User Guide

Table of Contents

1 About this Documentation
1.1 Target Groups, Contents
1.2 Terminology
2 First Steps
2.1 Groupware Definition
2.2 Signing in, Signing out
2.3 Changing the Password
2.4 General Description of the User Interface
2.4.1 The menu bar
2.4.2 App Launcher
2.4.3 The search bar
2.4.4 The tool bar
2.4.5 The folder view
2.4.6 The display area
2.4.7 The pop-up
2.4.8 The notification area
2.4.9 The editing window
2.5 Keyboard Input
2.5.1 Keys and key combinations
2.5.2 Interacting with the user interface via keyboard
2.5.3 Use cases
2.6 Usage on Mobile Devices
3 Basic Settings
3.1 Customising the basic settings
3.2 Changing the Regional Settings
3.3 Changing Personal Contact Data
3.4 Receiving Notifications
3.5 Manually Installing Local Apps
3.6 Using a Wizard to Set Up Local Apps
3.7 Setting up and Configuring the Zoom Integration
3.8 Setting the presence status
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 Creating a XING account
4.3 Portal Settings
5 E-Mail
5.1 The E-Mail Components
5.1.1 The E-Mail tool bar
5.1.2 The E-Mail folder view
5.1.3 The E-Mail categories bar
5.1.4 The E-Mail display area
5.1.5 The E-Mail list
5.1.6 The E-Mail detail view
5.1.7 The E-Mail pop-up
5.1.8 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 an E-Mail to appointment participants
