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English language OX App Suite user manual

1. Copyright Open Xchange Inc 2012 2013 Replying to E Mails E Mail OX 1 If you want to send copies of the E Mail to other recipients do the following If the recipients are to see who gets a copy of the E Mail click on Copy CC to Enter the E Mail address of the copy s recipient If you want to prevent the recipients from seeing who gets a copy of the E Mail click on Blind copy BCC to Enter the E Mail address of the blind copy s recipient If there are several recipients you can enter the name of a distribution list 67 In order to hide the input fields click on Copy CC to or on Blind copy BCC to The addresses entered will be kept If you have set up external E Mail accounts 57 you can use those addresses as sender addresses To do so proceed as follows Click on Sender Select an E Mail address from the list In order to hide the list click on Sender Note Depending on the folder selected a defined sender address will be preset If you want to add attachments to the E Mail click on Attachments Click on Select files Select one or more files In order to delete an attachment click the Delete icon X In order to hide the input fields click on Attachments The attachments added will be kept Tip You can also add an attachment by dragging and dropping a document from a file browser or the desktop on to the E Mail window If you have set up signatures you can attach a signature to the E Mail text
2. Copyright Open Xchange Inc 2012 2013 69 Ox Address Book Editing multiple contacts at once How to delete a contact 1 2 3 Warning If you delete a contact it will be irrevocably lost Select a contact in the sidebar Click on Delete in the display area Confirm that you want to delete the contact Result The contact is deleted 7 5 9 Editing multiple contacts at once The following functions can be applied to multiple contacts at once sending an E Mail to multiple contacts inviting contacts to an appointment moving or copying contacts to another folder sending contacts as vCard attachment printing multiple contacts deleting contacts How to apply a function to multiple contacts at once 1 2 3 Click the Select icon below the sidebar A checkbox is displayed next to each contact in the sidebar Check the boxes for at least two contacts Click on a function in the display area 70 Copyright Open Xchange Inc 2012 2013 Contacts within Teams Address Book OX 7 6 Contacts within Teams You can share your contacts with internal and external partners Depending on the requirements sev eral methods can be applied The Global address book provides the contact data for all users Each user can use those contacts To make additional contacts available for internal users proceed as follows Create a new personal or public folder where you can copy or move the wanted contacts t
3. 62 Copyright Open Xchange Inc 2012 2013 OX 7 Address Book Learn how to use the Address Book application the Address Book components find and display contacts create and add contacts from various sources combine several contacts into distribution lists edit and organize contacts share contacts with other users access contacts in your social networks interchange contacts with other applications Use Address Book settings In order to launch the Address Book application use one of the following methods Click on Address Book in the menu bar Click on Address Book on the Apps page below Your applications Copyright Open Xchange Inc 2012 2013 63 OX Address Book The Address Book Components 7 1 The Address Book Components An introduction to the user interface can be found in The User Interface Toolbar Contains the following icons Add icon El Creates a new contact 66 or a new distribution list 66 Note This function is only enabled if you opened an address book for which you have the appro priate permissions to create objects Folder icon Opens or closes the folder tree Search icon Opens an input field for searching 122 for contacts with a certain name Folder tree Displays the contacts folders and enables you to navigate the folder structure 124 In order to open the folder tree click the Toggle Folder icon Bin the toolbar The following functions are av
4. Click on Change password Copyright Open Xchange Inc 2012 2013 31 Ox Setting up Accounts for Social Net First Steps works 3 5 Setting up Accounts for Social Networks How to set up an account for accessing social networks 1 Click the System menu icon El on the right side of the menu bar Click on Settings in the menu 2 Click on Mail and Social Accounts in the sidebar 3 Click on Add in the display area Select a social network from the menu e g Facebook You will be directed to the social network page where you are asked for your credentials 4 Enter your credentials for the social network account In order to finish the process click on the re spective button 32 Copyright Open Xchange Inc 2012 2013 OX 4 Applications Learn how to work with 40ps the Agps components which Apps exist and what they offer How to launch Apps Click the Apps icon in the menu bar Copyright Open Xchange Inc 2012 2013 33 OX Applications The Apps Components 4 1 The Apps Components An introduction to the user interface can be found in The User Interface On the Your applications page you will see an overview of all available applications To launch an application click the application s icon 34 Copyright Open Xchange Inc 2012 2013 Which Applications do Exist Applications OX 4 2 Which Applications do Exist Portal The central information point for new E Mails or
5. 1 Open the Unified Mail folder in the folder tree 2 As an alternative click on a subfolder of the Unified Mail folder Tip The account is indicated with a label below an E Mail s subject in the sidebar 54 Copyright Open Xchange Inc 2012 2013 E Mails within a Team E Mail OX 6 6 E Mails within a Team The following options exist Sharing E Mails Subscribing to E Mail folders Inviting all E Mail recipients to an appointment Saving all recipients of an E Mail as a distribution list 6 6 1 Sharing E Mails You can share your E Mails with internal users Depending on the requirements different methods can be applied To make E Mails available to internal users proceed as follows Create a new personal folder to which you will copy or move the required E Mails Share this folder with all users or only with certain users The users have to subscribe to your shared E Mail folder in order to have access to the E Mails If another user shared an E Mail folder with you you have to subscribe to the shared E Mail folder in order to have access to the E Mails 6 6 2 Subscribing to E Mail folders In order to see E Mail folders shared by other users you have to subscribe to those folders How to subscribe to shared E Mail folders 1 Open the folder tree 2 Click on the Add button EJ below the folder tree Click on Subscribe IMAP folder 3 Inthe Subscribe IMAP folders window activate the checkb
6. OX App Suite User Guid OX OX App Suite OX App Suite User Guide Publication date Wednesday 10 April 2013 Version 7 0 1 Copyright 2006 2013 OPEN XCHANGE Inc This document is the intellectual property of Open Xchange Inc The document may be copied in whole or in part provided that each copy contains this copyright notice The information contained in this book was compiled with the utmost care Nevertheless erroneous statements cannot be excluded altogether Open Xchange Inc the authors and the translators are not liable for possible errors and their consequences The names of software and hardware used in this book may be registered trademarks they are used without warranty of free usability Open Xchange Inc generally follows the spelling conventions of the manufacturers The reproduction of brand names trade names logos etc in this book even without special markings does not justify the assumption that such names can be considered free for the purposes of trademark and brand name regulations 2 Copyright Open Xchange Inc 2012 2013 Table of Contents 1 About this Documentation ss 9 1 1 Who is the target group for this documentation oe eeseteeeeeeeeeteeneneeeeeeeees 10 1 2 Which contents are included in the documentation cece eeeeenteeeeeeeeeeeeens 11 1 3 Design Elements sirien ccccceceeeesesscccceeeeeeeseenseceeneeceeeseensnaeanaeaeeeeesseneeneaaaeseeesesneneeeaes 12 VAC TERMIN OO
7. 57 edit 57 set up 57 use 57 External participant definition 14 F FAQ see questions and answers 143 Files 89 add to portal 98 components 90 copy 97 create new 95 delete 98 display 92 display contents 93 display documents 93 display in icon view 92 display in list view 92 edit description 97 edit multiple 99 editing versions 98 manage 96 move 97 open 93 rename file 97 send as E Mail attachment 96 send as link 96 show link 96 Files app 89 Files settings Audio enabled 102 default view 102 Video enabled 102 First steps 23 Folder delete 126 grant 129 grant permissions 129 move 125 navigate in folder structure 124 open 124 rename 125 subscribe E Mail folder 55 Folder structure navigate 124 Folder tree change width 124 open 124 Folders 124 create 125 personal folders 124 public folders 124 shared folders 124 type 124 Forwarding E Mails 48 Function definition 14 G Getting started 17 Global address book definition 14 H Handling OX App Suite 21 l iCal import 140 Images as slideshow 94 Import appointments 136 contacts in CSV format 140 contacts in vCard format 140 import iCal files 140 tasks 136 Import data 136 import from file contacts 66 Importing E Mail 52 Importing from files appointments 80 Internal E Mail account definition 14 L Label categorize E Mails 50 Copyright Open Xchange Inc 20
8. 2 Inthe Compose new E Mail page complete the details for sending the E Mail 46 9 5 2 Sending files as E Mail attachments You can send the current version as an E Mail attachment You can send the current versions of multiple files at one time as E Mail attachments How to send the current version as an E Mail attachment 1 Depending on the view selected use one of the following methods In the cons view click on a file In the pop up click on Send by E Mail In the Z stview select a file in the sidebar Click on Send by E Mail in the display area 2 Complete all data for sending the E Mail 46 on the Compose new E Mail page 9 5 3 Showing the link to a file You can show the link to a file that is saved in the A es app How to show the link to a file Depending on the view selected use one of the following methods In the cons view click on a file In the popup click on Show link In the Z stview select a file in the sidebar Click on Show link in the display area 96 Copyright Open Xchange Inc 2012 2013 Editing file names Files Ox 9 5 4 Editing file names You can edit a file name How to edit the file name Prerequisite You have the appropriate permissions for editing objects in the folder containing the file 1 Depending on the selected view use one of the following methods In the cons view click on a file In the pop up click on More In the menu click on Rename In the Z
9. Folder icon Bin the toolbar The following functions are available If clicking on a folder appointments within that folder are displayed The icons Add folder El and Edit folder E below the folders offer functions for Organizing da ta 121 The Close icon E closes the folder tree Display area in the calendar views Day Work week Week Month Displays the calendar view for the selected time range The selected time range is displayed at the top left corner of the calendar sheet The navigation bar above the calendar sheet allows selecting a time range The Show a checkbox at the top right corner of the calendar sheet defines which appointments to display 2 If enabled all appointments from all your private calendars are displayed 2 If disabled only the appointments in the currently selected calendar are displayed In the Day Work week and Weekviews an area for creating 79 all day appointments is shown on top of the calendar sheet In the Day Work week and Week views the current time in the calendar sheet is highlighted with a red line In the Work week Week and Monthviews the current day in the calendar sheet is highlighted with a colored background In the Month view the selected month calendar week and the year are displayed to the right of the calendar sheet A scrollbar on the right side allows selecting a different month Depending on the confirmation status the appointments are highlighted with different co
10. Mail to the portal 51 6 5 10 Saving E Mails seen 51 6 5 11 Importing E Mails ses 52 6 5 12 Printing E Mails sise 52 6 5 13 Deleting E Mail messages 00 0 eee ee seeeececeeeeeentaeeeceeeeeseeseaaeaeeeeeereeteesaaeess 52 6 5 14 Editing multiple E Mails at ONCE oo eee eeenseneceeeceeeseesenteaeeeeeereetesnaaeess 53 6 5 15 Editing all the E Mails in an E Mail thread ee eeeesseeeceeeeeeeeeentaeeeeees 53 6 5 16 Using Unified Mail 54 6 6 E Mails within a TA areas en one ns 55 6 6 1 Sharing E Mails 24448 sea needed 55 6 6 2 Subscribing to E Mail folders eee eeesenenneceeeeeeeseeneaeaeeeeeereeseenaaeeeeess 55 6 6 3 Inviting all E Mail recipients to an appointment 0 ee eee eeeeeeeeeeeeeeeenteaeees 55 6 6 4 Saving all recipients of an E Mail as a distribution list 55 6 7 External E Mail ACCOUN S 45 naar dinnccasydseasserinateetaacuedssaagedeesadtaediebinaddeataeesead 57 6 7 1 Setting up and editing external E Mail ACCOUNTS ee eeeeeeteeeeeeeeeeeeeees 57 6 7 2 Using an external E Mail ACCOUNT 0 ec eeeeeeesenteeeeeceeeeeseentaaeeeeeeeerteeeeaaeas 57 6 8 E Mail Settings nainen n audea ches dhtanachsceduesasttaviearded casa N E EN 59 Z Address BOOK nd sseins inasvintpieaien iutnsiedetsaneteentotoptutensnonaiens 63 7 1 The Address BOOK Components ss 64 7 2 Displaying Contacts 24 se ane paideia nie rene den te trans 65 7 3 Adding COMMAS sans tante sn NE tee in en ire in ee ententes 66 2 3 1 Cr
11. Send mail in the display area 3 Fill in the details in order to Send a new E Mail 46 7 5 2 Inviting contacts to an appointment You can use the address book to invite a contact multiple contacts or a distribution list s contacts to an appointment How to invite contacts to an appointment 1 Select a contact or a distribution list from the sidebar 2 Click on Invite to appointment in the display area 3 Complete the details for creating an appointment 7 5 3 Editing contacts Contact data can be edited at a later point of time The editing window shows the data that is most frequently used Other data can be displayed How to edit a contact Prerequisite You have the appropriate permissions to edit objects in the folder containing the contact Select a contact in the sidebar Click on Edit in the display area The contact s data is displayed Edit the data Click on Save e SN 68 Copyright Open Xchange Inc 2012 2013 Moving contacts Address Book OX 7 5 4 Moving contacts You can move one contact or multiple contacts at once to another folder How to move a contact to another folder Prerequisite You need to have the appropriate permissions to create objects in the target folder 1 Select a contact in the sidebar 2 Click on More in the display area Select Move from the menu 3 Select a folder in the Move window Click on Of Tip In order to move contacts using drag and drop select a
12. To open the inbox click on Show nbox To confirm new appointments click on the Confirm button To close the notification area click the Unread badge icon again Keyboard input As an alternative to the mouse you can use the following keys In order to move the cursor within input fields use the following keys cursor keys Home End In order to browse a list use the cursor keys In order to select a function use the following keys Tab Shift Tab The function selected will be highlighted In order to execute the function selected press Enter 28 Copyright Open Xchange Inc 2012 2013 Customizing the Basic Settings First Steps OX 3 2 Customizing the Basic Settings How to customize the basic settings 1 Click the System menu icon EJ in the menu bar Click the Settings menu item 2 Click on Basic settings in the sidebar 3 Change the Settings 29 The following settings are available Language Time zone Refresh interval Theme Default application after login Auto Logout Automatically open notification area on new notifications Empty Cache Language Defines the user interface language Time zone Defines the time zone to which all time bound entries refer Refresh interval Defines the interval for retrieving new objects from the server Theme Defines the color scheme for the user interface Default application after login Defines the application tha
13. and tasks in iCal format Importing contacts in the vCard format Importing contacts in the CSV format 13 1 1 Importing appointments and tasks in iCal format The following information help you with successfully importing data in iCal format Which iCal objects are imported Which iCal object properties are not supported Accomplishing an iCal import 13 1 1 1 Which iCal objects are imported A description of all iCal objects can be found in the document RFC2445 http tools ietf org html rfc2445 The following table shows which iCal objects are imported and which are not The information in the columns Appointments and Tasks have the following meaning X means the object is imported The object value is set in RFC2445 A number like 255 means the object is imported The number indicates the maximum number of characters The entry unlimited means the object is imported There is no limit for the maximum number of characters The entry means the object is not imported 136 Copyright Open Xchange Inc 2012 2013 Importing appointments and tasks in Ox iCal format Exchanging Data Category iCal object Appointments Tasks Calendar Properties CALSCALE METHOD E PRODID VERSION Calendar Components VALARM VEVENT VFREEBUSY VJOURNAL VTIMEZONE X X VTODO X X Component Properties ATTACH ATTENDEE X X CATEGORIES X X CLASS X X COMMENT COMPLETED X CONTACT CREATED X X DESCRIP
14. by E mail option is enabled The external partner receives an E Mail with an appointment invitation in iCal format Information can be found in Displaying Appointments 8 6 2 Sending an E Mail to participants You can send an E Mail to all appointment participants How to send an E Mail to all appointment participants 1 Depending on the view selected use one of the following methods In the views Day Work week Week or Month click on an appointment In the pop up click on Send mail to all participants In the Z st view select an appointment in the sidebar Click on Send mail to all participants in the display area 2 Complete the details for Sending the E Mail 46 8 6 3 Creating a distribution list from the list of participants You can create a distribution list from an appointment s list of participants How to create a distribution list from an appointment s list of participants 1 Depending on the view use one of the following methods In the views Day Work week Week or Month click on an appointment In the pop up click on Save as distribution list In the Z stview select an appointment from the sidebar Click on Save as distribution list in the display area 2 Complete the details for creating the distribution list 67 86 Copyright Open Xchange Inc 2012 2013 Scheduling appointments with several Ox participants Calendar 8 6 4 Scheduling appointments with several participants When
15. found next to the toolbar The remaining space is used for the sidebar and the display area Depending on the action executed the pop up window or the notification area will overlap the display area Text or user interface icons that can be clicked are displayed in blue You can also use the keyboard to access the user interface functions The following screen shots show the user interface using the a application as an example Menu bar Contains the following icons and buttons Icon for launching Applications Buttons for launching applications like 4 Ma or Calendar Depending on the action additional buttons might be displayed e g if composing a new E Mail or editing an appointment Unread Badge icon E The icon notifies you of the number of new objects e g unread E Mails or scheduled appointment invitations Clicking opens the notification area Refresh icon Reloads objects from the server Irrespective of this function objects are refreshed in regular intervals System menu icon El Opens a menu with the following entries o Settings Opens a page that allows customizing settings 2 Help Opens the online help a Fullscreen Switches to fullscreen mode or back to windowed mode o Sign out Signs you out from the groupware Toolbar 24 Copyright Open Xchange Inc 2012 2013 The User Interface First Steps OX The toolbar is on the left It contains the following icons New icon EB Create
16. has been re created changed or deleted E Mail notification for task creator Specifies whether you will receive an E Mail notification if the following is true A participant accepted or declined a task created by you E Mail notification for task participant Specifies whether you will receive an E Mail notification if the following is true A participant accepted or declined a task in which you participate Copyright Open Xchange Inc 2012 2013 119 120 Copyright Open Xchange Inc 2012 2013 Ox 12 Organizing Data Learn how to organize your data Find objects by using the search function Work more efficiently with folder management Organize your team work by granting permissions Use your social network data such as your LinkedIn data or share information with external partners with the help of Publish amp Subscribe Copyright Open Xchange Inc 2012 2013 121 OX Organizing Data Searching for Objects 12 1 Searching for Objects Use the search function to find objects like E Mails or contacts with the help of a search term How to search for objects 1 2 3 In the folder tree open the folder that you want to browse Click the Toggle Search icon E in the toolbar Enter a search term Press Enter or click the Search icon next to the input field The sidebar displays the objects matching the search term Depending on the app respective checkboxes are displayed
