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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 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 toolbar
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 Customizing 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
Portal
Components
4.1.1
Signed in as
4.1.2
Customize 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 Customizing 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
toolbar
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 E-Mails
5.3 Viewing or Saving E-Mail Attachments
5.4 Sending E-Mails
5.4.1 Sending a new E-Mail
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 link
5.4.7 Using signatures
5.4.8 Replying to E-Mails
5.4.9 Forwarding E-Mails
5.4.10 Automatically forwarding E-Mails
5.4.11 Sending a vacation notice automatically
5.5 Adding E-Mail Folders
5.6 Organizing E-Mails
5.6.1 Working with tabs
5.6.2 Moving E-Mails
5.6.3 Copying E-Mails
5.6.4 Marking E-Mails as read or unread
5.6.5 Collecting addresses
5.6.6 Categorizing E-Mails
5.6.7 Showing the E-Mail source
5.6.8 Working with E-Mail drafts
5.6.9 Creating E-Mail reminders
5.6.10 Adding an E-Mail to the portal
5.6.11 Saving E-Mails
5.6.12 Importing E-Mails
5.6.13 Printing E-Mails
5.6.14 Archiving E-Mails
5.6.15 Deleting E-Mails
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-Mails
5.9 E-Mails within a team
5.9.1 Sharing E-Mails
5.9.2 Subscribing to E-Mail folders
5.9.3 Inviting all E-Mail recipients to an appointment
5.9.4 Saving all recipients of an E-Mail as a distribution list
5.10 Adding E-Mail Accounts
5.11 E-Mail Settings
5.11.1 Settings for receiving E-Mails.
5.11.2 Settings for composing E-Mails
6
Address Book
6.1 The
Address Book
Components
6.1.1 The
Address Book
search bar
6.1.2 The
Address Book
toolbar
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 Organizing Contacts
6.8.1 Sending E-Mails 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
toolbar
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 a calendar view
7.2.2 Displaying multiple time zones
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 favorite timezones
7.7.5 Using calendar colors
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
Tasks
components
8.1.1 The
Tasks
search bar
8.1.2 The
Tasks
toolbar
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 Tasks 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
toolbar
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 Organizing Files and 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 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 favorites
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
Drive
Settings
10 Data Organization, 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 favorites
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-Mails
10.5.3 Show email 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-Mails
12.2.2 Sending encrypted E-Mails
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
Guard
Settings
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 about new E-Mails or appointment invitations?
Q:
How can I read current messages from social networks or news pages?
13.2
Questions about E-Mails and contacts
Q:
How can I send an E-Mail to multiple addresses at once?
Q:
What is the purpose of the input fields Cc and Bcc?
Q:
I regularly send E-Mails with identical or similar content. How can I speed up this process?
Q:
Can I e.g. access E-Mails sent to my Google Mail account?
Q:
How can I automatically forward E-Mails 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 E-Mail?
Q:
How can I organize another person's appointments as a representative?
Q:
How do I use the calendar or tasks recurrence settings?
Q:
How to find free times when creating appointments?
13.4
Questions about data organization 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