organize another person's appointments as a representative? |
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Ask the other person to share a calendar folder with write permissions. Then enter this person's appointments in the shared folder. The other person will be displayed as the organizer of the appointments. |
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How do I use the availability function, e.g. Free, Busy, Absent etc? |
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If you want to avoid conflicts when creating appointments, use the availability Free. All other availabilities cause conflict messages for overlapping appointments. |
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How do I use the calendar or tasks recurrence settings? |
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Example 1: An appointment or a task should take place each second day. It should start on 07-01-2013 and should take place five times.
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Example 2: An appointment or a task should take place each Tuesday and Friday. It should start on 08-01-2013.
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Example 3: An appointment or a task should take place every second Wednesday. It should start on 09-01-2013. The last appointment should be on 27-03-2013.
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Example 4: An appointment or a task should take place on the first Monday of a month. It should start on 04-02-2013. The event should take place twelve times.
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Example 5: An appointment or a task should take place each year on the last Friday in November. It should start on 29-11-2013.
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How to find free times when creating appointments? |
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Click on |
13.4. Questions about data organization and team work | |
Q: |
How can I make certain contacts available to my external partners? |
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You can also give external partners access to your groupware address books' contacts or to your social networks' contacts like LinkedIn. To do this proceed as follows:
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Q: |
How can I share specific documents with my external partners? |
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You can share the contents of documents folders with external partners. To do this proceed as follows:
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I want to share a folder with other users. Which permissions do I have to set? |
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Example 1: A user should be allowed to see the objects in a folder, but should not be allowed to modify or delete them. The user should not be allowed to create new objects. Settings
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Example 2: A user should be allowed to see the objects in a folder, but should not be allowed to modify or delete them. The user should be allowed to create and edit objects.
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Example 3: A user should not be allowed to see the objects in a folder. The user should be allowed to create and edit objects.
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Example 4: A user should be allowed to see and edit all objects. The user should be allowed to create and edit subfolders and own objects.
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Example 5: A user should have all permissions. The user should be allowed to grant permissions to other users.
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