17. invite from address book 68 manage 83 move to folder 84 print 84 resolve conflicts 80 scheduling with several participants 87 send E Mail to participants 86 appointments import from files 80 Apps Address Book 63 Calendar 75 components 34 E Mail 41 Files 89 Tasks 109 Text 103 Basic settings 29 automatically log out 29 Automatically open notification area on new notifica tions 29 Default application after login 29 Empty Cache 29 language 29 refresh interval 29 theme 29 time zone 29 Best practices 143 C Calendar 75 components 76 Calendar settings Default time for reminder 88 display refused appointments 88 E Mail notification for appointment creator 88 E Mail notification for appointment participant 88 E Mail notification for new changed or deleted 88 End of working time 88 Start of working time 88 Time scale in minutes 88 View 88 Change password 31 Change task confirmation 115 Changing appointment status 84 Collect addresses 50 Contacts add 66 copy 69 create 66 delete 69 display 65 distribution list 67 edit 68 edit multiple 70 exporting 141 import from file 66 importing in CSV format 140 importing in vCard format 140 invite to appointment 68 move 69 organize 68 print 69 send as vCard 69 send E Mail to 68 subscribe from social networks 66 Copy contacts 69 E Mail 49 files 97 Create contact 66 Create distribution list from list of pa
18. is launched Date of receipt Subject Label 50 button Opens a menu allowing you to assign a colored label to the E Mail If the E Mail is part of an E Mail thread the following is displayed a number representing its po sition within the E Mail thread a slash and the number of E Mails in the E Mail thread Number 1 is the oldest E Mail If the E Mail was sent to several recipients the following is displayed 2 All other recipients If clicking on a name a pop up opens o All recipients button If it is clicked on the menu entries Save as distribution list 55 and Invite to appointment 55 are displayed If the E Mail contains attachments the names of the E Mail attachments 45 are displayed Buttons Reply All Reply 47 Forward 48 Mark Unread Mark read 50 Delete 52 If clicking on More a menu opens with the following functions Move 49 Copy 49 View source 50 Reminder 51 Add to Portal 51 Save as file 51 If the E Mail is part of an E Mail thread additional buttons are shown in the display area on top These buttons allow you to activate functions for all of the E Mails in the thread 53 E Mail text Quotes from previous E Mails are introduced with a vertical line If clicking on the line or on Show more the complete quote is displayed In an E Mail thread the current response is displayed on top and the original E Mail at the bottom Copyright Open Xchange Inc 2012 2013 43 OX
19. messages from messaging platforms like Twitter Facebook or online news The content can be configured according to your needs E Mail Send receive and organize your E Mails Share E Mails with other users Keep the overview of all your E Mail accounts with external providers Address Book Organize and maintain private and business contacts Use the contacts from your social networks Share contacts with others Calendar An overview of your private and business appointments Organize meetings with internal users and external participants Text Create edit and print formatted documents in common Office file formats Use the other apps to organize your documents or to share them with users and external partners Files Use the file store for centrally maintaining information or sharing information with others Use the files in the office at home and on the road Share files with users and external partners Tasks Plan and organize your activities Use the reminder function for due tasks Delegate tasks to others Copyright Open Xchange Inc 2012 2013 35 36 Copyright Open Xchange Inc 2012 2013 OX 5 Portal Learn how to work with the Porfa application the components customize the contents There are several options for launching the Portal application Click on Portal in the menu bar Click the Apps icon in the menu bar Click on Portal in the Your applications page Copy
20. move an individual E Mail or a complete E Mail thread to another folder How to move an E Mail Prerequisite You have permission to create objects in the target folder 1 Select an E Mail in the sidebar 2 Click on More in the display area Select Move from the menu 3 Select a folder in the Move window Click on the Move button Tip You can also move multiple E Mails at once or all the E Mails in an E Mail thread Tip In order to move E Mails using drag and drop select an E Mail or multiple E Mails in the sidebar Drag the selected E Mails to a folder in the folder tree and drop it there 6 5 2 Copying E Mails You can copy an individual E Mail or a complete E Mail thread to another folder How to copy an E Mail Prerequisite You have permission to create objects in the target folder 1 Select an E Mail in the sidebar 2 Click on Copy in the display area Select Copy from the menu 3 Select a folder in the Copy window Click on Copy Tip You can also copy multiple E Mails at once or all the E Mails in an E Mail thread Copyright Open Xchange Inc 2012 2013 49 OX E Mail Marking E Mails as read or unread 6 5 3 Marking E Mails as read or unread Unread E Mails will have an Unrread icon M in the sidebar In order to mark an E Mail as read or unread you can do the following mark an individual E Mail or a complete E Mail thread as read or unread mark all E Mails of an E Mail folder as unread How to mark a
21. new folder in the Public files folder You are the owner Other users will get no rights You have to set the permissions for the new folder If you then create new subfolders in this folder the permissions for this folder are inherited by the new subfolders Information on how to grant permissions can be found in 12 4 4 Sharing folders page 129 If you create a new folder in the shared folder of another user The user who shared the folder is the owner You as well as other users will get the same rights as for the parent folder 128 Copyright Open Xchange Inc 2012 2013 Sharing folders Organizing Data Ox 12 4 4 Sharing folders In order to share data with other users share one or more folders You can share a folder by granting other users particular rights for the folder You can grant rights for a folder change the rights for a folder grant rights by applying a user role and delete the rights for a folder Note Consider the following restrictions In order to grant rights for a folder to another user you have to have the administrator right for that folder You can not share your personal nbox folder In order to grant other users access to your E Mail messages share an E Mail folder that is located below your nbox folder Other users have to subscribe to this E Mail folder See 6 6 2 Subscribing to E Mail folders page 55 You have the exclusive rights for your personal calendar contac
22. next to the input field Use those checkboxes to find objects by activating the boxes with matching properties Use one of the following methods to reset the search result Click the Toggle Search icon E in the toolbar again Click on Cancel search below the sidebar 122 Copyright Open Xchange Inc 2012 2013 Printing Objects Organizing Data OX 12 2 Printing Objects There are different printer settings available when printing objects e g paper size borders or installed printers selection The Avint window displays the printer settings on the left side and a print preview on the right side How to use the printer settings Prerequisite The Zint window is displayed 1 To select an installed printer click on the Change button in arget 2 To define the pages to be printed change the settings in Pages 3 In Copies define the number of prints In Layout define the page orientation In Co or you can set whether color documents should be printed in color or gray scales 4 In Borders define the border size To customize the values proceed as follows a Select the Customized setting in Borders b In the print preview drag the borders to the wanted position You can also click on a value to enter the wanted value 5 In Options define whether headers and footers are to be printed Copyright Open Xchange Inc 2012 2013 123 OX Organizing Data Folders 12 3 Folders Folders help you ke
23. of the calendar sheet Select one of the calendar views Day Work week Weekor Month In the calendar sheet drag open an area ranging from the beginning to the end of the new appointment How to use additional functions when creating appointments Prerequisite The page for creating a new appointment is open Copyright Open Xchange Inc 2012 2013 79 OX Creating appointments from iCal at Calendar tachments 1 To create a recurring appointment activate Repeat The current repetition parameters are displayed To set the repetition parameters click on the value Examples can be found in the Calendar questions and answers To hide the repetition parameters click the Close icon X To show them again click on Edit 2 In Display as you can set the availability display Examples can be found in the Calendar questions and answers 3 If the subject is not to be shown to other users activate Private Private appointments are marked with the Private icon E 4 To add other participants or resources enter the participants E Mail addresses or the resource s name in the input field below Participants Click the icon Tip While entering the E Mail address matching suggestions are displayed To accept a suggestion use one of the following methods Use the scrollbar to browse the list Click on a suggestion Use the cursor keys to select a suggestion Press Enter To remove a participant or a resource click the ico
24. of working time Defines the start of the working hours End of working time Defines the end of the working hours View Specifies the default appointment view Display refused appointments Defines whether appointments that you refused are displayed Default time for reminder Defines the pre set time interval for the appointment reminder E Mail notification for new changed or deleted Specifies whether you will receive an E Mail notification if the following is true An appointment in which you participate has been re created changed or deleted E Mail notification for appointment creator Specifies whether you will receive an E Mail notification ifthe following is true a participant accepted or declined an appointment created by you E Mail notification for appointment participant Specifies whether you will receive an E Mail notification ifthe following is true a participant accepted or declined an appointment in which you participate 88 Copyright Open Xchange Inc 2012 2013 OX 9 Files Learn how to use the es application the es components search and display files open files and show their contents view or play multimedia files create files organize files share files with other users or external partners use the es settings In order to launch the f es application use one of the following options Click on Files in the menu bar Click on Files below Your appli
25. scheduling an appointment with several participants or resources the Scheduling view shows free and busy time periods for the users and resources In order to use the Scheduling view you have the following options In order to create an appointment you can use the scheduling view on the Create appointment page You can directly open the Scheduling view to create an appointment in a free time range Both options have the same result How to use the Scheduling view on the Create appointment page 1 Add one or several users as participants on the Create appointment page 2 Click on Find a free time 3 The Scheduling page shows the following information The appointment s participants There is a color assigned to each participant The participants appointments Each appointment is displayed in the color assigned to the par ticipant You can use the following functions In order to select another time range use the naviagation bar on top of the calendar sheet Add or remove participants or resources To change the view click on Change view on the bottom right side 4 Inthe calendar sheet drag open a free area from the start to the end date of the new appointment The Create appointment page opens 5 Complete the details for creating the appointment 79 How to directly open the Scheduling view 1 Click the Scheduling icon Fin the toolbar 2 Add resurces or other users as participants at the bottom left side of the Sched
26. shown 92 Copyright Open Xchange Inc 2012 2013 Opening Files and Displaying Contents Files OX 9 3 Opening Files and Displaying Contents Depending on a file s content different functions are available display or download a file s content 93 display the contents of documents in Office file formats 93 play multimedia files 94 9 3 1 Displaying a file s content In order to display a file s content use one of the following methods Plain text files or images in common file formats can be displayed or downloaded in the browser You can download files and open them with a suitable software There are special functions available for Documents 93 and multimedia files 94 How to display a file s content 1 Open a folder containing files in the folder tree 2 Depending on the view selected use one of the following methods Click on a file in the cons view Click on Open in the pop up window In the Z stview select a file in the sidebar Click on Open in the display area 3 Depending on the file s content the result varies Plain text files and images in common file formats are directly displayed in the browser Documents are displayed in the Document Viewer For other files a system window opens that allows to download the file Tip Learn how to download a certain file version by reading Section 9 5 10 Working with versions How to download a file 1 Open a folder containing
27. subscribe Learn more 89 Folders and permissions Folders and their permissions play an important role in exchanging information with other users Each groupware object is saved in a specific folder The folder tree helps to manage folders and permissions Use personal folders for sorting your e mails contacts appointments tasks and Infostore items Support your team by sharing certain folders with read or write access Benefit from the information of others by using objects in public or shared folders for your work The social functions in the groupware also make use of folders for collecting or sharing information with external partners Learn more 121 Copyright Open Xchange Inc 2012 2013 19 OX Getting started with the OX App Suite System Requirements 2 2 System Requirements In order to successfully work with the OX App Suite your local machine has to meet the following system requirements Resolution screen size The minimum display resolution is 1024 x 768 Browser Google Chrome latest version Browser settings Cookies must be enabled JavaScript must be enabled Pop up windows must be allowed 20 Copyright Open Xchange Inc 2012 2013 Operating Instructions Getting started with the OX App Suite OX 2 3 Operating Instructions The following techniques are required Using the left mouse button for clicking on elements Using drag and drop Multi selection by
28. the E Mail in the display area Select a menu entry Copyright Open Xchange Inc 2012 2013 53 OX E Mail Using Unified Mail 6 5 16 Using Unified Mail With Unified Mail you can display E Mails from multiple E Mail accounts in one central folder This gives you a quick overview of the multiple E Mail accounts inboxes Unified Mail can be described as follows In addition to an E Mail acount s Inbox the Unified Mail folder displays a further E Mail view for an account The E Mails actually exist only once E Mails in the Inbox s subfolders are not displayed in the Unified Mail folder The E Mails in the Unified Mai folder are marked with a label in the sidebar The label is displayed below an E Mail s subject It contains the E Mail account s name The internal E Mail account is marked with the label a The following functions are available To use Unified Mail enable the function for one or several E Mail accounts You can display E Mails in the Unified Mail folder HOw to activate Unified Mail for an E Mail account Click the System menu icon Ed on the right side of the menu bar Click on Settings Click on Mail and Social Accounts in the sidebar Select an external E Mail account in the display area below Mai and Social Accounts Click on Edit A popup shows the settings Enable Use Unified Mail for this account n up w N Click on Save in the popup How to display E Mails in the Unified Mail folder
29. to activate the change Forward E Mails as Specifies how an E Mail text is sent when forwarding the E Mail When choosing the Inline option the text is sent within the new E Mail text body When choosing the As attachment option the text is sent as an attachment to the new E Mail Format messages as Defines the format in which E Mails are sent If using the HTML option the E Mail text is sent with HTML markup You can format the E Mail text If using the Plain text option the E Mail text is sent as plain text without formatting If using the HTML and plain text option the E Mail text is sent with HTML markup and as plain text Line wrap when sending text mails after Specifies at how many characters a line break is inserted in the text of a new E Mail Default sender address Specifies the pre set sender address for new E Mails Auto save E Mail drafts Specifies the interval for saving an E Mail while being composed to the Drafts folder The Disabled option deactivates this function Allow HTML formatted E Mail messages Specifies whether or not displaying HTML messages is allowed In terms of bandwidth HTML messages have a high impact and can be a high security risk as they can contain dangerous scripts Block pre loading of externally linked images Specifies whether or not the preview of externally linked graphics in HTML E Mail messages is allowed If this option is enabled external graphics are not directly displayed T
30. 12 1 Searching for Objects cc eceeeseeeeeeeceeeeeeeeeceeecececececececececececececececececeeeceeeeeaees 122 12 2 Printing ODJOCtS asivisadesesessveaeiasilatwvasivarasaany seer EAE EE EN EEEN 123 12 3 FOLD OLS riie iiorriesinrine ienna aE AEn aE AAEE AEEA E AE EARE ERA E E a E 124 12 3 1 Folder CY DOS i 2 anse nine An iEn 124 12 3 2 Navigating within the folder structure ee eeeeeeesntceeeceeeeeeeenteaeeeeees 124 12 3 3 Creating folders sn 125 12 3 4 RENAMING folders ere 125 12 3 5 Moving folders nr 125 12 3 6 Deleting folders cicccccscisccecssiesccsseiaccccsstencccssiascdasstencccsdiaceccssucncccntdaecdag sas 126 Copyright Open Xchange Inc 2012 2013 OX App Suite OX 12 4 PErmiSSiIONS srr imersie ngns aeiia inae revi dees theaneededesdweeneees 127 12 4 1 Which permissions can be granted ssssssssessrssssesssreerrssrssesrrreeesssseere 127 12 4 2 Permissions for folders that already exist sseeseeeesssesrrrrrerrsresreens 128 12 4 3 Permissions for new folders eesesesssesssesesesesssssesesesesesesesesesesesesesesesesee 128 12 4 4 Sharing folders ses 129 12 5 PUBIISHESUDSCHIBES 4 srccsur urnnecasnrnsn caves star asnttane d tente cecesdagsdees etes dant dar d ere des 131 12 5 1 Subscribing to data iii 131 12 5 2 Publishing dat sessions sssnnseenear nr elioenee tan E AEEA 132 12 5 3 Managing subscribed and published folders 0 00 0 csssssessseseseseseseseeeeeees 132 13 Exchanging Data vex ccncec
31. 12 2013 149 OX Index M Manage E Mails 49 Move appointments to folder 84 contacts 69 E Mail 49 files 97 folder 125 tasks 114 Multimedia images audio video 94 N New E Mail 46 folder 125 0 Objects definitions 14 OX App Suite definition 14 Description 18 handling 21 interface 24 requirements 20 P Participants definition 14 Permissions 127 for existing folders 128 for new folders 128 grant 129 Personal contact data 30 Personal folders 124 Personal root folder 124 Play audio files 94 Play videos 94 Portal 37 add E Mail 51 add file 98 components 38 customize 39 Portal square add 39 Portal squares change order 39 Portal squares settings Color button 39 Delete icon 40 Disable button 40 Edit button 39 Enable button 40 Print appointments 84 calendar sheet 84 contacts 69 E Mail 52 tasks 115 Printer settings 123 Printing using printer settings 123 Public folders 124 Publish amp subscribe 131 folders overview 132 managing folders 132 subscribing data 131 Publish amp Subscribe publishing data 132 Q Questions and answers 143 calendar create appointment as representative 145 calendar use availability 145 calendar using recurring appointments 145 change password 143 contacts from social networks 144 create tasks from E Mails 144 E Mail auto forward 144 E Mail external E Mail accounts 144 E Mail reduce typing 14
32. 2 2013 OX Who is the target group for this docu About this Documentation mentation 1 1 Who is the target group for this documentation This documentation is addressed to the end user 10 Copyright Open Xchange Inc 2012 2013 Which contents are included in the Ox documentation About this Documentation 1 2 Which contents are included in the documentation This documentation describes working with a typical OX App Suite installation and configuration The installed version and the configuration of your groupware might differ from what is described here If this documentation contains descriptions of functions that are not available in your installation please contact your administrator or host As the OX App Suite software has a modularised structure consisting of individual applications it is possible to purchase additional applications or functions through upgrades Copyright Open Xchange Inc 2012 2013 11 OX About this Documentation Design Elements 1 3 Design Elements In favour of better legibility the text content of this guide is illustrated using the following design elements Buttons Buttons or functions that can be clicked are highlighted in bold Example Click on Compose new email Label Labels for user interface elements like the names of windows or input fields are highlighted in Italics Example The Compose new email page is displayed Key labels Key labels are
