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 System Requirements
2.3 Operating Instructions
2.4 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 The search bar
3.1.4 The tool bar
3.1.5 The folder tree
3.1.6 The display area
3.1.7 The pop-up
3.1.8 The notification area
3.1.9 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 Downloading and Installing Clients and Apps
3.8 Using a Wizard to Set Up Clients and Apps
4 Portal
4.1 The PortalComponents
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 tree
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 a list
5.4.3 Selecting sender address
5.4.4 Sending copies as CC or BCC
5.4.5 Adding attachments
5.4.6 Sending attachments as a link
5.4.7 Using signatures
5.4.8 Replying to email messages
5.4.9 Forwarding E-Mail messages
5.4.10 Automatically forwarding email messages
5.4.11 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 email messages
5.6.3 Copying email messages
5.6.4 Marking email messages as read or unread
5.6.5 Collecting addresses
5.6.6 Categorising E-Mail messages
5.6.7 Showing the email source
5.6.8 Working with email drafts
5.6.9 Creating E-Mail reminders
5.6.10 Adding an email to the portal
5.6.11 Saving email messages
5.6.12 Importing email messages
5.6.13 Printing email messages
5.6.14 Archiving E-Mail messages
5.6.15 Deleting E-Mail messages
5.6.16 Cleaning up E-Mail folders
5.6.17 Using Unified Mail
5.7 Using E-Mail Filters
5.7.1 Creating new rules
5.7.2 Creating a new rule when moving
5.7.3 Changing a rule
5.7.4 Use cases for E-Mail filters
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 Bookcomponents
6.1.1 The Address Book search bar
6.1.2 The Address Book tool bar
6.1.3 The Address Book folder tree
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
6.2 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 a contact from vCard
6.5.3 Adding attachments
6.6 Creating distribution lists
6.7 Adding Address Books
6.7.1 Adding address books
6.7.2 Subscribing to external address books
6.7.3 Importing address books from files
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 Contacts
6.8.5 Copying Contacts
6.8.6 Exporting contacts
6.8.7 Sending contacts as vCard
6.8.8 Adding contacts as XING contacts
6.8.9 Inviting contacts to XING
6.8.10 Printing Contacts
6.8.11 Deleting contacts
6.9 Searching for Contacts
6.10 Contacts in Teams
6.11 Interchanging Contacts with Other Applications
6.12 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 tree
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 Displaying appointments in the list view
7.2.4 How are appointments displayed?
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 Editing appointments with drag and drop
7.7.3 Changing the appointment confirmation or status
7.7.4 Managing favourite timezones
7.7.5 Using calendar colours
7.7.6 Moving appointments to another calendar
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 Interchanging Appointments with Other Applications
7.13 Calendar Settings
8 Tasks
8.1 The Taskscomponents
8.1.1 The Tasks search bar
8.1.2 The Tasks tool bar
8.1.3 The Tasks folder tree
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
8.6.1 Adding personal task folders
8.6.2 Importing tasks from files
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 Exporting tasks
8.7.6 Changing tasks confirmations
8.7.7 Printing tasks
8.7.8 Deleting tasks
8.8 Searching for Tasks
8.9 Tasks in teams
8.9.1 Sharing tasks
8.9.2 Delegating tasks
8.10 Interchanging Tasks with Other Applications
8.11 Task Settings
9 Drive
9.1 The Drive Components
9.1.1 The Drive search bar
9.1.2 The Drive folder tree
9.1.3 The Drive tool bar
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 and Folders
9.2.1 Displaying a file's content
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 Folders
9.5 Creating or Editing Text Files
9.6 Organising Files and Folders
9.6.1 Sending files as Email attachments
9.6.2 Editing file names
9.6.3 Creating or editing descriptions
9.6.4 Moving files or 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 folders to favourites
9.6.9 Adding files or 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 DriveSettings
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 Show e-mail authenticity
10.5.4 Displaying or terminating sessions
11 Interchanging Data
11.1 Importing Data
11.1.1 Importing appointments and tasks in iCal format
11.1.2 Importing contacts in the vCard format
11.1.3 Importing contacts in the CSV format
11.2 Exporting a Folder's Data.
12 Encrypting Data
12.1 Setting up Guard
12.2 Encrypting E-Mail Conversations
12.2.1 Reading encrypted E-Mail Messages
12.2.2 Sending encrypted E-Mail Messages
12.2.3 How can external recipients read an encrypted E-Mail?
12.3 Encrypting files
12.3.1 Encrypting files
12.3.2 Creating new encrypted files
12.3.3 Opening encrypted files
12.3.4 Downloading encrypted files
12.3.5 Decrypting files
12.4 Encrypting Office Documents
12.4.1 Creating new encrypted documents
12.4.2 Saving selected documents in an encrypted format
12.4.3 Opening an encrypted document
12.5 Sign out Guard
12.6 GuardSettings
12.6.1 Password management
12.6.2 Managing own keys
12.6.3 Managing public keys
13 Questions and Answers
Frequently Asked Questions
13.1 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?
13.2 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?
13.3 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?
13.4 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