5.4.11 Sending a vacation notice automatically
5.5 Calling the Sender or Another Recipient
5.6 Adding E-Mail Folders
5.7 Managing E-Mail messages
5.7.1 Working with tabs
5.7.2 Moving or copying E-Mail messages
5.7.3 Marking email messages as read or unread
5.7.4 Collecting addresses
5.7.5 Categorising E-Mail messages
5.7.6 Showing the email source
5.7.7 Using E-Mail drafts
5.7.8 Creating E-Mail reminders
5.7.9 Adding an E-Mail to the Portal
5.7.10 Saving email messages
5.7.11 Importing email messages
5.7.12 Printing email messages
5.7.13 Archiving E-Mail messages
5.7.14 Deleting E-Mail messages
5.7.15 Cleaning up E-Mail folders
5.7.16 Using Unified Mail
5.8 Using E-Mail Filters
5.8.1 Creating new rules
5.8.2 Adding a condition
5.8.3 Adding an action
5.8.4 Creating a new rule when moving
5.8.5 Creating new rules for the subject and the sender
5.8.6 Changing a rule
5.8.7 Applying a rule to existing E-Mail messages
5.9 Searching for E-Mail Messages
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 tool bar
6.1.2 The Address Book folder view
6.1.3 The Address Book navigation bar
6.1.4 The Address Book display area
6.1.5 The Address Book list
6.1.6 The Address Book detail view
6.1.7 The contact editing window
6.1.8 The distribution list editing window
6.2 Displaying contacts
6.3 Viewing or Saving Contact Attachments
6.4 Displaying Contacts in 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 Adding Distribution Lists
6.6.1 Creating new distribution lists
6.6.2 Saving E-Mail recipients as distribution list
6.6.3 Creating a distribution list from the list of participants
6.7 Editing Contacts or Distribution Lists
6.8 Calling Contacts
6.9 Adding Address Books
6.9.1 Adding address books
6.9.2 Subscribing to external address books
6.9.3 Refreshing and managing subscribed address books
6.9.4 Subscribing to public and shared address books
6.10 Managing Contacts
6.10.1 Sending Email Messages from within an address book
6.10.2 Inviting contacts to an appointment
6.10.3 Moving or copying contacts
6.10.4 Sending contacts as vCard
6.10.5 Adding contacts as XING contacts
6.10.6 Inviting contacts to XING
6.10.7 Importing contacts
6.10.8 Exporting contacts
6.10.9 Printing contacts
6.10.10 Deleting contacts
6.11 Searching for Contacts
6.12 Address Book Settings
7 Calendar
7.1 The Calendar Components
7.1.1 The Calendar tool bar
7.1.2 The mini calendar
7.1.3 The Calendar folder view
7.1.4 The Calendar display area
7.1.5 Day, Work week, Week, Month or Year calendar view.
7.1.6 The date picker
7.1.7 The Calendar pop-up
7.1.8 The Calendar list
7.1.9 The Calendar detail view
7.1.10 The scheduling view
7.1.11 The appointment editing window
7.2 Viewing Appointments
7.2.1 Displaying appointments in the calendar view
7.2.2 Displaying multiple time zones
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 Scheduling audio/video conferences
7.4.4 Setting recurring appointments
7.4.5 Setting an appointment's display
7.4.6 Using appointment reminders
7.4.7 Adding participants or resources
7.4.8 Adding attachments
7.4.9 Using the scheduling view
7.4.10 Creating a follow-up appointment
7.4.11 Inviting participants to a new appointment
7.4.12 Inviting E-Mail recipients to new appointments
7.4.13 Creating appointments from iCal attachments
7.4.14 Resolving appointment conflicts
7.5 Answering Appointment Invitations
7.6 Editing appointments
7.7 Calling Appointment Participants
7.8 Adding Calendars
7.8.1 Adding personal calendars
7.8.2 Subscribing to external calendars
7.8.3 Importing calendars from files
7.8.4 Subscribing to public and shared calendars
7.9 Managing Appointments
7.9.1 Changing the appointment confirmation or status
7.9.2 Changing appointment reminders
7.9.3 Changing the organiser
7.9.4 Managing favourite time zones
7.9.5 Using calendar colours
7.9.6 Moving appointments to another calendar
7.9.7 Importing appointments
7.9.8 Exporting appointments
7.9.9 Printing appointments
7.9.10 Deleting appointments
7.10 Searching for Appointments
7.11 Managing Groups
7.12 Managing Resources
7.13 Calendar Settings
8 Tasks
8.1 The Tasks Components
8.1.1 The Tasks tool bar
8.1.2 The Tasks folder view
8.1.3 The Tasks display area
8.1.4 The Tasks list
8.1.5 The Tasks detail view
8.1.6 The 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 Editing tasks
8.7 Calling Task Participants
8.8 Adding Task Folders
8.8.1 Adding personal task folders
8.8.2 Subscribing to public and shared task folders
8.9 Managing tasks
8.9.1 Marking tasks as done
8.9.2 Changing a task's due date
8.9.3 Moving tasks to another folder
8.9.4 Changing tasks confirmations
8.9.5 Importing tasks
8.9.6 Exporting tasks
8.9.7 Printing tasks
8.9.8 Deleting tasks
8.10 Searching for Tasks
8.11 Task Settings
9 Drive
9.1 The Drive Components
9.1.1 The Drive tool bar
9.1.2 The Drive folder view
9.1.3 The Drive navigation bar
9.1.4 The Drive display area
9.1.5 The file details
9.1.6 The viewer
9.2 Viewing files
9.2.1 Displaying files in the viewer
9.2.2 Displaying E-Mail attachments in Drive
9.2.3 Holding a presentation
9.3 Downloading Files or Folder Contents
9.4 Driveadd folder
9.4.1 Drive: Creating Folders
9.4.2 Subscribing to public and shared Drive folders
9.5 Uploading Files or Folders
9.6 Creating or Editing Text Files
9.7 Organising Files and Drive Folders
9.7.1 Sending files as E-Mail attachments
9.7.2 Editing file names
9.7.3 Creating or editing descriptions
9.7.4 Moving files or Drive folders
9.7.5 Copying files
9.7.6 Saving files as PDF
9.7.7 Adding files to the Portal
9.7.8 Adding files or Drive folders to Favourites
9.7.9 Deleting files or Drive folders
9.7.10 Locking or unlocking files
9.7.11 Working with versions
9.8 Searching for Files
9.9 Accessing Files with WebDAV
9.9.1 Setting up WebDAV under Linux
9.9.2 Setting up WebDAV under Windows
9.10 Adding storage accounts
9.11 DriveSettings
10 Chat
10.1 The Chat window
10.2 Working with Chats
10.2.1 Creating chats
10.2.2 Editing chats
10.2.3 Joining a chat
10.2.4 Adding chats to favourites
10.2.5 Closing a chat
10.2.6 Leaving a chat
10.3 Working with Messages
10.3.1 Reading, sending, replying to messages
10.3.2 Managing Messages
10.4 Creating Chats in Other Apps
10.4.1 Replying to an E-Mail with a chat message
10.4.2 Starting a chat with contacts
10.4.3 Starting a chat with appointment participants
10.5 Chat settings
11 Data Organisation and Shares
11.1 Managing Data with Folders
11.1.1 What are folder types?
11.1.2 What is the purpose of permissions?
11.1.3 Navigating within the folder structure
11.1.4 Hiding folders
11.1.5 Adding folders to favourites
11.1.6 Renaming folders
11.1.7 Moving folders
11.1.8 Deleting folders
11.2 Sharing Data
11.2.1 Sharing data
11.2.2 Editing shares
11.2.3 Resending an invitation
11.2.4 Removing shares
11.2.5 Viewing or editing shares in the Drive app
11.2.6 Subscribing to shared or personal E-Mail folders
11.2.7 Accessing other users' shares
11.2.8 Which permissions can be used?
11.2.9 Use cases for permissions
11.3 Managing Accounts
11.3.1 Editing the primary E-Mail account
11.3.2 Viewing, editing, deleting accounts
11.4 Downloading Personal Data
12 Data Security
12.1 Signing out Automatically
12.2 Externally Linked Images in E-Mail Messages
12.3 Showing the E-Mail Authenticity
12.4 Using a Whitelist
12.5 Display or sign out from active clients
12.6 Using Additional Passwords for Applications
12.7 Multi-Factor Authentication
12.7.1 Setting up verification methods
12.7.2 Verifying a login by using an authenticator app
12.7.3 Verifying the login with a security key
12.7.4 Verifying the login with an SMS code
12.7.5 Recovering the verification
12.7.6 Managing verification methods
13 Encrypting Data with Guard
13.1 Setting up Guard
13.2 Encrypting E-Mail Conversations
13.2.1 Reading encrypted E-Mail messages
13.2.2 Sending encrypted E-Mail messages
13.2.3 How can external recipients read an encrypted E-Mail?
13.2.4 Encrypting incoming E-Mail messages by using a filter rule
13.3 Encrypting E-Mail Conversations with Autocrypt
13.3.1 Importing Autocrypt keys
13.3.2 Managing Autocrypt keys
13.3.3 Transferring Autocrypt keys to other clients
13.4 Encrypting or Decrypting Files
13.4.1 Encrypting files
13.4.2 Uploading files securely by using encryption
13.4.3 Opening encrypted files
13.4.4 Downloading encrypted files
13.4.5 Decrypting files
13.5 Encrypting Office Documents
13.5.1 Creating new encrypted documents
13.5.2 Saving selected documents in an encrypted format
13.5.3 Opening an encrypted document
13.6 Signing Out from Guard
13.7 GuardSettings
13.7.1 Password management
13.7.2 Managing your own keys
13.7.3 Managing public keys
Index