33. 4 E Mail using Copy to and Blind copy to 144 find buttons or input fields 143 find free times when creating appointments 145 messages from social networks or news pages 144 Notify new objects 143 personal data and settings 143 send E Mail to multiple addresses at once 144 share contacts with external partners 145 share folder set permissions 146 sharing documents with external partners 146 using tasks or appointments 144 Questions and anwers E Mail Unified Mail 144 R Reminder E Mail 51 Rename files 97 renaming folders 125 replying to E Mails 47 Resolving appointment conflicts 80 S Save E Mail 51 53 Search 122 Send contacts as vCard 69 Send vCard 69 Sending E Mails 46 150 Copyright Open Xchange Inc 2012 2013 Index OX Setting up social networks 32 Settings basic settings 29 calendar 88 change password 31 E Mail 59 files 102 personal contact data 30 portal squares 39 setting up accounts for social networks 32 tasks 119 Shared folders 124 Sharing 127 Sharing folders 129 Showing E Mail source marking E Mails 50 sign in sign out 22 Social see publish amp subscribe 131 Subscribe E Mail folders 55 messages from social networks 39 RSS feeds 39 subscribe to RSS feeds 39 system windows definition 14 T Tasks 109 110 change confirmation 115 change due date 114 confirm invitation 113 create new 112 delegate to others 117 delete 11
34. 5 8 1 The Calendar Components sise 76 8 2 Displaying Appointments ses 78 8 2 1 Displaying appointments in a calendar view 2 0 eee eeeeenteeeeeeeeeeeeeentaaeees 78 8 2 2 Displaying appointments in the list view ce sceeeeeceeeeeseenenneeeeeeeeeteeneaaeas 78 8 2 3 How are appointments displayed eceeeeeesentenececeeeeeseeneneeeeeeeereeeeas 78 8 3 Creating APPOINTMENTS ss rien cede seeeceteeeesdebdessstedeacesseteecsstedeeresdedeesasteaeneeseeaes 79 8 3 1 Creating new APPOINTMENTS 2 0 eeeceecececececececeeeteeeeeeeteeeeeeeseeeeeeeeeeeeeees 79 8 3 2 Creating appointments from iCal attachments eeeeeseseceeeeeeeeeentneeeeees 80 8 3 3 Importing appointments from files oo eee esteeeeeceeeeeeeenteaeeeeeeeereeeeeaaes 80 8 3 4 Subscribing appointments from other calendars eeeeeesesseeeceeeeeeeeeetees 80 8 3 5 Resolving appointment conflicts oo eee eeeeenteceeeceeeeeseentaaeeeeeeeeeeeeeeaaes 80 8 4 Answering Appointment INVITATIONS ee eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 82 8 5 Managing appointments ssssissisisiiisiisisresioh tsedi sisvenei miian siaii iian 83 8 5 1 Editing appointments ss 83 8 5 2 Editing appointments with drag and drop ssesssesesssssssssesrrssssssssrrreerrsssssesees 83 8 5 3 Changing the appointment status sssssssssserrersssssserrrestssssrerrreeerssseserees 84 8 5 4 Moving appointments to another folder sssssesseserssssssssrrrrresrssesrerrreresssse 84 8 5 5 Prin
35. 5 display 111 edit 114 edit multiple 115 exporting 141 import 136 manage 114 mark as done 114 move 114 print 115 working with others 117 Tasks settings E Mail notification for Accept Declined 119 E Mail notification for task creator 119 E Mail notification for task participant 119 Interval of the reminder in minutes 119 Tasks Tasks App 109 Team work appointments 86 contacts 71 E Mails 55 files 101 tasks 117 Terminology 14 Text 103 U components 104 Unified Mail 54 User definition 14 User interface V definition 14 display area 26 folder tree 25 full screen 24 keyboard input 28 menu bar 24 Notification Area 27 pop up 26 sidebar 26 Toggle Folder icon 24 Toggle Search icon 25 toolbar 24 unread badge 24 Vacation notice 48 View appointments 78 Copyright Open Xchange Inc 2012 2013 151 152 Copyright Open Xchange Inc 2012 2013
36. 5 Resolving appointment conflicts An appointment conflict happens if the following is true 80 Copyright Open Xchange Inc 2012 2013 Ox You are the participant of an existing appointment Your availability in Disp ay as is set to one of these values Booked Tentativeor Absent You create a new appointment Your availability in D so ay as is set to one of these values Booked Tentativeor Absent The new appointment is at the same time as an existing appointment As soon as you click on Create the message Conflict detected is displayed The appointments causing the conflict are displayed Resolving appointment conflicts Calendar To resolve the conflict use one of the following methods To create the appointment despite the conflict click on Ignore conflicts To resolve the conflict click on Cancel Change the appointment s times or set Display as to Free Copyright Open Xchange Inc 2012 2013 81 OX Calendar Answering Appointment Invitations 8 4 Answering Appointment Invitations If a user or an external partner adds you to the appointment recipients you will receive at least one of the following notifications You are informed about this appointment in the 7 o area You will receive an E Mail invitation for the appointment You can accept temporarily accept or refuse your participation in the appointment You can always change your appointment confirmation status later How to answe
37. E Mail Displaying E Mails 6 2 Displaying E Mails By default the content of the inbox is displayed Other E Mail folders can be opened from within the folder tree How to display an E Mail 1 Open an E Mail folder in the folder tree 2 In order to quickly find a particular E Mail use one of the following methods To find E Mails by entering a search term use the search function To sort the E Mail list click the Sort icon below the sidebar Select a sort criteria from the menu To only display unread E Mails in the list click the Sort icon below the sidebar Enable Unread only in the menu 3 Click an E Mail in the sidebar The content of the E Mail will be displayed in the display area If the E Mail contains an E Mail thread the current response will be displayed on top with the original E Mail at the bottom 4 Ifthe E Mail belongs to an E Mail thread you can use the following functions To display all previous E Mails from the E Mail thread in the sidebar click the Thread icon EE To display the content of a previous E Mail click on the previous E Mail in the sidebar To display the complete content of the E Mail thread click on the current E Mail in the sidebar To hide the previous E Mails in the sidebar click the Thread icon again E 5 If the E Mail contains quotes from a previous E Mail you can use the following function To display the complete quote click on the vertical line to the left side of th
38. Editing multiple appointments at once You can execute the following functions for multiple appointments at once Moving appointments to another folder Printing multiple appointments How to execute a function for multiple appointments at once 1 In the Z st view click the Select icon below the sidebar A checkbox is displayed next to each ap pointment in the sidebar 2 Enable the checkboxes for at least two appointments 3 Click on a function in the display area Copyright Open Xchange Inc 2012 2013 85 OX Calendar Team Appointments 8 6 Team Appointments The following options exist Sharing appointments Sending an E Mail to participants Creating a distribution list from the list of participants Scheduling appointments with several participants 8 6 1 Sharing appointments You can share your appointments with internal as well as external partners Depending on the require ments the methods can differ To share a calendar with your team proceed as follows Create a new personal or public calendar folder Share this folder with all users on your team If other team members should be able to enter appointments share this folder with write permissions Further information can be found in Permissions To invite external partners to an appointment proceed as follows When creating the appointment add external partners as externa participants Make sure the Notify all participants
39. Min the toolbar Click on Icons 2 Select a folder with images from the navigation path on top of the display area As an alternative open a folder with images in the folder tree 3 Click on View Slideshow in the display area To view the slideshow in fullscreen mode click on Fullscreen How to play audio files 1 Click the View icon EA in the toolbar Click on Icons 2 Select a folder with audio files from the navigation path on top of the display area As an alternative open a folder with audio files in the folder tree 3 Click on Play audio files in the display area A player window opens To play the audio files in the background click on Minimize How to play video files 1 Click the View icon in the toolbar Click on Icons 2 Select a folder with video files from the navigation path on top of the display area As an alternative open a folder with video files in the folder tree 3 Click on Play video files in the display area A player window opens 94 Copyright Open Xchange Inc 2012 2013 Creating Files Files Ox 9 4 Creating Files A file can consist of a description one or more versions of a locally saved file comments How to create a new file 1 Open a folder in the folder tree Note Open a folder for which you have the appropriate permissions to create objects Click the Add icon Edin the toolbar Click on Upload new file Enter a description in the Add new file windo
40. Privacy Laws You are the responsible party according to the Federal Data Protection Act BDSG Germany or other Privacy Acts of your country especially when publishing personal data According to European and other national regulations you as the responsible party are in charge of data economy and must not publish or forward personal data without the person s consent Beyond legal obligations Open Xchange would like to encourage extreme care when dealing with personal data Please carefully consider where you store and to whom you forward personal data Please ensure ap propriate access protection e g by proper password protection If you publish data using the publish function other users or external users can use those data You can do the following Publishing an address book s or a files folder s content Enabling disabling deleting a publication Information can be found in Managing subscribed and published folders page 132 How to publish an address book s or files folder s content 1 Launch the Address Book oder Files app N Select the file folder containing the content to be published in the folder tree Click the Add folder icon El below the folder tree Click on Publish Set a publication name in the Au b ish folder window You can use the following options Select a template to set the content and display of the data published Protect the published data from unauthorized access by enabling Add cipher
41. SY ER are NE ess trente d s r in cetk ace ner et de se cle aa tetes ol me etes ele l te er Rte tat 14 1 5 Further Help ane entier sn int 15 2 Getting started with the OX App Suite sers 17 2 1 OX App Suite Definition 0 0 0 0 eeeseeeseesseeeseeseeeeseeseeeeseeeeeeeeeeseeseeeeseeseeseseeeseeeeees 18 2 2 System Requirements 0 0 ee eeeeeeeeeeteteteteteneaeaeaeaeaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaea 20 2 3 Operating IMSHHUCTIONS spionii siie ea i e ATE e AEEA NDES 21 2 4 Signing in Signing QUE 2 cccsecseetiesaniideaedneseiesderedeaevaerveesaunsddaadngtdesdernddendegrddestunnddes 22 3 FIFSE SCC DS cases cacccspiades E EE E E 23 3 1 Te Us riinterface ssssssnses sms Mann hante ioiai 24 3 2 Customizing the Basic Settings ee eeecsseeececeeeeeeeensaeeeceeeeeseseeaaeaeeeeeeeeeeeenaaees 29 3 3 Changing Personal Contact Data su 30 3 4 Changing the password ere 31 3 5 Setting up Accounts for Social Networks eee eeeeesenececeeeeeeeeneaeeeeeeeeeceeeenaaeeeeess 32 A Applications ecsicssescetcocevoneceeszics scesecpedvaveneintactecieedechedeiedestecatecsiniasestacaeenuas 33 4 1 The Apps Components issus 34 4 2 Which Applications do Exist ire 35 LEA 0 a ER EE EE RE 37 51 COMPONENTS sssini siaina nainun pan ainan iiinis na 38 5 2 GUSTOMIZING the Portal lt sicscissccerseasseceacss castecerscdeecssacetdeeedsacecsnecetceweasdeeranssabeeee saeeees 39 5 2 1 Changing the portal Squares order eeeeessececcceeecee
42. Select an entry 3 Some squares require additional data Enter the required values Click on Save Tip Inthe es app you can add a file as portal squre Tip In the Wa app you can add an E Mail as portal square 5 2 3 Changing the portal squares settings How to use the portal squares settings 1 Click the System menu icon Edin the menu bar Click on Settings in the menu 2 Click on Portal in the sidebar 3 Change the Settings 39 Tip You can also display the portal squares settings page by clicking on Customize this page in the Portal app The following settings are available Edit button Color button Disable button Delete icon Edit button Allows editing a square s settings e g the url or description Note This button is only available for certain squares Color button Defines the color used for displaying a portal square s name Copyright Open Xchange Inc 2012 2013 39 OX Portal Changing the portal squares settings Disable button Removes a square from the portal To display the square again click on the Enable button Delete icon Warning If you delete a square all settings for this square will be lost This icon deletes a square from the portal and from the list of squares on the settings page 40 Copyright Open Xchange Inc 2012 2013 Ox 6 E Mail Learn how to use the Ma application the Mai components search and view E Mails send E Mai
43. TION Unlimited Unlimited DTEND X X DTSTAMP DTSTART DUE x XxX XxX X DURATION x XxX XxX X X EXDATE EXRULE FREEBUSY GEO LAST MODIFIED LOCATION 255 ORGANIZER PERCENT COMPLETE X PRIORITY X Copyright Open Xchange Inc 2012 2013 137 Ox Importing appointments and tasks in Exchanging Data iCal format Category Property Parameters iCal object RDATE RECURRENCE ID RELATED TO REPEAT REQUEST STATUS RESOURCES RRULE SEQUENCE STATUS SUMMARY TRANSP TRIGGER TZID TZNAME TZOFFSETFROM TZOFFSETTO TZURL UID URL CUTYPE DELEGATED FROM DELEGATED TO DIR ENCODING FMTTYPE FBTYPE LANGUAGE MEMBER PARTSTAT RANGE RELATED RELTYPE ROLE Appointments 255 x OX X XxX X X X Tasks 255 x XxX X X X XxX XxX XxX 138 Copyright Open Xchange Inc 2012 2013 Importing appointments and tasks in Ox iCal format Exchanging Data Category iCal object Appointments Tasks RSVP SENT BY TZID X X VALUE X X 13 1 1 2 Which iCal object properties are not supported Be aware of the following restrictions Appointments such as The last Sunday of a month are supported Appointments with days counted from the end of the month are not supported Example The second last Sunday of a month If an appointment includes such information the appointment is not imported Alarm repetition is not supported Example Remind me four times If an appoin
44. The following options exist Delete individual E Mail messages or entire E Mail threads By default the E Mails are moved to the Trash folder Delete all E Mails of an E Mail folder Per default the E Mails are moved to the trash Recover deleted E Mail messages from the Trash Permanently delete E Mail messages from the trash Permanently deleted E Mail messages are irre vocably lost Warning If you enable the E Mail settings option Permanently remove deleted E Mails you will not be able to recover deleted E Mail messages It is recommended that you not use this setting How to delete E Mail messages 1 Select an E Mail in the sidebar 2 Click on Delete in the display area Result The E Mail is moved to the Zash folder Tip You can also delete multiple E Mails at once or all the E Mails in an E Mail thread How to delete all E Mails of a folder 1 In the folder tree select the folder which E Mails you want to delete 2 Click the Edit folder icon El below the folder tree Click on Empty folder 52 Copyright Open Xchange Inc 2012 2013 Editing multiple E Mails at once E Mail OX Result The E Mails are moved to the vash folder How to recover deleted E Mails 1 Open the Zash folder in the folder tree 2 Select an E Mail in the sidebar 3 Click on More in the display area Select Move from the menu 4 Select a folder in the Move window Click on Move Result The E Mail is moved to th
45. To do so proceed as follows Click on Signatures Select a signature from the list In order to hide the list again click on Signatures In order to display additional options click on More in the side bar You can use the following options set the priority request a receipt confirmation attach your business card In order to hide the options click on Options The settings will be kept 6 4 2 Replying to E Mails When replying to an E Mail some of the E Mail s input fields are pre filled The sender of the E Mail and additional recipients of the E Mail are automatically entered as recipients of the reply E Mail The E Mail subject is entered in the subject field of the reply E Mail The subject is preceded with the text Re The E Mail text is cited in the reply E Mail Each line is preceded with the character gt to indicate that it is a quotation How to reply to an E Mail 1 2 3 4 Select an E Mail in the sidebar Click on Reply in the display area To also reply to all other recipients click on Reply All Enter the E Mail text You can use additional functions e g E Mail attachments Click on Send Result The E Mail is sent Copyright Open Xchange Inc 2012 2013 47 OX E Mail Forwarding E Mails 6 4 3 Forwarding E Mails If you forward an E Mail some of the E Mail s input fields are pre filled The subject of the E Mail is entered as the subject of the forwarded E Mail The sub
46. ailable If clicking on a folder its contacts are displayed The Add folder El and Edit folder El icon below the folders offer functions for organizing data 121 and for interchanging data 135 The Close icon E closes the folder tree Navigation bar c Displays the contacts in the sidebar starting with the letter selected Sidebar Displays the names of the contacts in the opened address book The name and the first E Mail address are displayed The following functions are available f clicking on a contact its data is displayed in the Display area If clicking the Select icon below the sidebar a checkbox is displayed next to each contact You can select multiple contacts to edit them at once 70 The text below the list contains the name of the selected folder If clicking on the name the folder tree opens Display area Displays the contact data and the available functions Picture name job position profession Buttons Send mail 68 Invite to appointment 68 Edit 68 Delete 69 If clicking on More a menu with the following functions opens Move 69 Copy 69 Note Some buttons might not be displayed if you do not have the appropriate permissions Business and private addresses Business and private phone numbers E Mail addresses If clicking on an E Mail address a page for sending a new E Mail 46 opens Show QR code buttons If clicking on this a QR code with some essential contact data is displa
47. all In order to only display appointments in the calendar selected disable Show all 4 Click the Print icon E in the toolbar 5 To print using the currently selected printer click on Print To print using the system dialog click on Print Using System Dialog at the bottom left side 84 Copyright Open Xchange Inc 2012 2013 Deleting appointments Calendar Ox HOw to print an appointment s data 1 Depending on the view selected use one of the following methods Click on on appointment in the Day Work week Week or Month view Click on Print in the popup In the Z stview select an appointment in the sidebar Click on Print in the display area 2 If required change the printer settings 123 3 To print using the selected printer click on Print To print using the system dialog click on Print Using System Dialog at the bottom left side 8 5 6 Deleting appointments You can delete an individual appointment or multiple appointments at once How to delete an appointment Warning If you delete an appointment it is irrevocably lost 1 Depending on the view selected use one of the following methods Click on an appointment in the Day Work week Week or Monthview In the pop up click on Delete In the Z stview select an appointment in the sidebar Click on Delete in the display area 2 Confirm that you want to delete the appointment by clicking on Delete Result The appointment will be deleted 8 5 7
48. ample 3 An appointment should take place every second Wednesday It should start on 09 01 2013 The last appointment should be on 27 03 2013 Starts on 09 01 2013 Weekly The appointment is repeated every 2 weeks on Wednesday The series ends on 27 03 2013 Example 4 An appointment should take place on the first Monday of a month It should start on 04 02 2013 The appointment should take place twelve times Starts on 04 02 2013 Monthly The appointment is repeated on the first Monday of each month The series ends after 12 appointments Example 5 An appointment should take place each year on the last Friday in November It should start on 29 11 2013 Starts on 29 11 2013 Yearly The appointment is repeated every last Friday in November The series never ends How to find free times when creating appointments Click on Find a free time when creating an appointment or click the Scheduling icon B in the toolbar Information can be found in TITLE Questions about data organization and team work How can make certain contacts available to my external partners Copyright Open Xchange Inc 2012 2013 145 OX Best Practices 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 1 Add contacts from your social networks to an address book 2 Create a new contacts folder Copy all contacts that yo
49. an move a task or multiple tasks at once to another folder 114 Copyright Open Xchange Inc 2012 2013 Changing tasks confirmations Tasks OX How to move a task Prerequisite You have the permission to create objects in the target folder 1 Select a task in the sidebar 2 Click on More in the display area Click on Move in the menu 3 Select a folder in the Move window Click on OK Tip In order to move tasks using drag and drop select a task or multiple tasks in the sidebar Drag the selected files to a folder in the folder tree Drop them there 11 5 5 Changing tasks confirmations You can cahnge your task confirmation at a later point of time How to change your task confirmation 1 Select a task in the sidebar 2 Click on More in the display area Click on Change confirmation status in the menu 3 Awindow opens Select a confirmation status If required enter a message 4 Click on Change status 11 5 6 Printing tasks In order to print tasks you can do the following printa task s data How to print a task s data 1 Select a task in the sidebar 2 Click on More in the display area Click on Print in the menu 3 If required change the printer settings 123 4 To print using the currently selected printer click on Print To print using the system dialog click on Print Using System Dialog at the bottom left side Tip You can also print the data of multiple tasks at once 11 5 7 De
50. appointments from all your private calendars enable Show all To only display the appointments in the currently selected calendar disable Show all 4 Click on an appointment in the calendar sheet The calendar s data is displayed in the pop up You can do the following Display a participant s or a resource s details by clicking on the participant s or the resource s name An additional pop up opens Edit 83 the appointment Delete 85 the appointment 8 2 2 Displaying appointments in the list view How to display an appointment in the list view 1 Click the View icon Bin the toolbar Click on List 2 Open a calendar folder in the folder tree 3 Define the appointments to be displayed To view all appointments from all your private calendars enable Show all To only view the appointments of the currently selected calendar disable Show all 4 To quickly find a particular appointment use the search function 5 Click on an appointment in the sidebar The appointment s data is displayed in the display area 6 To display another appointment use one of the following methods Click on another appointment in the sidebar Use the cursor keys to browse the list 8 2 3 How are appointments displayed In a calendar view appointments are displayed in the following colors depending on the availability Tentative yellow Free green Booked blue Absent red 78 Copyright Open Xchange Inc 2012 2013 Cr
51. ark folder as read 50 move 49 print 52 reply 47 save 53 save as EML 51 saving recipients as distribution list 55 send 46 send from address book 68 send to appointment participants 86 send vacation notice 48 show source 50 Signature 61 subscribe folder 55 Unified Mail 54 E Mail settings Allow HTML formatted E Mail messages 60 Append vcard 59 Auto save E Mail drafts 60 automatically collect contacts while reading 59 automatically collect contacts while sending 59 Automatically select first E Mail 59 Block pre loading of externally linked images 60 color quoted lines 61 Default sender address 60 Display emoticons as graphics in text E Mails 60 fixed width font 59 format messages as 60 Forward E Mails as 60 Insert the original E Mail text into a reply 60 Line wrap when sending text mails after 60 Permanently remove deleted E Mail messages 59 Signature 61 thread view 60 E Mail thread 148 Copyright Open Xchange Inc 2012 2013 definition 14 E Mail see E Mail 41 E Mails co operate with others 55 display 44 edit entire E Mail thread 53 save attachments 45 view attachments 45 Edit appointments 83 contacts 68 documents 107 108 file description 97 tasks 114 versions 98 Elements definition 14 Empty Cache 29 Exporting appointments 141 contacts 141 tasks 141 External E Mail account definition 14 External E Mail accounts
52. ate permissions to create objects 2 Click the Add icon Bin the toolbar Click on Add distribution list 3 Enter a name for the distribution list in the List name field 4 Enter a contact s name and E Mail address Tip While entering the name suitable suggestions are displayed Click on a suggestion to add the name and E Mail address 5 Click next to the E Mail address to add the contact to the distribution list 6 In order to add further contacts repeat the previous two steps In order to remove a contact click X next to the contact 7 Click on Create list Copyright Open Xchange Inc 2012 2013 67 OX Address Book Organizing Contacts 7 5 Organizing Contacts Some of the techniques for organizing contacts require that contact folders have already been set up by you Information about creating folders can be found in Folders page 124 The following options exist Sending E Mails from within an address book Inviting contacts to an appointment Editing contacts Moving contacts Copying contacts Sending contacts as vCard Printing contacts Deleting contacts Editing multiple contacts at once 7 5 1 Sending E Mails from within an address book You can send an E Mail from within your address book to a contact to multiple contacts or to a distri bution list How to send an E Mail from within an address book 1 Select a contact or a distribution list from the sidebar 2 Click on
53. cations on the Apps page Copyright Open Xchange Inc 2012 2013 89 OX Files The es Components 9 1 The f es Components An introduction to the user interface can be found in The User Interface Toolbar Contains the following icons Add icon El Contains the following functions s Upload new file Creates a new file 95 o New text document Creates a new text document 106 View icon Bl Allows selecting one of the following views for the display area a Icons a List Toggle Folder icon Opens or closes the folder tree Toggle Search icon Opens an input field for searching 122 for files with a certain name Folder tree Displays the folders Allows navigation within the folder structure 124 In order to open the folder tree click the Toggle Folder icon Bin the toolbar The following functions are available If clicking on a folder its files are displayed The Add folder El and Edit folder El icon below the folders offer functions for Organizing data 121 The Pin icon El defines whether the folder tree overlaps the sidebar or the display area or is displayed next to the sidebar or display area Display area in the cons view Displays the following information Navigation path to the selected folder To open another folder click on the path If the folder contains images audio or video files functions for playing multimedia files 94 are displayed An icon for each file in th
54. ce The user interface consists of individual elements Elements Elements of the user interface Example windows labels buttons System windows Dialogue windows that offer certain operating system functions Ex amples of functions are printing opening an E Mail attachment and selecting a file Depending on the operating system on your local machine the look of the system windows may vary User A person working with the OX App Suite Each user has a username and a password All OX App Suite users make up the internal users group Global address book Contains the contact data for all internal users The users can edit their own personal data in the global address book Participant A user invited to an appointment or task External participant A person that is not a user but that participates in an appointment or task Internal E Mail account Your OX App Suite E Mail account You will automatically get this ac count You can not delete this account External E Mail account An E Mail account that you have set up with another provider e g a Google E Mail account You can access external E Mail accounts from within the OX App Suite E Mail thread An E Mail thread is an E Mail conversation and a running list of all the subsequent replies pertaining to the original E Mail All E Mails in an E Mail thread have the same subject The current E Mail corre sponds to the last reply 14 Copyright Open Xchange Inc 2012 2013 Further He
55. ck on New text document Click on Unnamed in the upper right side of the document bar Enter a name for the document Enter the text or paste text from the clipboard To edit the text use the common techniques from familiar applications To format characters or paragraphs use the tools from the document bar To finish click the Close document icon BM on the right side of the document bar 106 Copyright Open Xchange Inc 2012 2013 Editing Documents Text Ox 10 3 Editing Documents When editing documents you can do the following editing text formatting characters formatting paragraphs downloading or printing the selected document How to edit a document 1 2 Launch the es app Open a folder containing documents in the folder tree Note Open a folder for which you have the permission to create objects Depending on the view selected use one of the following methods In the cons view click on a document In the popup click on Edit In the Z stview select a document in the sidebar In the display area click on Edit The document will be opened for editing To edit the text use the common techniques from the familiar Office applications To format characters or paragraphs use the tools in the document bar Note All changes are immediately saved To download or print the selected document click the Download or Print Bicon in the document bar on the right side To finish editing and to close the d
56. code Send an E Mail with the access data by enabling Share Link by E mail a w 5 In order to finish the process click on Publish Tip A folder with published data are marked with the Cloud icon El If clicking the icon the Publications and Subscriptions settings are opened 12 5 3 Managing subscribed and published folders In order to get an overview of your subscribed and published data and to manage them you can 132 Copyright Open Xchange Inc 2012 2013 Managing subscribed and published Ox folders Organizing Data display all subscriptions or publications activate or deactivate subscriptions or publications edit the settings of a publication or subscription remove subscriptions or publications How to display all subscriptions or publications 1 Click the System menu icon EJ in the menu bar Click on Settings in the menu 2 Click on Publications and Subscriptions in the sidebar 3 Use the following functions to view more details To show the folder of the publication or subscription click on the navigation path below the publication s or subscription s name To show a web page with the publication click on the link below the publication name gt Tip You can only view information for a specific folder To do so click the Publication Subscriptions icon Ed next to a folder with a publication or subscription in the folder tree How to disable or enable publications or subscriptions 1 Click th
57. contact or multiple contacts in the sidebar Drag the selected contacts to a folder in the folder tree Drop them there 7 5 5 Copying contacts You can copy one contact or multiple contacts at once to another folder How to copy a contact to another folder Prerequisite You need to have the appropriate permissions to create objects in the target folder 1 Select a contact in the sidebar 2 Click on More in the display area Select Copy from the menu 3 Select a folder in the Copy window Click on OK 7 5 6 Sending contacts as vCard You can send a contact or multiple contacts at once as vCard attachment to an E Mail How to send a contact as vCard attachment 1 Select a contact in the sidebar 2 Click on Send as vCard in the display area 3 Complete the details for sending a new E Mail 46 7 5 7 Printing contacts In order to print contacts you can printa contact s phone data How to print a contact s phone data 1 Open an address book in the folder tree 2 Select a contact in the sidebar Click on More in the display area Click on Print in the menu 3 If required change the printer settings 123 4 To print with the currently selected printer click on Print To print using the system dialog click on Print Using System Dialog at the bottom left side Tip You can also print a phone list with multiple contacts 7 5 8 Deleting contacts You can delete an individual contact or multiple contacts at once
58. copy a file or multiple files at once to another folder How to copy a file Prerequisite You have the appropriate permissions to create objects in the target folder Copyright Open Xchange Inc 2012 2013 97 OX Files Adding files to the portal 1 Depending on the selected view use one of the following methods In the cons view click on a file In the pop up click on More In the menu click on Copy In the Z stview click on a file in the sidebar In the display area click on More In the menu click on Copy 2 Select a folder in the Copy window Click on Copy 9 5 8 Adding files to the portal You can add a file as portal square to the portal How to add a file to the portal Depending on the view selected use one of the follwing methods Click on a file in the cons view Click on More in the pop up window Click on Add to portal in the menu In the Z s t view select a file in the sidebar Click on More in the display area Click on Add to portal in the menu 9 5 9 Deleting files You can delete a single file or multiple files at once Warning A deleted file can not be recovered How to delete a file 1 Depending on the selected view use one of the following methods In the cons view click on a file In the pop up click on Delete In the Z s view select a file in the sidebar Click on Delete in the display area 2 Confirm that you want to delete the file Result The file will be del
59. current version is listed on top For each version the following information is displayed a the version s file name o version comments if available 2 name of the user who uploaded the version 2 date and time of the version s upload Copyright Open Xchange Inc 2012 2013 91 OX Files Viewing Files 9 2 Viewing Files By default the content of your personal files folder is displayed The folder is named My files You can choose one of the following views the List view the Icon view 9 2 1 Displaying files in the list view How to view a file in the list view 1 Click the View icon in the toolbar Click on List 2 Open a folder in the folder tree 3 In order to quickly find a certain file use the search function 4 Click on a file in the sidebar The file data is shown in the display area For some file types a preview is displayed 5 To display another file use one of the following methods Click on another file in the sidebar Use the cursor keys to browse the list 9 2 2 Displaying files in the icon view How to display a file in the icon view 1 Click the View icon in the toolbar Click on Icons 2 Select a folder from the navigation path on top of the display area or open a folder in the folder tree 3 In order to quickly find a particular file use the search function 4 Click a file s icon in the display area The data is displayed in the pop up For some file types a preview is
60. displayed in square brackets If several keys must be pressed the plus sign is added between the individual key labels Example Use ctrl c to copy the content to the clipboard Links Links in the text appear in blue Example Details can be found in 6 4 Sending E Mails page 46 Explanatory Text Text that describes several functions or options is written in list form Example You have the following options Send a new E Mail Reply to an E Mail Forward an E Mail Step by step instructions Instructions are shown as a numbered list If the instruction only consists of one step or several alternative steps numbering is not required Instructions are always introduced with wording indicating the target of the instructions Usually at the end of the instructions the result is men tioned Example How to answer an E Mail 1 Select an E Mail in the sidebar 2 Click on Reply in the display area next to the E Mail header 3 Enter the E Mail text 4 Click on Send in the command bar Result The E Mail is sent 12 Copyright Open Xchange Inc 2012 2013 Design Elements About this Documentation OX Tips for making the work much easier The tips for making work easier refer to actions that are optional e g alternatives to an instruction A tip is introduced with the word Tip Example Tip You can also add an attachment by dragging and dropping a document from a file browser or f
61. dy exist page 128 and in 12 4 3 Permissions for new folders page 128 Information on granting permissions can be found in 12 4 4 Sharing folders page 129 12 4 1 Which permissions can be granted In order to easily grant logical permission combinations there are specific preset user roles Owner Administrator Author Guest Owner A folder s owner has all permissions for that folder The owner can grant other users permissions to the folder Folder permissions create objects and subfolders Object permissions read all objects edit all objects and delete all objects Administrative rights Yes Administrator A folder s administrator owns all permissions for this folder The administrator can grant other users permissions for the folder Folder permissions create objects and subfolders Object permissions read all objects edit all objects and delete all objects Administrative rights Yes Author An author is allowed to change objects that already exist to create and edit new objects and to create subfolders Folder permissions create objects and subfolders Object permissions read all objects edit all objects and delete all objects Administrative rights No Guest A guest is allowed to read objects that already exist but not to modify them The guest is allowed to create subfolders and to create and edit new objects there Folder permissions new folder Object permissions read all obj
62. e System menu icon El on the right side of the menu bar Click on Settings in the menu 2 Click on Publications and Subscriptions in the sidebar 3 Click on Disable or Enable in the display area next to a publication or subscription How to edit the settings of subscriptions or publications 1 Click the System menu icon El on the right side of the menu bar Click on Settings in the menu 2 Click on Publications and Subscriptions in the sidebar 3 Click on Edit next to a publication or subscription in the display area 4 Change the settings To complete the process click on Publish or on Subscribe How to remove publications or subscriptions 1 Click the System menu icon Ed on the right side of the menu bar Click on Settings in the menu 2 Click on Publications and Subscriptions in the sidebar 3 Click the Delete icon X in the display area next to a publication or subscription Copyright Open Xchange Inc 2012 2013 133 134 Copyright Open Xchange Inc 2012 2013 OX 13 Exchanging Data Learn how to exchange data with other applications You can import appointments tasks and contacts created with other applications You can export appointments tasks and contacts Copyright Open Xchange Inc 2012 2013 135 OX Exchanging Data Importing Data 13 1 Importing Data The import functions allow to import data created in other applications You can do the following Importing appointments
63. e available opening or closing the folder tree changing the folder tree width opening or selecting a folder in the folder tree How to open the folder tree Use one of the following methods Click the Toggle Folder icon in the toolbar Click on the folder name below the list in the sidebar How to change the folder tree width 1 Move the cursor to the right border of the folder tree A double arrow will be displayed 2 Drag the border to the left or to the right 124 Copyright Open Xchange Inc 2012 2013 Creating folders Organizing Data OX How to close the folder tree Use one of the following methods Click the Close icon E below the folder tree Click the Toggle Folder icon in the toolbar How to open a certain folder 1 If the folder tree is closed verwenden Sie eine der folgenden Methoden um ihn zu ffnen Click the Toggle Folder icon in the toolbar Click on the folder name below the list in the sidebar 2 To view a folder s subfolders click on the arrow next to the folder name 3 To open a folder click on it Result The folder s content is displayed 12 3 3 Creating folders You can create any number of subfolders in a personal folder To create subfolders in a shared or public folder you need to have the required permissions 127 How to create a new folder 1 In the folder tree select the folder in which you want to create a new subfolder If you do not select a f
64. e quote or on Show more 6 In order to display another E Mail do one of the following Click on another E Mail in the side bar Use the cursor keys to browse the list 44 Copyright Open Xchange Inc 2012 2013 Viewing or Saving E Mail Attachments E Mail OX 6 3 Viewing or Saving E Mail Attachments The file names of E Mail attachments are displayed in the display area The following functions are available displaying a preview of the attachment starting a slideshow if multiple pictures exist as attachments opening the attachment in a new tab downloading the attachment saving the attachment to es 89 Note Depending on the attachment s file format some functions might not be available How to use the E Mail attachment functions 1 Inthe sidebar click on an E Mail with an attachment 2 Click on an attachment s name in the overview window A menu with several functions opens 3 Click on the function wanted Depending on the function further actions might be available Tip If an E Mail contains several attachments an action can be executed for all attachments at once To do so click on All attachments Then click on the function wanted Copyright Open Xchange Inc 2012 2013 45 OX E Mail Sending E Mails 6 4 Sending E Mails The following options exist Sending a new E Mail Replying to E Mails Forwarding E Mails Automatically forwarding E Mails Sending a vacation not
65. e selected folder How to permanently delete an E Mail from the Trash folder Warning Permanently deleted E Mails can not be recovered Before permanently deleting an E Mail make sure you no longer need the E Mail 1 Open the Zash folder in the folder tree 2 Select an E Mail in the sidebar 3 Click on Delete in the display area Result The E Mail is permanently deleted 6 5 14 Editing multiple E Mails at once The following functions can be applied to multiple E Mails at once forwarding E Mails moving or copying E Mails to another folder marking E Mails as read or unread deleting E Mails printing multiple E Mails saving E Mails as file How to apply a function to multiple E Mails at once 1 Click the Select icon below the sidebar Each E Mail will have a checkbox in the sidebar 2 Check the boxes for at least two E Mails 3 Click on a function in the display area 6 5 15 Editing all the E Mails in an E Mail thread You can activate the following functions for all the E Mails in an E Mail thread at once forwarding E Mails moving or copying E Mails to another folder marking E Mails as read or unread categorizing E Mails with a label deleting E Mails How to activate a function for all the E Mails in an E Mail thread at once 1 Select the current E Mail in the E Mail thread in the sidebar The current E Mail is listed on top of the E Mail thread 2 Click on Entre thread on top of
66. e selected folder and if available a file preview If clicking ona file its data are displayed in the Popup It shows the same information as the display area in the Z stview Sidebar in the Z s view Displays a list of files in the currently selected folder The following functions are available If clicking on a file its data is displayed in the display area If clicking the Select icon below the list a checkbox is displayed next to each file You can select multiple files to edit all of them at once 99 The text below the list contains the name of the selected folder If clicking on the name the folder tree opens 90 Copyright Open Xchange Inc 2012 2013 The es Components Files Ox Display area in the Z st view Displays the file s data Name file name Buttons Open 93 Download 93 Delete 98 If clicking on a document in the sidebar the Edit 107 button is displayed If clicking on More a menu opens showing the following functions Send as link 96 Send by E Mail 96 Show link 96 Rename 97 Edit description 97 Move 97 and Copy 97 Add to portal 98 Note Some buttons are not displayed if you do not have the appropriate permissions If clicking on a document in the sidebar the Edit as new 108 button is displayed in the menu below More A file preview if available File comments Buttons for uploading a new version Aversion list if the file has several versions The
67. eaaaaaeaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaea 107 10 4 Editing Documents Under a New Name ss 108 TE P E E E AE E O SR ER EP 109 11 1 72545 Components dust einen E a AE 110 11 2 Displaying TASKS ire 111 11 3 Creating TaskSs Here tees devas sdeutna cousccueteeastea cece Cevedgeestietorateusdedevers 112 11 4 Answering Tasks Invitations cccceeeeseseeeeeeeneteneeeneeesenesenesenesenesenenenenenenenenenes 113 11 5 Managing Tasks ii nenenenenenenenenenenenenenenenenenennnne 114 UT SAE 0 LOTS EL CR 114 11 5 2 Marking tasks as done 20 cececccececececececececeeecececececececececesecececececeneaeeeeeeess 114 11 5 3 Changing a task s due date ececccccccccececccecececeeeceeeceeeceeeceeeseseseseeeres 114 11 5 4 Moving tasks seen 114 11 5 5 Changing tasks confirmations ss 115 11 56 Printing TASKS ss ne tement needed rende nade 115 115 7 Deleting TASKS vescddscicaces ance ccevcees desdenatendt esseesehenetesetenendiesenetes enter steho tente ess 115 11 5 8 Editing multiple tasks at once cccccececececececeeecececeteceeeceeeseseseteeeees 115 WAG Tasks WITHIN A TEAN sesser eseri ae een benne entrent 117 11 61 Sharing TASKS ernieren ia a a E 117 116 2 Delegating TaskS srsi ssrerenrindrerseiiennestrennessntnndtesstaessitererenenneetre 117 11 7 Interchanging Data with Other Applications sesesssssssssersssrssssrsrrrerrssesrerrreses 118 11 8 TASKS SQN GS sas sd nsren nine AAA E EEA A stand 119 12 Organizing Dates eemneepetetes insert 121
68. eating Appointments Calendar OX 8 3 Creating Appointments The following options exist Creating new appointments Creating appointments from iCal attachments Importing appointments from files Subscribing appointments from other calendars 8 3 1 Creating new appointments In order to create a new appointment you have the following options Create an appointment by entering subject time and location Use further functions create recurrence add other participants or resources set the availability or add attachments How to create a new appointment 1 au PWN 7 Open a calendar folder in the folder tree Note Open a calendar folder for which you have the appropriate permissions to create appoint ments Click the Add Eicon in the toolbar Enter a subject If required enter the location and a description Set the start and end date of the appointment For all day appointments activate All day To get an appointment reminder select a setting in Reminder If required you can use additional functions create recurrences add other participants or resources set the availability or add attachments Click on Create Tip As an alternative you can use one of the following methods Select one of the calendar views Day Work week Weekor Month Double click on a free area in the calendar sheet Select one of the calendar views Day Work week or Week To create an all day appointment double click on top
69. eating a neW CONtAC 48 rares aiana iaiia sens 66 7 3 2 Importing contacts from files oo eee eeeenneneeeceeeceseentaaeeeeeeteesesneaaaaeeeeeees 66 7 3 3 Importing contacts from social networks eseesesececeeeeeeeeneneeeeeeeeeteeteanees 66 7 4 Creating Distribution Lists siennes 67 7 5 Organizing GONTACTS un mocou nan remet annee een sent tentent etes den es 68 7 5 1 Sending E Mails from within an address book 0 eeeeeeesseeececeeeeeesenteaeeeeees 68 7 5 2 Inviting contacts to AN appointment ee eeseteneteneteteteteteneeneteteneteaaaaaeaes 68 ADS Editing CONA CES careieni aa n an NaRa ANE Na L ia anA ancien 68 JA MOVING CONTACTS iinis n n a a e a e teases 69 1 5 5 COME CONOS srra Ea A E ET 69 7 5 6 Sending contacts as vCard ss 69 2 5 7 Printing CONTACTS 5 sente aanne aA EAA AEE NEERA eaS 69 7 5 8 Deleting CONTACTS oaks cs sssivsasseseus cavessessaseeeiecdseceiesesdeauniaseebeesanessdacerecdiecaversis 69 7 5 9 Editing multiple contacts at ONCE oo eeeeeeeeesenteeeceeeeeeeseeneaaeeeeeeeereeteeaaeas 70 7 6 Contacts Within TEAMS si ci ssid aincaissinacedl sais dent a onto de sided udepeae see ndeaene as 71 4 Copyright Open Xchange Inc 2012 2013 OX App Suite OX 7 7 Interchanging Contacts with Other Applications sesessssssssesressessssserrerrssssserrrese 72 7 8 Address Book Settings cecsscsecsceceeeeeeneenecneeceeesecnenecaaeeeenseceeneeaeaeaeceeseseneseaaaes 73 8 Calendar aides e se eors issis 7
70. ects no edit permissions no delete permissions Administrative rights No The preset permissions for the user roles can be refined The following permissions can be granted Copyright Open Xchange Inc 2012 2013 127 Ox Permissions for folders that already Organizing Data exist Folder permissions 2 New folder 2 create objects 2 create objects and subfolders Object permissions read 2 no read permissions 2 read own objects 2 read all objects Object permissions edit 2 no edit permissions 2 edit own objects 2 edit all objects Folder permissions delete 2 no delete permissions 2 delete own objects 2 delete all objects Administrative rights o Yes a No 12 4 2 Permissions for folders that already exist You have the following permissions for folders that already exist You are the owner of your personal folders Each user is a guest of the folder Pub ic Folders Each user is a guest of the G oba Address book folder Each user is a guest of the My files and Shared files folder Each user is a guest of the Aub ic files folder 12 4 3 Permissions for new folders Depending on where you create a new folder particular rights are assigned to you ina personal folder 128 ina public folder 128 in a shared folder 128 If you create a new folder in a personal folder You are the owner Other users inherit the permissions which they have for the parent folder If you create a
71. ee Click on Subscribe 3 Inthe Subscribe window select the data to be subscribed Select the data source from the Source dropdown field Enter the username and password for your Google account 4 Ifthe data are to be subscribed into a new folder enable Add new folder for this subscription 5 Click on Subscribe The data will be imported This might take a while How to subscribe data using an E Mail invitation Prerequisite A user has published a folder and sent you an E Mail invitation This E Mail invitation contains a note and the Subscribe this publication button Copyright Open Xchange Inc 2012 2013 131 Ox Organizing Data Publishing data 1 Select an E Mail with a subscription invitation in the A a application 2 Click on Subscribe this publication below Someone shared a folder with you in the display area How to refresh subscribed data Together with the objects subscribed data are refreshed in regular intervals You can also manually refresh subscribed folder data 1 Click the System menu icon El on the right side of the menu bar Click on Settings in the menu 2 Click on Publications and Subscriptions in the sidebar 3 Click on refresh next to a subscription in the display area 12 5 2 Publishing data Privacy When using this publish feature you as the current owner of this data are responsible for being careful with privacy rules and for complying with legal obligations Copyright and
72. eentnaeeeceeeeeseseentaaeeeeees 39 5 2 2 Adding portal squares esse 39 5 2 3 Changing the portal squares settings eee ee eseeeeceeeesenenteeeeeeeeeeeteentaaeeeeees 39 GE MAIRE ours un onu move 41 6 1 The E Mail Components ss 42 6 2 Displaying EM ilS ai acca cadscasceneeesducevadssmevadecs a aeia aa aA nano 44 6 3 Viewing or Saving E Mail Attachments cc eeeeessensnnececeeeeeseenenaeaeeeeeeeeeseentaaeees 45 6 4 Sending E Mails sise 46 6 4 1 Sending a new E Mail sise 46 6 4 2 Replying to E Mails esse 47 6 4 3 Forwarding E Mails ii eseaeaeaeaeaeaeaeaeaeaeaeaesenenenenes 48 Copyright Open Xchange Inc 2012 2013 3 OX OX App Suite 6 4 4 Automatically forwarding E Mails eeeessesecececeeeeeensaeeeeeeeeesesnenaeaeeeeeees 48 6 4 5 Sending a vacation notice ses 48 6 5 Managing E Mail messages inner 49 6 5 1 Moving E Mails sicccessaiseas steeds aroen anana aa aa ANa aa REES 49 6 5 2 Copying E Mails sienne 49 6 5 3 Marking E Mails as read or unread esesessssssssesrerrrsssesrrreerrssssseereereesssseere 50 6 5 4 Collecting addresses ssssssessereesessssrerrrestsssseserrestrsssssrrreeeresrestereeeeessss 50 6 5 5 Categorizing E Mails with labels ssssssssesesssssssssrsrrsersssesrerrressesesreerreeesses 50 6 5 6 Showing the E Mail source ss 50 6 5 7 Working with E Mail drafts ss 51 6 5 8 Enabling an E Mail reminder eee eeeeennenecececeeeseensaaeeeeeeeeesesneaeaeeeeeees 51 6 5 9 Adding an E
73. end E Mails with identical or similar content How can I speed up this process Make use of the ability to save E Mails as drafts Information can be found in TITLE Can e g access E Mails sent to my Google Mail account 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 TITLE How can I automatically forward E Mails to my replacement Enable the function Auto forward in the settings Information can be found in TITLE How to keep the overview over my E Mail accounts inboxes Use Unified Mail to display the inboxes of multiple E Mail accounts in a central folder Infor mation can be found in TITLE How can use the contacts from my social networks You can use the contacts from your social networks like Facebook LinkedIn or Xing by sub scribing to the contacts Information can be found in Subscribing to data page 131 Questions about tasks calendars and appointments When should I use a task and when should I use an appointment Whether it is best to use an appointment or a task can be determined based on the following criteria An appointment takes place at a defined point in time If you need to execute an action at a defined point in time create an appointmen
74. ep an overview of your objects share information with other users and external partners to search for certain information and quickly find the information again Learn more about folders and how to use them the folder types 124 navigate within the folder structure 124 create 125 rename 125 delete 126 and move 125 folders 12 3 1 Folder types The following folder types exist in the folder tree Personal folders 2 Personal folders contain your E Mails contacts appointments tasks and files Other users can not view your personal folders unless you share them with other users 2 Your personal folders for contacts appointments tasks and files are located in Arivate in the folder tree 2 Your personal file folder is located in My files Public folders 2 Public folders contain contacts appointments and documents that are of common interest to all users Each user can create public folders and share them with other users 2 Public folders are located in the folder tree in Pud ic Here you will find the global address book with the contact data of all users 2 The public file folders are located in Public files Shared folders 2 Shared folders have been shared with you by other users with read or write permission 2 Shared folders are located in the folder tree in Shared 2 Shared file folders are located in Shared files 12 3 2 Navigating within the folder structure The following functions ar
75. epending on the view selected use one of the following methods Click on an appointment in the Day Work week Week or Month view In the pop up click on Edit In the Z stview select an appointment in the sidebar Click on Edit in the display area The appointment data is displayed in a new page 2 Edit the data 3 Click on Save 8 5 2 Editing appointments with drag and drop In the calendar views you can use drag and drop to move an appointment to another day change an appointment s time change an appointment s start or end Prerequisite You have the appropriate permissions to edit objects in the folder containing the appoint ment How to move an appointment to another day 1 Select one of the following views Work week Weekor Month 2 Select an appointment 3 Drag the appointment to another day How to change an appointment s time 1 Select one of the following views Day Work weekor Week 2 Select an appointment 3 Drag the appointment to another time Copyright Open Xchange Inc 2012 2013 83 OX Calendar Changing the appointment status How to change the start or end of an appointment 1 Select one of the following views Day Work weekor Week 2 Select an appointment s start or end 3 Drag the start or end time to another time 8 5 3 Changing the appointment status You can change your appointment status at a later point in time How to change your appointment status 1 Depend
76. er 6 5 9 Adding an E Mail to the portal You can add an E Mail as portal square to the portal How to add an E Mail to the portal 1 Select an E Mail in the sidebar 2 Click on More in the display area Select Add to portal from the menu 6 5 10 Saving E Mails You can save an E Mail as a text file The text file has the file extension EML Copyright Open Xchange Inc 2012 2013 51 OX E Mail Importing E Mails How to save an E Mail 1 Select an E Mail in the sidebar 2 Click on More in the display area Select Save as file from the menu 3 Follow the instructions for saving the EML file 6 5 11 Importing E Mails You can import an E Mail that is available in the EML format How to import an E Mail 1 Open the E Mail folder to which you want to import the E Mail 2 Drag the EML file from your operating system s desktop to the Ma app window Drop the EML file in the app window 6 5 12 Printing E Mails In order to print E Mails you can do the following print an E Mail s content How to print an E Mail s content 1 Select an E Mail in the sidebar Click on More in the display area 2 If required change the printer settings 123 3 To print with the currently selected printer click on Print To print using the system dialog click on Print Using System Dialog on the bottom left side Tip You can also print the contents of multiple E Mails at once 6 5 13 Deleting E Mail messages
77. er task invitation organize tasks share tasks with other users interchange tasks with other applications use the asks settings Copyright Open Xchange Inc 2012 2013 109 OX Tasks Tasks Components 11 1 7asks Components An introduction to the user interface can be found in The User Interface Toolbar Contains the following icons Add icon El Creates a new task 112 Toggle Folder icon Opens or closes the folder tree Toggle Search icon Opens an input field to search 122 for tasks with a particular subject Folder tree Displays the tasks folders Allows to navigate within the folder structure 124 To open the folder tree click the Toggle Folder icon Bin the toolbar The following functions are available If clicking on a folder its tasks are displayed The Add folder El and Edit folder El icon below the folders offer functions for organizing data 121 and for interchanging data 135 The Close icon E closes the folder tree Sidebar Displays a list of tasks in the folder selected The subject status or due date and the progress are displayed The following functions are available If clicking on a task its data are displayed in the display area If clicking the Select icon below the list a checkbox is displayed next to each task You can select multiple tasks The text below the list contains the name of the folder selected If clicking on the name the folder tree opens If clic
78. er with write permissions Further information can be found in Permissions To invite external partners to a task do the following When creating the task add the external partners as external participants 11 6 2 Delegating tasks You can delegate a task to an internal user when newly creating the taks To do so enter the name of the internal user as participant Copyright Open Xchange Inc 2012 2013 117 OX 11 7 Interchanging Data with Other Applications You can do the following Interchanging Data with Other Applica Tasks tions export 141 tasks to use them in other applications import 136 tasks that you created in other applications 118 Copyright Open Xchange Inc 2012 2013 Tasks Settings Tasks OX 11 8 Tasks Settings How to use the tasks settings 1 Click the System menu icon El at the right side of the menu bar Select Settings from the menu 2 Click on Tasks in the sidebar 3 Change the settings 119 The following settings are available Interval of the reminder in minutes E Mail notification for Accept Declined E Mail notification for task creator E Mail notification for task participant Interval of the reminder in minutes Specifies the preset time interval for the reminder of the task s due date E Mail notification for Accept Declined Specifies whether you will receive an E Mail notification if the following is true A task in which you participate
79. ess E Mails sent to my Google Mail account oo eee ceeetereeeeeeeeeeeeee 144 How can automatically forward E Mails to my replacement eee eeeeesteeeeeeeees 144 How to keep the overview over my E Mail accounts inboxes 144 How can use the contacts from my social networks 00 0 eee ee eesseneeeeeeeeeeeenteaeeeeees 144 Questions about tasks calendars and appointments 2 0 cece eeentenececeeeeeteeneaeeeeeeeees 144 When should use a task and when should use an appointment sses 144 How can create a task from an E Mail oo eee eeessenececeeeeeeeensaaeeeeeeeeesesneaaeaeeeeeers 144 How can organize another person s appointments as a representative 145 How do use the availability function e g Free Busy Absent etc esce 145 How do use the calendar recurrence settings ec ceecceceeeesenseneceeeeeeeteenenteeeeeeeers 145 How to find free times when creating appointments oo esses eeeeeeeeeeeneaaeees 145 Questions about data organization and team work eeeeeseseececeeeeeeeenteaeeeeeeteeteeneaaeess 145 How can make certain contacts available to my external partners secese 145 How can share specific documents with my external partners oo eee eeeeeeeeeeeees 146 want to share a folder with other users Which permissions do I have to set 146 General questions Where can find my personal data and settings You can customize the following data and sett
80. eted 9 5 10 Working with versions There are the following options for working with versions opening or saving a version uploading a new version setting a particular version as the current version deleting a version How to open or save the current version Depending on the selected view use one of the following methods In the cons view click on a file A pop up opens To open the version click on Open To save the version click on Download In the Z stview select a file in the sidebar To open the version click on Open in the display area To save the version click on Download in the display area Tip If there is a document preview displayed you can also save the current version by dragging the preview to the desktop and dropping it there 98 Copyright Open Xchange Inc 2012 2013 Editing multiple files at one time Files OX How to upload a new version 1 Depending on the selected view use one of the following methods In the cons view click on a file In the pop up click on Select file below Up oad new version Select a file In the Z st view select a file in the sidebar Click on Select file below Up oad new version in the display area Select a file 2 Enter a version comment 3 Click on Upload Tip You can also upload a new version by dragging a file from your desktop to the file s display area and dropit in the lower part How to open or save a certain version 1 De
81. ettings in the menu Click on Vacation notice in the sidebar Enter a subject and a text for the vacation notice Specify an interval for sending a vacation notice if there are several E Mails from the same sender n 8 WN Specify a time frame when the vacation notice is to be sent Note Depending on your installation this option might not be available due to various reasons If this is the case contact your administrator or host 6 Activate the vacation notice by enabling at least one address under nab ed for the following addresses Tip In order to deactivate the vacation notice disable the E Mail address under nabled for the following addresses 48 Copyright Open Xchange Inc 2012 2013 Managing E Mail messages E Mail OX 6 5 Managing E Mail messages Some of the techniques for organizing E Mails requires having all ready set up your own E Mail folders Information about creating folders can be found in Folders page 124 The following options exist Moving E Mails Copying E Mails Marking E Mails as read or unread Collecting addresses Categorizing E Mails with labels Showing the E Mail source Enabling an E Mail reminder Adding an E Mail to the portal Saving E Mails Importing E Mails Printing E Mails Working with E Mail drafts Deleting E Mail messages Editing multiple E Mails at once Editing all the E Mails in an E Mail thread 6 5 1 Moving E Mails You can
82. files in the folder tree 2 Depending on the view selected use one of the following methods Click on a file in the cons view Click on Download in the pop up window In the Z stview select a file in the sidebar Click on Download in the display area 3 Complete the steps for downloading the file Tip Learn how to download a certain file version by reading Section 9 5 10 Working with versions 9 3 2 Displaying the contents of documents You can display the contents of documents that have the following formats Texts Tables Presentations PDF documents Copyright Open Xchange Inc 2012 2013 93 OX Files Playing Multimedia Files How to display the contents of documents 1 Open a folder containing documents in the folder tree 2 Depending on the view selected use one of the following methods Click on a document in the cons view Click on Open in the pop up window In the Z stview select a document in the sidebar Click on Open in the display area The Document Viewer shows the content of the document 3 To browse in documents with multiple pages use the icons on top of the document 4 To close the Document Viewer click the Close icon on the right side of the Office toolbar B 9 3 3 Playing Multimedia Files You can use the following multimedia functions view images as a slideshow play audio files play video files How to view images as a slideshow 1 Click the View icon
83. hether new E Mail addresses are automatically collected in the Collected contacts folder when sending a new E Mail The Collected contacts folder is located below your personal contact folder Automatically collect contacts in the Collected addresses folder while reading E Mails Defines whether new E Mail addresses are automatically collected in the Collected contacts folder when reading a new E Mail The Collected contacts folder is located below your personal contact folder Use fixed width font for text mails Specifies whether a fixed width font is used when composing a plain text E Mail Automatically select first E Mail Specifies whether the first E Mail is automatically selected when opening an E Mail folder Append vcard Specifies whether your contact data will be attached to a new E Mail in the vCard format Copyright Open Xchange Inc 2012 2013 59 OX E Mail E Mail Settings Insert the original E Mail text into a reply Specifies whether the original E Mail text is appended to an E Mail reply Thread Ansicht Specifies the E Mail folders for which the thread view should be activated If selecting Enabled for inbox only the thread view will only be used for the nbox folder If selecting Enabled for all mail folders the thread view will be used for all E Mail folders and subfolders If selecting Disabled the thread view will not be used Note When changing this settings you have to relogin in order
84. his setting protects your privacy If this option is disabled external graphics are loaded and displayed when viewing an HTML message Display emoticons as graphics in text E Mails Specifies whether emoticons will be displayed as graphics or as characters For example if you type in a smiley after having selected this option the smiley will be displayed either as a graphic or as a colon followed by a round bracket 60 Copyright Open Xchange Inc 2012 2013 E Mail Settings E Mail OX Color quoted lines Specifies whether original messages are highlighted and introduced with a vertical line The messages or replies will be displayed as embedded This option assumes that the original mail text is not at tached but appended to the E Mail Signature An E Mail signature is text that is automatically entered in the E Mail when being composed It is typically used for inserting the name company and contact address at the bottom of the E Mail text The following functions are available Add button In order to create a new signature click on this button In the pop up enter a name for the signature and the data Click on Save Edit button In order to edit a signature select a signature from the list Click on Edit Change the data in the pop up Click on Save Delete button In order to delete a signature select a signature from the list Click on Delete Copyright Open Xchange Inc 2012 2013 61
85. ial Accounts Click on Edit The settings are displayed in a pop up Change the settings av 8 WN Click on Save at the bottom of the pop up How to delete an external E Mail account 1 Click the System menu icon EJ in the menu bar Select Settings from the menu Click on Mail and Social Accounts in the sidebar Select an external E Mail account in the display area below Mail and Social Accounts PWN Click on Delete Confirm that you want to delete the external E Mail account 6 7 2 Using an external E Mail account The following options exist displaying the E Mails of an external E Mail account Send an E Mail and enter the address of an external E Mail account in the recipient field Copyright Open Xchange Inc 2012 2013 57 OX E Mail Using an external E Mail account How to display E Mails of an external E Mail account Prerequisite You have set up an external E Mail account 1 Click on E Mail in the menu bar 2 In the folder tree open the folder with the name of the external E Mail account Tip If you enabled Unified Ma for the external E Mail account you will also see the E Mails in the Ur fied Ma folder Information can be found in Using Unified Mail page 54 How to send an E Mail from an external E Mail account Prerequisite You have set up an external E Mail account 1 Inthe folder tree open the folder with the name of the external E Mail account 2 Click on Compose new email 3 Filli
86. ice 6 4 1 Sending a new E Mail In order to compose an E Mail you can do the following Compose an E Mail by entering the recipient the subject and the E Mail text Use other functions send copies add attachments append vCard request delivery receipt or set importance How to send a new E Mail 1 2 Click the New icon Ein the toolbar Enter the recipient s E Mail address in the 7o field of the sidebar Press Enter If there are several recipients repeat the action As an alternative you can enter the name of a dis tribution list 67 In order to delete a recipient click the Delete icon X Tip While entering the E Mail address several matching suggestions are displayed How to accept a suggestion a Accept a suggestion by using the cursor keys or the mouse b Press Enter Enter a subject 4 Enter the E Mail text 6 In order to compose the E Mail in text format click on Text next to 7ext format In order to compose the E Mail in HTML format click on HTML A formatting bar appears How to format the text a Select the text content b Click an element in the formatting bar You can use additional functions send copies select sender address add attachments add signature add vCard request delivery receipt or set the priority Click on Send Result The E Mail is sent How to use additional functions when sending E Mails Prerequisite The Compose new email page is selected 46
87. ile can be printed as usual Toggle search icon Displays control elements for searching for or replacing text strings Document window The document window is centrally located It lets you create and edit the document s content Copyright Open Xchange Inc 2012 2013 The 7ext components Text OX Document bar The document bar is located on the right side It contains the following components basic tools o revert the last action recover the last reverted action 2 hide the document bar 2 close the document the document s file name To rename the document click on the file name formatting tools 2 font type and size selection a font formatting icons paragraph formatting tools o paragraph formats 2 horizontal vertical paragraph alignment o borders fills o bullet lists numbered lists tools for inserting objects H EF 2 create table 2 insert image a insert hyperlink spellchecking tools German Y m 2 language selection for the document 2 enabling the spellchecker Copyright Open Xchange Inc 2012 2013 105 OX Text Creating Documents 10 2 Creating Documents You can create documents containing formatted text tables and images How to create a new document 1 2 an Pw Launch the A les app Open a folder in the folder tree Note Open a folder for which you have the permission to create objects Click the New icon El in the toolbar Cli
88. ing on the view selected choose one of the following methods Click on an appointment in the Day Work week Week or Monthview In the pop up click on Change status In the Z stview select an appointment in the sidebar Click on Change status in the display area 2 Enter a comment in the Change confirmation status window Click on one of the buttons Decline Tentativeor Accept 8 5 4 Moving appointments to another folder You can move an individual appointment or multiple appointments at once to another folder How to move an appointment to another folder Prerequisite You have the appropriate permissions to create objects in the target folder 1 Depending on the view selected use one of the following methods In the views Day Work week Week or Month click on an appointment In the pop up click on Month In the Z stview select an appointment from the sidebar Click on Move in the display area 2 Select a folder in the Move window Click on Move 8 5 5 Printing appointments To print calendars and appointments you can printa calendar sheet with appointments print an appointment s data How to print a calendar sheet with appointments 1 Click the View icon ES in the menu bar Click on one of the following entries Day Work week Week Month 2 Open a calendar folder in the folder tree 3 Specify the appointments to be displayed In order to display all appointments in your private calendars enable Show
89. ings Your password for accessing the groupware can be found in the groupware settings Learn how to change your personal data Learn how to customize the basic settings Learn how to set up additional E Mail accounts 57 How can I change my password In order to change your password click on My password in the User data square in the Porta app Learn more from this instruction Why can particular buttons or input fields not be found If certain buttons or input fields are not visible it can be due to the following reasons A function is not available in the current context To keep the user interface as clean as possible rarely used control elements are not dis played In this case a button called More is displayed To view all functions click on this button How am notified about new E Mails or appointment invitations If there are new E Mails or appointment notifications the Unread Badge icon E to the right side of the menu bar shows the number of new objects Click the icon to open the Notification Area It contains information about the new objects From there you can also directly activate functions e g read the new E Mail or confirm the new appointment More information can be found in The User Interface Copyright Open Xchange Inc 2012 2013 143 OX Best Practices How can I read current messages from social networks or news pages Inthe orta app you can read current messages from your socia
90. iscccecescavesdeouensnisuxesedeutsceecencenetecsacentaacuecertuanceene 135 13 1 importing DATA 52 niet vsesseveced shavvsavaseteaed a E EAEE EEA 136 13 1 1 Importing appointments and tasks in iCal format se e 136 13 1 1 1 Which iCal objects are imported sesssesssserererererersrerrrerresereees 136 13 1 1 2 Which iCal object properties are not supported seese 139 13 1 1 3 Accomplishing an iCal import esssssssssssssssssssssssrsssssrsssrsssrsssssss 140 13 1 2 Importing contacts in the vCard format sesesssssesssesssesesesssesssesesessseseses 140 13 1 3 Importing contacts in the CSV format eesesesessssseseseseseseseseseseseseseseseseses 140 13 2 Exp rting Data sisremare ann enan E E RE EE E E Taaa 141 13 2 1 Exporting folder data iii 141 14 Best PRACUCES sa sdisisscssiscsssxincsessexeoseesasaciocstaensisduansissainenebecsdussebuaseieeeisanss 143 NGO os sdcdscesencnisccbencossdcntisnsnvesssensay en esse ne it tend enes anne een ten ter tan sn uen sens 147 Copyright Open Xchange Inc 2012 2013 7 Copyright Open Xchange Inc 2012 2013 OX 1 About this Documentation The following information will help you make better use of the documentation Which target group does the documentation address Which contents does the documentation include Which design elements are used What terminology is used in the documentation What other help topics are available Copyright Open Xchange Inc 201
91. ject of the for warded E Mail is preceded with Fwd The E Mail text is entered in the forwarded E Mail The text is preceded with the following details The header Original message Sender recipient date and subject of the original message How to forward an E Mail Select an E Mail in the sidebar In the display area click on Forward Select one or more recipients Details can be found in How to send a new E Mail page 46 Enter the E Mail text You can use additional functions e g E Mail attachments Click on Send Result The E Mail is sent Tip You can also forward multiple E Mails at once or all E Mails in an E Mail thread Tue wW A 6 4 4 Automatically forwarding E Mails You can let E Mails be automatically forwarded to another address How to automatically forward E Mails 1 Click the System menu icon El on the right side of the menu bar Click on Settings in the menu 2 Click on Auto Forward in the sidebar 3 Enter the E Mail address to which you want to forward the messages 4 Enable Enabled 6 4 5 Sending a vacation notice A vacation notice informs the sender of an E Mail that you do not have access to your E Mails for a specific period of time You can set the following the subject and text of the vacation notice the time frame when the vacation notice is to be sent How to create and activate a vacation notice 1 Click the system menu icon El on the right side of the menu bar Click on S
92. king the Sort icon below the list a menu opens that allows to sort tasks You can also define in this menu whether tasks done are displayed Display area Displays the task s data and the functions available Subject Due date if entered Status and progress Importance icon If the task has attachments the names of the attachments are displayed Buttons Edit 114 Delete 115 Done 114 Change due date 114 If clicking on More a menu with the following functions opens Move 114 Change task con firmation 115 Task s description if available Task s start date if available 110 Copyright Open Xchange Inc 2012 2013 Displaying Tasks Tasks OX 11 2 Displaying Tasks How to display a task 1 Open a tasks folder in the folder tree 2 To quickly find a particular task use one of the following methods To find tasks with a particular subject use the search function To sort the tasks list click the Sort icon below the list Select a sort criteria from the menu To only display due tasks in the list click the Sort icon below the list Disable Show done tasks in the menu 3 Click on a task in the sidebar The task s data are displayed in the display area 4 To display another task use one of the following methods Click on another task in the sidebar Use the cursor keys to browse the list Copyright Open Xchange Inc 2012 2013 111 OX Tasks Creating Tasks 11 3 Creati
93. l networks or from news pages or view photos of specific web pages by adding squares with news widgets Questions about E Mails and contacts How can I send an E Mail to multiple addresses at once To send an E Mail to multiple recipients at once you can choose from the following options Enter all recipients in the input fields To Copy to or Blind copy to Use the auto complete function to more easily enter the addresses This FAQ list provides an explanation of the differences between the input fields If you regularly send E Mails to the same group of people create a distribution list in the Address Book app and add the E Mail addresses to the distribution list Information can be found in TITLE What is the purpose of the input fields Copy to and Blind copy to Recipients entered in the input fields To or Copy to can be viewed by all other recipients entered in the input fields To or Copy to Recipients entered in the input field Blind copy to cannot be viewed by other recipients entered in the input fields To Copy to or Blind copy to In practice this means Ifyou send an E Mail to a team and every recipient should be able to see who else receives the E Mail enter the recipients in the input fields To or Copy to If you send an E Mail to recipients who should not see the names of the other recipients enter the recipients in the input field Blind copy to regularly s
94. leting tasks You can delete one task or multiple tasks together How to delete a task Warning When deleting a task this task is irrevocably lost 1 Select a task in the sidebar 2 Click on Delete in the display area 3 Confirm that you want to delete the task Result The task is deleted 11 5 8 Editing multiple tasks at once You can apply the following functions for multiple tasks at once Copyright Open Xchange Inc 2012 2013 115 OX Tasks Editing multiple tasks at once Moving tasks to another folder Marking tasks as done or undone Deleting tasks Printing multiple tasks How to execute a function for multiple tasks at once 1 Click the Select icon A checkbox is displayed in the sidebar next to each task 2 Enable the checkboxes for at least 2 tasks 3 Click on a function in the display area 116 Copyright Open Xchange Inc 2012 2013 Tasks within a Team Tasks OX 11 6 Tasks within a Team You have the following options Sharing 117 tasks with other users Delegating 117 tasks to other users 11 6 1 Sharing tasks You can share your tasks with internal and external partners Depending on the requirements different methods can be applied To share a folder with your team do the following Create a new personal or public tasks folder Share this folder with all users in your team To grant other team members the permission to create appointments share this fold
95. ll Keens 16 12 2009 Reworked Evaluation Process amp Bill Keens 16 12 2009 Customer request for OX Express Edition Bill Keens 16 12 2009 New marketing brochures Irene Murphy 16 12 2009 iE Inbox vw Depending on the application and the view selected the sidebar displays a list of the objects in the current folder Depending on the application additional buttons are shown below the list e g for sorting objects If the folder tree is closed it can be opened by clicking on the folder name below the list Display area timo_meier docboat App Suite launched Brian Connor Frank Meyer Jean Dupont All recipients Reply All Reply Mark Unread Delete More v Hello all the OX App Suite has been launched successfully Please have a look at the data sheet Regards Timo Depending on the application and the view selected the display area shows the content of the object you selected in the sidebar or the content of the folder selected If you selected an E Mail the display area shows the following elements the header and the content of the E Mail application specific buttons for replying to the E Mail forwarding it or for using other functions Clicking on an object in the display area opens a pop up window 26 Copyright Open Xchange Inc 2012 2013 The User Interface First Steps OX Pop up Scrum meeting mall meeting Edit Change status Move Delete Extraordinary meeting Development team and docu
96. lors 78 If clicking on an appointment the data is shown in the pop up It displays the same information as the display area in the Z stview 76 Copyright Open Xchange Inc 2012 2013 The Ca endar Components Calendar OX Sidebar in the Z st view Displays a list of appointments in the currently selected folder Date time time zone private appoint ment icon subject and location are displayed The following functions are available If clicking on an appointment its data is displayed in the display area If clicking the Select icon below the list a checkbox is displayed next to each appointment You can select multiple appointments in order to edit them at once 85 The text below the list contains the names of the selected folder If clicking on the name the folder tree opens If clicking the Sort icon below the list a menu opens that helps you sort appointments With the Show all checkbox you can define whether you only want to view the appointments in the currently selected calendar or all appointments from all your private calendars Display area in the Z s view Shows the data of the appointment and the functions available Date the recurrence type for recurring appointments time and time zone Subject Appointment location if entered Buttons Edit 83 Change status 84 Move 84 Delete 85 Appointment description if entered Names of the participants if they exist If clicking on a na
97. lp About this Documentation Ox 1 5 Further Help The contents of this documentationonline help are also available in the on line help as a PDF document Copyright Open Xchange Inc 2012 2013 15 16 Copyright Open Xchange Inc 2012 2013 OX 2 Getting started with the OX App Suite The following information will help you get started with the OX App Suite Which functions does the OX App Suite provide Which system requirements have to be met by a local machine What skills are required for handling the groupware How do sign in or sign out Copyright Open Xchange Inc 2012 2013 OX Getting started with the OX App Suite OX App Suite Definition 2 1 OX App Suite Definition Learn which applications are part of the OX App Suite Get an initial insight into the tasks that can be accomplished using the applications Applications Organize the applications like E Mail oder Address Book Get an overview of the available applications Enhance the OX App Suite by adding additional applications Learn more 33 Portal Your information centre for scheduled appointments new E Mails or messages from messaging platforms like Twitter Facebook or online newspapers Get an overview of current appointments and new E Mails Launch the Calendar or E Mail app by clicking on an appointment or an E Mail Read current messages from your favourite messaging source Follow news fro
98. ls manage E Mails share E Mails with other users access your external mail accounts that you have set up with other providers use the Ma settings Use one of the following methods to launch the Ma application Click on E Mail in the menu bar Open the Apps page and click on E Mail below Your applications Copyright Open Xchange Inc 2012 2013 41 OX E Mail The Mai Components 6 1 The Ma Components An introduction to the user interface can be found in The User Interface Toolbar Contains the following icons New icon Ea Creates a new E Mail 46 Toggle Folder icon Opens or closes the folder tree Toggle Search icon Opens an input field for searching 122 for E Mails with a certain sender or subject Folder tree Displays the E Mail folders Allows navigation within the folder structure 124 In order to open the folder tree click on the Toggle Folder icon Bin the toolbar The following functions are available If clicking on a folder its E Mails are displayed The Add folder El and Edit folder El icon below the folders offer functions for organizing data 121 and for creating an external E Mail account 57 The Close icon El closes the folder tree Sidebar Displays a list of the E Mails in the current folder The view shows the sender subject date or time of receipt Unread E Mails are marked with the Unread icon M If available additional icons are shown attach
99. m your social networks Launch applications like Mai Address Book or Calendar apps with a mouse click Learn more 37 E Mail Send receive and organize your E Mails Besides your internal E Mail account use external E Mail accounts that you have set up with other providers Find E Mails with the help of several search criteria Follow E Mail threads Use E Mail folders to organize your E Mails Co operate with your team by sharing selected E Mail folders Use the other applications by creating a new contact from an E Mail address or creating a new appointment from an iCal attachment Learn more 41 Address Book Organize and maintain your private and business contacts Use the global address book to communicate with internal participants Create personal address books to keep an overview of your contacts Use contact folders to organize your contacts Co operate with your team by sharing selected contact folders Use publish and subscribe to subscribe to your social network contacts This enables you to use the OX App Suite as a central collection point for your contacts Work with external partners by sending contact data in vCard format or sharing contact folders with publish and subscribe Learn more 63 18 Copyright Open Xchange Inc 2012 2013 OX App Suite Definition Getting started with the OX App Suite OX Calendar Keep an overview of your private and business ap
100. me a pop up opens It consists of the following components 2 The person s contact data 2 If you have exchanged E Mails with this person they are displayed below Recent conversations 2 Ifyou have appointments scheduled with this person they are displayed below Shared appoint ments If clicking on an appointment or an E Mail an additional pop up opens If the appointment has other participants the buttons Send E Mail to all participants 86 and Save as distribution list 86 are displayed Names of existing resources If clicking on a resource a popup opens If the appointment includes external participants their names are displayed below xternal par ticipants Details 2 availability 2 which folder 2 who created the appointment and when 2 who was the last person to modify the appointment Copyright Open Xchange Inc 2012 2013 77 OX Calendar Displaying Appointments 8 2 Displaying Appointments You can choose between the following views the list view of a calendar s appointments the calendar views of a calendar s appointments In the calendar settings you can define a default view 8 2 1 Displaying appointments in a calendar view How to display appointments in a calendar view 1 Click the View icon Bin the toolbar Click on one of the following entries Day Work week Weekor Month 2 Open a calendar folder in the folder tree 3 Define the appointments to be displayed To display all the
101. ment icon colored label number of E Mails in the thread The following functions are available If clicking on an E Mail its content is displayed in the display area If clicking the Thread icon EE all previous E Mails from the E Mail thread are displayed or hidden below the current E Mail If clicking on a previous E Mail its content is displayed in the display area If clicking the Select icon below the list a checkbox is displayed next to each E Mail You can select multiple E Mails to edit them at once 53 The text below the list contains the name of the selected folder Clicking on the name opens the folder tree If clicking the Sort icon below the list a menu opens that helps you sort your E Mails 42 Copyright Open Xchange Inc 2012 2013 The Mai Components E Mail OX Display area Displays the E Mail s content and the functions available Name of the E Mail sender If clicking on a name a pop up opens It includes the following com ponents a The person s contact data 2 Ifthe person s contact data are saved the location of the data is displayed 2 If you exchanged E Mails with this person they are displayed below Aecent conversations 2 If you share appointments with this person they are displayed below Shared appointments If clicking on an appointment or an E Mail an additional pop up opens If clicking the Search icon next to the sender s name a search for E Mails from this sender
102. mentation team Brian Connor Piet Jansen Piotr Nowak Solveigh Schmidt Timo Meier Tina Lloyd Tom Green Send mail to all participants Save as distribution list Displays detailed information about an object shown in the display area In order to open the pop up click on a groupware object in the display area If you read an E Mail in the display area and click on the name of the sender the following elements are displayed in the pop up the sender s contact data relevant information e g your shared appointments or your E Mail conversation with the sender buttons for certain actions e g copying the sender s contact data to a folder If clicking on a certain element in the pop up an additional pop up might be opened In order to close a pop up click on Close in the upper right side In order to close all pop ups click on Close all Notification Area Reminder Tasks OXS 2012 11 12 2012 9 00 AM Over due Remind me again in 5 minutes OVA Ulam esc OXS 2012 11 12 2012 9 00 AM Displays information about the following objects Copyright Open Xchange Inc 2012 2013 27 OX First Steps The User Interface unread E Mails new appointment invitations queued tasks tasks with a due date in the past In order to open the notification area click the Unread badge icon E on the right side of the menu bar The following actions are possible To read a new E Mail click on it
103. ments displaying links to the files moving or copying files to another folder deleting files Copyright Open Xchange Inc 2012 2013 99 OX Files Editing multiple files at one time How to execute a function for multiple files together 1 In the sf view click the Select icon below the sidebar A checkbox is displayed next to each file in the sidebar 2 Check the boxes for at least two files 3 Click on a function in the display area 100 Copyright Open Xchange Inc 2012 2013 Files and Teams Files OX 9 6 Files and Teams You can share your files with internal Depending on the requirements different methods exist Inthe Psb ic nfoStore you can find file folders shared by other users To share files with internal users proceed as follows Create a new personal or public folder to which you can copy or move the required files Share this folder with all users or only with certain users You can also share an existing folder with read or write permissions Additional information can be found in Permissions To share files with external partners proceed as follows Create a new personal or public folder and copy or move the required files Use the publish function to publish this folder Additional information can be found in Publishing data If another user has published a file folder you can access the files by subscribing to this file folder Further information can be found in S
104. n E Mail as unread 1 Select a read E Mail in the sidebar 2 Click on Mark unread in the display area In order to mark this E Mail as read click on Mark read Tip You can also mark multiple E Mails at once or all the E Mails in an E Mail thread as being read How to mark all E Mails of a folder as read 1 Select an E Mail folder in the folder tree 2 Click the Edit folder icon E below the folder tree Click on Mark all E Mails as read 6 5 4 Collecting addresses You can collect E Mail addresses by adding the addresses to an address book The following possibilities exist Automatically collect new E Mail addresses when sending or reading E Mails by activating this function in the E Mail settings aktivieren Manually adding E Mail addresses to an address book How to manually add an E Mail address to an address book 1 Select an E Mail in the sidebar 2 Click on a sender s or recipient s name in the display area 3 Click on Copy in the popup Select a folder in the Copy window 6 5 5 Categorizing E Mails with labels You can categorize an individual E Mail or a complete E Mail thread with a colored label How to categorize an E Mail with a label 1 Select an E Mail in the sidebar 2 Click the Label icon in the display area 3 Click on a label in the menu In order to remove the label click on None in the Label menu Tip You can also categorize multiple E Mails at once or all the E Mails in an E Mail thread
105. n X next to the name In order to add multiple participants you can enter the name of a distribution list 67 To inform all participants about the new appointment enable Notify all participants by E mail Tip To find free appointments of all participants and resources you can use the schedule view 87 5 To add an attachment to the appointment click on Select files below Attachments Select a file Click on Add To add additional attachments repeat the steps To remove an attachment click the Delete icon X Tip You can also add an attachment by dragging and dropping a document from the file browser or the desktop to the appointment window 8 3 2 Creating appointments from iCal attachments You can create an appointment from an E Mail s iCal attachment An iCal attachment can be identified by the file extension ics How to create an appointment from an E Mail s iCal attachment 1 Select an E Mail with an iCal attachment in the a application 2 Click on the attachment s name in the display area Click on Add to calendar in the menu 8 3 3 Importing appointments from files Information on importing appointments from files can be found in Importing Data page 136 8 3 4 Subscribing appointments from other calendars You can import appointments from other calendars e g from your Google calendar to a calender folder by subscribing the other calendar Information can be found in Subscribing to data page 131 8 3
106. n the required fields for sending an E Mail 46 Click on Send 58 Copyright Open Xchange Inc 2012 2013 E Mail Settings E Mail Ox 6 8 E Mail Settings How to use the general E Mail settings 1 Click the System menu icon Edin the menu bar Select Settings from the menu 2 Click on E Mail in the sidebar 3 Change the Settings 591 The following settings are available Permanently remove deleted E Mails Automatically collect contacts in the Collected addresses folder while sending E Mails Automatically collect contacts in the Collected addresses folder while reading E Mails Use fixed width font for text mails Automatically select first E Mail Append vcard Insert the original E Mail text into a reply Thread Ansicht Forward E Mails as Format messages as Line wrap when sending text mails after Default sender address Auto save E Mail drafts Allow HTML formatted E Mail messages Block pre loading of externally linked images Display emoticons as graphics in text E Mails Color quoted lines Signature Permanently remove deleted E Mails Defines whether E Mail messages will be removed permanently immediately after you click the Delete button or whether they will go to the trash folder Warning Permanently removed E Mail messages can not be restored Automatically collect contacts in the Collected addresses folder while sending E Mails Defines w
107. ng Tasks In order to create a new task you can proceed as follows Create a task by entering the subject and the due date Use further functions adding participants and resources adding attachments adding details How to create a new task 1 w Nous Open a tasks folder in the folder tree Note Select a folder for which you have the permission to create tasks Click the Add icon Ein the toolbar Enter a subject Enter a description if needed To view the complete form click on Expand form Set the task s start and due date In case you want to be reminded of the task select a setting in the Remind me drop down field You can use further functions adding participants and resources adding attachments adding details Click on Create How to use further functions when creating a task 3 Prerequisite The dialog for creating a new task is selected In order to add a further participant enter the participant s E Mail address in the input field below Participants Click the icon Tip While entering the E Mail addresses matching suggestions are displayed In order to accept a suggestion use one of the following methods Use the scrollbar to browse the list Click on a suggestion Use the cursor keys to select a suggestion Press Enter In order to remove a participant click the X icon next to the name In order to add multiple participants you can enter the name of a distribution list 67 In order to add at
108. ng a user role 1 Select a folder in the folder tree Note You need to have administrative rights for this folder Click on the Edit folder icon E below the folder tree Click on Permissions The fo der permissions window shows the current permissions for this folder Click on Apply role next to a user name Select a User role 127 from the menu 4 Click on Save Copyright Open Xchange Inc 2012 2013 129 OX Organizing Data Sharing folders How to remove a user s folder permissions 1 Select a folder in the folder tree Note You need to have administrative rights for this folder 2 Click on the Edit folder icon E below the folder tree Click on Permissions In order to remove a user s permissions click the icon X next to the user s name 4 Click on Save 130 Copyright Open Xchange Inc 2012 2013 Publish amp Subscribe Organizing Data OX 12 5 Publish amp Subscribe Publish and subscribe helps you use social network data or share specific data with external partners The following options exist Import contacts from social networks or data published by other users by subscribing to that data Share the data from a contacts or documents folder with other users and external partners by publishing the contact or document folder Keep the overview of your subscribed and published data by managing them on a common overview page 12 5 1 Subscribing to data You have the following op
109. nistrative rights No 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 Folder permissions create objects and subfolders Object permissions read all objects edit all objects delete all objects Administrative rights No Example 5 A user should have all permissions The user should be allowed to grant permis sions to other users Folder permissions create objects and subfolders Object permissions read all objects edit all objects delete all objects Administrative rights Yes 146 Copyright Open Xchange Inc 2012 2013 Ox Index A Address Book 63 components 64 Address book invite contact to appointment 68 send E Mail 68 settings 73 Address Book App 63 Address book settings Show contacts from administrator group 73 Answer appointment invitation 82 Answer task invitation 113 App Calendar 75 App E Mail 41 App Text 103 Application definition 14 Applications 33 Appointments 75 changing status 84 co operate with others 86 colors 78 confirm invitation 82 create distribution list from list of participants 86 create from iCal 80 create new 79 creating 79 delete 85 display 78 display in calendar view 78 display in list view 78 displaying 78 edit 83 edit with drag and drop 83 edit multiple 85 exporting 141 finding free times 87 import 136 import from other calendars 80
110. ntacts from administrator group Specifies whether contacts from the adminstrator group are displayed Copyright Open Xchange Inc 2012 2013 73 74 Copyright Open Xchange Inc 2012 2013 Ox 8 Calendar Learn how to use the Ca endar application Use one of the following methods to open the Ca endar application Click on Calendar in the menu bar Click on Calendar on the Apps page below Your applications the Calendar components display appointments create appointments answer appointment invitation manage appointments share calendars with other users use the Ca endar settings Copyright Open Xchange Inc 2012 2013 75 OX Calendar The Ca endar Components 8 1 The Ca endar Components An introduction to the user interface can be found in The User Interface Toolbar Contains the following icons Add icon El Creates a new appointment 79 Note This function is only enabled if you opened a calendar for which you have the appropriate permissions to create objects View icon BI Selects one of the following views for the display area 2 Day Work week Week Month a List Toggle Folder icon Opens or closes the Folder tree Toggle Search icon I Opens an input field in order to search 122 for appointments with a certain subject Folder tree Displays the calendar folders Enables navigation within the folder structure 124 In order to open the folder tree click the Toggle
111. o Share this folder with all or certain users You can also share an existing folder with read or write permissions Further information can be found in Permissions To share contacts with external partners proceed as follows Create a new personal or public folder and copy or move the wanted contacts to it Use the publish function to publish this folder Further information can be found in Publishing data If another user published a contact folder you can access those contacts by subscribing to this contact folder Further information can be found in Subscribing to data f another user shared a contact folder with you you can use those contacts Further information can be found in Permissions Copyright Open Xchange Inc 2012 2013 71 OX 7 7 interchanging Contacts with Other Applications You can do the following Interchanging Contacts with Other Address Book Applications export 141 contacts to use them in other applications import 136 contacts that you created in other applications 72 Copyright Open Xchange Inc 2012 2013 Address Book Settings Address Book OX 7 8 Address Book Settings How to use the address book settings 1 Click the System menu icon EJ in the right side of the menu bar Click on Settings in the menu 2 Click on Address book in the sidebar 3 Change the settings 73 The following options are available Show contacts from administrator group Show co
112. ocument click the Close document icon Edin the document bar on the right side Note When having completed the editing a new document version 98 will be created Copyright Open Xchange Inc 2012 2013 107 Ox Editing Documents Under a New Text Name 10 4 Editing Documents Under a New Name You can create a new document using a copy of an existing document by editing the existing document under new name How to edit a document under a new name 1 2 Launch the es app Open a folder containing documents in the folder tree Note Open a folder for which you have the permission to create objects Depending on the view selected use one of the following methods In the cons view click on a document In the popup click on More In the menu click on Edit as new In the Z stview select a document in the sidebar In the display area click on More In the menu click on Edit as new The document will be opened for editing 4 Click on Unnamed on the upper right side of the document bar Enter a name for the document You can now use the functions for editing a document 108 Copyright Open Xchange Inc 2012 2013 Ox 11 Tasks Learn how to work with the sks application Use one of the following methods to launch the 7asks application Click on Tasks in the menu bar Click on Tasks below Your applications on the Apps page the 7asks components view tasks create tasks answ
113. older the new subfolder will be created in your personal root folder Note Select a folder for which you have the appropriate permissions to create subfolders 2 Click the Add folder icon El below the folder tree Click on Add subfolder 3 Enter a name in the Add new subfolder window Click on Add folder 12 3 4 Renaming folders You can rename subfolders in your personal folders For other folders you need the appropriate per missions 127 How to rename a folder Note In order to rename a folder you need to have administrative rights for the folder 1 In the folder tree select the folder that you want to rename 2 Click the Edit folder icon El below the folder tree Click on Rename 3 Edit the name or enter a new name Click on Rename 12 3 5 Moving folders You can move subfolders from your personal folders For other folders you need to have the appropriate permissions 127 How to move a folder Note In order to move a folder you need to have administration rights for the folder and the right to create subfolders in the target folder 1 In the folder tree select the folder that you want to move 2 Click the Edit folder icon E below the folder tree Click on Move 3 Select a folder in the Move fo der window Click on Move Copyright Open Xchange Inc 2012 2013 125 OX Organizing Data Deleting folders 12 3 6 Deleting folders You can delete subfolders in your personal folders For other folders yo
114. ontacts are added to the folder 13 1 3 Importing contacts in the CSV format The following CSV files are supported Standard CSV files with comma separated values CSV files from the following Microsoft Outlook versions o Microsoft Outlook 2003 2007 a German English and French language versions The correct format of the CSV file is automatically recognized The data assignment to specific data fields depends on the assignment in your configuration Further information are provided by your ad ministrator or host How to import contacts from a CSV file 1 Launch the Address Book app 2 Select the folder for importing the contacts to in the folder tree 3 Click the Edit folder icon E below the folder tree Click on Import 4 Select the data format Click on Import Result The contacts are added to the folder 140 Copyright Open Xchange Inc 2012 2013 Exporting Data Exchanging Data OX 13 2 Exporting Data With the Export function you can export certain data to a file for use with other programs You can export the following data Contacts in the following formats a CSV a vCard a hCard Appointments in the following formats 2 iCalendar Tasks in the following formats 2 iCalendar Those formats are standardized and can be imported by many other programs You can do the following exporting a folder s data 13 2 1 Exporting folder data You can export the following objects Contacts in a per
115. opyright Open Xchange Inc 2012 2013 113 OX Tasks Managing Tasks 11 5 Managing Tasks Some of the techniques for organizing tasks require having set up own tasks folders Information about creating folders can be found in Folders page 124 The following options exist Editing tasks Marking tasks as done Changing a task s due date Moving tasks Changing tasks confirmations Printing tasks Deleting tasks Editing multiple tasks at once 11 5 1 Editing tasks You can edit a task s data at a later point How to edit a task Prerequisite You have the permission to create objects in the folder containing the task 1 Select a task in the sidebar 2 Click on Edit in the display area The task s data are displayed To view the complete form click on Expand form 3 Edit the data 4 Click on Save 11 5 2 Marking tasks as done You can mark a task or multiple tasks at once as done How to mark a task as done Prerequisite You have the permission to edit objects in the folder containing the task 1 Select a task in the sidebar 2 Click on Done in the display area 11 5 3 Changing a task s due date You can change a task s due date and time How to change a task s due date Prerequisite You have the permission to create objects in the folder containing the task 1 Select a task in the sidebar 2 Click on Change due date in the display area Select an entry 11 5 4 Moving tasks You c
116. ounts in the settings Each external E Mail account will receive its own E Mail folder First you have to set up or edit external E Mail accounts You can then use the external E Mail accounts 6 7 1 Setting up and editing external E Mail accounts The following options exist setting up an external E Mail account editing an external E Mail account deleting an external E Mail account How to set up an external E Mail account 1 Click the System menu icon EJ in the menu bar Select Settings from the menu 2 Click on Mail and Social Accounts in the sidebar 3 Click on Add in the display area Select Mail Account from the menu 4 Inthe Add mail accountwindow enter the E Mail address used for the external E Mail account Enter the password for the external E Mail account Click on Add 5 After a short while you will be informed that the external E Mail account has been set up Click on Close Now you can use the external E Mail account Tip You can also set up an external E Mail account by clicking on the button below the E Mail folder tree Select Add E Mail account from the menu How to edit the settings of an external E Mail account Note Usually it is not necessary to change the external E Mail account settings Click the System menu icon Edin the menu bar Select Settings from the menu Click on Mail and Social Accounts in the sidebar Select an external E Mail account in the display area below Mail and Soc
117. oxes of the folders that you want to subscribe to Click on Save 6 6 3 Inviting all E Mail recipients to an appointment If there are several E mail recipients all recipients can be invited to a new appointment How to invite all E mail recipients to an appointment 1 Select an E Mail from the sidebar 2 Click on All recipients in the display area Note This button is only displayed if the E Mail has multiple recipients 3 Select Invite to appointment from the menu 4 Complete the data for Creating an appointment 79 6 6 4 Saving all recipients of an E Mail as a distribution list If an E Mail contains multiple recipients you can save all the recipients as a new distribution list Copyright Open Xchange Inc 2012 2013 55 OX Saving all recipients of an E Mail as a E Mail distribution list How to save the recipients of an E Mail as a distribution list 1 Select an E Mail from the sidebar 2 Click on All recipients in the display area Note This button is only displayed if the E Mail has multiple recipients 3 Select Save as distribution list from the menu 4 Complete the data for Creating a distribution list 67 56 Copyright Open Xchange Inc 2012 2013 External E Mail Accounts E Mail OX 6 7 External E Mail Accounts If you use external E Mail accounts e g Google Mail you can access those E Mail accounts from within the groupware provided you have set up the external E Mail acc
118. pending on the selected view use one of the following methods In the cons view click on a file In the pop up click on a version s name below Versions A menu opens In the Z st view select a file in the sidebar Click on a version s name in the display area below Versions Amenu opens 2 In order to open the version click on the Open menu entry In order to save the version click on the Download menu entry How to set a certain file version as the current version 1 Depending on the selected view use one of the following methods In the cons view click on a file Click on a version s name in the pop up below Versions A menu opens In the Z stview select a file in the sidebar Click on a version s file name in the display area below Versions Amenu opens 2 Click on the Make this the current version menu entry How to delete a certain version 1 Depending on the selected view use one of the following methods In the cons view click on a file Click on a version s name in the pop up below Versions A menu opens In the Z stview select a file in the sidebar Click on a version s file name in the display area below Versions Amenu opens 2 Click on Delete version in the menu 9 5 11 Editing multiple files at one time You can execute the following functions for multiple files together opening or saving the current versions sending links to the files sending the current versions as E Mail attach
119. pointments Use individual or recurring appointments to schedule meetings and activities Use calendar folders to organize appointments Specify the team members who can access se lected calendars Use the team view functions to find windows of free time and to check whether resources like rooms or devices are available When scheduling appointments with external participants the iCal functions ensure automated invitation management Learn more 75 Tasks Schedule and organize your activities Use the due date to organize your tasks Use the reminder for tasks that are due Manage your team by delegating selected tasks to others Use the tasks folders to organize your tasks Specify team members who can access selected tasks Learn more 109 Documents Create edit and print formatted documents in common Office file formats Use formatted text documents for your correspondence Use tables and images within the doc uments Make use ofthe other apps to organize your documents to send them by E mail or share them with users or external partners Learn more 103 Files Use the file store to centrally manage information or to share information with others Save any files notes or Internet links Give your team read or write access to selected document folders Send individual files as E Mail attachments or links Provide information to external partners by sharing document folders with publish and
120. pressing the lt ctrl gt key or the lt cmd gt key on Mac systems Working with several windows Opening saving and closing files Opening closing and selecting files in a folder tree Information on these techniques can be found in your operating system documentation Copyright Open Xchange Inc 2012 2013 21 OX Getting started with the OX App Suite Signing in signing out 2 4 Signing in signing out In order to sign in you need to know the server address your username and your password This infor mation is provided by your administrator or host How to sign in to the server 1 Open a web browser 2 Enter the server address in the address bar The login window will be displayed CS CS Stay signed in 3 Enter your username and your password Note that they are case sensitive 4 To save your credentials locally enable Stay signed in Warning Only use this option if this machine is used solely by you When signing in to a public ma chine do not use this option 5 Click on Sign in Note If you enter the wrong username or password an error message is displayed Enter the correct information Result The desktop is displayed A menu bar at the top of the screen contains functions available in all applications Selecting applications e g Portal E Mail Address book Further functions organizing applications refreshing data opening the help section signing out At the bottom of the screen several usef
121. r an appointment invitation in the info area 1 Click the Unread badge icon in the menu bar El The Notification area is displayed 2 Click on Accept Decline below nvitations 3 Enter a comment in the Change confirmation status window Click on one of the buttons Decline Tentativeor Accept You can also change your appointment status at a later point in time How to answer an appointment invitation in an E Mail invitation 1 Open an E Mail with an appointment invitation in the amp Mai application 2 Click on one of the buttons Confirm Temporary Decline in the display area below 7his email contains an appointment 82 Copyright Open Xchange Inc 2012 2013 Managing appointments Calendar OX 8 5 Managing appointments Some of the techniques for organizing appointments require having all ready set up your own calendar folders Information about creating folders can be found in Folders page 124 The following options exist Editing appointments Editing appointments with drag and drop Changing the appointment status Moving appointments to another folder Printing appointments Deleting appointments Editing multiple appointments at once 8 5 1 Editing appointments You can edit all data entered when having created an appointment at a later time How to edit an appointment Prerequisite You have the appropriate permissions to modify objects in the folder containing the appointment 1 D
122. riate permissions to create objects 2 Click the Add icon M in the toolbar Click on Add contact 3 Enter the data In order to add attachments to the contact click on Attachments Click on Browse Select one or multiple files In order to remove an attachment click the Delete icon X In order to hide the input fields click on Attachments The attachments added will remain Tip You can also add an attachment by dragging a document from a file browser or from the desktop to the contact window and dropping it there Click on Save 7 3 2 Importing contacts from files Information on importing contacts from various files can be found in Importing Data page 136 7 3 3 Importing contacts from social networks You can import your contacts from social networks like LinkedIn or Facebook to a contacts folder by subscribing to the contacts Information can be found in Subscribing to data page 131 66 Copyright Open Xchange Inc 2012 2013 Creating Distribution Lists Address Book OX 7 4 Creating Distribution Lists A distribution list allows you to simultaneously send an E Mail to multiple recipients by entering the distribution list in the E Mail s recipients field In order to create a new distribution list enter a name in the Create distribution list page and add contacts How to create a new distribution list 1 Open an address book in the folder tree Note Open an address book for which you have the appropri
123. right Open Xchange Inc 2012 2013 37 OX Portal Components 5 1 Components Signed in as Displays the username that you used for signing in Customize this page button Clicking on this displays a page that allows customizing 39 the Portal Appointments square Displays your current appointments You can do the following If clicking on Appointments the Ca endar app opens If clicking on an appointment a pop up opens The pop up shows the appointment data If clicking on a participant an additional pop up opens In order to close a pop up click on Close in the top right corner nbox square Displays new E Mails You can do the following If clicking on Inbox the a app opens If clicking on an E Mail a pop up opens The pop up displays the E Mail s contents To delete reply to or forward the E Mail click on the respective button in the pop up To close a pop up click on Close in the top right corner To compose a new E Mail click on the Compose new E Mail list item Tasks square Shows unfinished tasks You can do the following If clicking on Tasks the asks app opens If clicking on a task a pop up opens The pop up shows the appointment data In order to close a pop up click on Close in the upper right corner Recently changed files square Displays new or changed files Note This square might not be displayed If this is the case you can add the square User
124. rom the desktop to the E Mail window Malfunction note A malfunction note indicates actions that can not be executed in the current situation A malfunc tion note helps to avoid handling errors A handling error is introduced with the word Note Example Note In order to add a signature you need to have created one in the E Mail settings Warning about loss of data or security risks A data loss warning indicates an action that irrevocably deletes data as soon as the action is ex ecuted A security risk warning indicates an action that possibly endangers the security of your data A warning is introduced with the word Warning Example Warning Permanently deleted E Mails are irrevocably lost Prior to permanently deleting E Mails make sure you no longer need the E Mail messages Copyright Open Xchange Inc 2012 2013 13 OX About this Documentation Terminology 1 4 Terminology This documentation uses the following terms OX App Suite The software described in this documentation Application An application is a component that provides certain functions Exam ple With the Ma application you can send receive and organize E Mails Objects Objects are created and organized by the user Examples E Mails contacts appointments tasks documents Function An action performed by the user Example sending an E Mail deleting an appointment User interface This refers to the OX App Suite user interfa
125. rticipants 86 Create new Copyright Open Xchange Inc 2012 2013 147 OX Index appointments 79 file 95 task 112 D Data exchange 135 Data interchange contacts 72 tasks 118 data organization 121 Daten exportieren 141 Definition E Mail thread 14 function 14 Definitions application 14 elements 14 External E Mail account 14 external participant 14 global address book 14 Internal E Mail account 14 objects 14 OX App Suite 14 participants 14 system windows 14 user 14 user interface 14 Delete appointments 85 contacts 69 files 98 folder 126 tasks 115 design elements 12 Display contacts 65 E Mail attachment 45 E Mails 44 files 92 files in icon view 92 files in list view 92 tasks 111 Display contents files 93 Display PDF documents 93 Displaying appointments 78 Distribution list invite to appointment 68 send E Mail to 68 Documentation 9 content 11 design elements 12 help 15 target group 10 Documents create 106 creating documents 106 display contents 93 download 107 edit 107 edit under a new name 108 print 107 E Mail 41 add to the portal 51 automatically forward 48 categorize with labels 50 collect addresses 50 components 42 copy 49 drafts 51 enable reminder 51 external E Mail accounts 57 forward 48 import from EML 52 invite recipients to appointment 55 manage 49 mark as read 50 mark as unread 50 m
126. s new objects like a new E Mail or a new contact Toggle Folder icon Opens or closes the folder tree Toggle Search icon EI Opens or closes the search input field Depending on the application further icons may be available e g an icon for selecting a view for the display area Toggle Search input field a MFrom To MCC MSubject Mai text If you click the Toggle Search icon in the toolbar the Toggle Search is opened or closed When en tering a search term the sidebar only displays elements matching the search term To reset the search result click the Toggle Search icon in the toolbar Folder tree When clicking the Toggle Folder icon in the toolbar the folder tree is opened or closed It shows the following contents an alphabetically sorted list of application specific folders depending on the application sections for personal public and shared folders a function bar containing the following o Add icon Bland Edit icon El Provides functions for managing folders a Close icon E Closes the folder tree Copyright Open Xchange Inc 2012 2013 25 OX First Steps The User Interface Sidebar Timo Meier 22 05 2012 OXT upcoming Brian Connor 23 12 2010 Speech summary 8 Timo Meier 23 12 2010 eMail m Timo Meier 20 01 2010 Re Fact Sheet Open Xchange Express Jean Dupont 16 12 2009 Votre commande a t trait e Jean Dupont 16 12 2009 Sales meeting agenda draft Bi
127. settings square Includes links for the following functions Changing your personal contact data Changing your password Note This square might not be displayed If this is the case you can add the square Quota square Displays the current quota used on your account on the server Note This square might not be displayed If this is the case you can add the square Squares with Wews widgets Display current messages from different message sources Current messages from social networks like Facebook or Twitter Messages from RSS feeds Photos from web pages loke Flickr or Tumblr To subscribe to a message source or an RSS feed add a new square to the Portal The settings or a message source of an RSS feeds can be changed later 38 Copyright Open Xchange Inc 2012 2013 Customizing the Portal Portal Ox 5 2 Customizing the Portal The following options exist Changing the portal squares order Adding portal squares Changing the portal squares settings 5 2 1 Changing the portal squares order You can define the order of the squares How to change the portal squares order 1 Drag a square to another position 2 Drop the square in the new position 5 2 2 Adding portal squares You can extend the existing squares by adding new ones How to add new portal squares 1 Click in the Porta App on the right above the Customize this page 2 Click under Portal settings on Add widget
128. sonal or public contacts folder Appointments in a personal or public calendar folder Tasks in a personal or public tasks folder How to export a folder s objects 1 Select a personal or public folder in the folder tree 2 Click the Edit folder icon El below the folder tree Click on Export 3 Select a data format Click on Export Copyright Open Xchange Inc 2012 2013 141 142 Copyright Open Xchange Inc 2012 2013 Ox 14 Best Practices General questions ceeeccccceeeeeeseeneceeeneeceeeeeenenaeaaeeeeeneeseeaaanaaaaeceeesecneaeanaeaeentessensaneaaaes 143 Where can find my personal data and settings oe eeeeessenececeeeeeseenenaeeeeeeeers 143 How can Change my password ss 143 Why can particular buttons or input fields not be found eee teeeceeeeeeeenteeeeeeees 143 How am notified about new E Mails or appointment invitations 143 How can read current messages from social networks or news pages uo eee 144 Questions about E Mails and CONTACTS cee cccesssscececseececeaeeececeaueeceeeausceesauenceesaueneeees 144 How can send an E Mail to multiple addresses at ONCE eeeesseseeeceeeeeseenteaeeeeees 144 What is the purpose of the input fields Copy to and Blind copy to 144 regularly send E Mails with identical or similar content How can speed up this PrOCESS A ne gei Don eee D Gta E EEE EA EE anna ie crie e ea 144 Can I e g acc
129. stview click on a file in the sidebar Click on More in the display area In the menu click on Rename 2 Edit the file name Note the name extension 3 Click on Rename 9 5 5 Editing descriptions You can edit a file s description How to edit a file s description Prerequisite You have the appropriate permissions to edit objects in the folder containing the file 1 Depending on the view selected use one of the following methods In the cons view click on a file In the pop up click on More In the menu click on Edit description In the Z stview click on a file in the sidebar In the display area click on More In the menu click on Edit description 2 Edit the description 3 Click on Save 9 5 6 Moving files You can move a file or multiple files at once to another folder How to move a file Prerequisite You have the appropriate permissions to create objects in the target folder 1 Depending on the view selected use one of the following methods In the cons view click on a file In the pop up click on More In the menu click on Move In the Z stview click on a file in the sidebar In the display area click on More In the menu click on Move 2 Select a folder in the Move window Click on Move Tip In order to move files using drag and drop select the Z st view Select a file or multiple files in the sidebar Drag the selected files to a folder in the folder tree 9 5 7 Copying files You can
130. t for this action A task has a due date and sometimes a priority If you are flexible regarding the time schedule of an action and only have to respect the due date enter a task for this action How can I create a task from an E Mail Use the Aeminder function in the display area of the Wa app More information can be found in TITLE 144 Copyright Open Xchange Inc 2012 2013 Best Practices OX How can organize another person s appointments as a representative 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 How do use the availability function e g Free Busy Absent etc If you want to avoid conflicts when creating appointments use the availability ree All other availabilities cause conflict messages for overlapping appointments How do use the calendar recurrence settings Example 1 An appointment should take place each second day It should start on 07 01 2013 The appointment should take place five times Starts on 07 01 2013 Daily The appointment is repeated every 2 days The series ends after 5 appointments Example 2 An appointment should take place each Tuesday and Friday It should start on 08 01 2013 Starts on 08 01 2013 Weekly The appointment is repeated every week on Tuesday Friday The series never ends Ex
131. t is displayed after login Auto Logout Specifies whether you are automatically logged out if you have not worked with the der OX App Suite for a specific time Automatically open notification area on new notifications Specifies whether the notification are is automatically opened when receiving a new notification or E Mail Empty Cache If clicking on the button locally stored data copies are deleted Those locally stored copies are used for increasing the access speed Under some circumstances a faulty user interface behaviour might be corrected by emptying the cache Copyright Open Xchange Inc 2012 2013 29 OX First Steps Changing Personal Contact Data 3 3 Changing Personal Contact Data How to change your personal contact data 1 Click the System menu icon El on the right side of the menu bar In the menu click on Settings 2 Inthe sidebar click on My contact data 3 Change the settings Click on Save Tip You can also change your personal contact data by using the User data portal square in the Porta application 30 Copyright Open Xchange Inc 2012 2013 Changing the password First Steps OX 3 4 Changing the password How to change your password 1 2 3 4 Note This square might not be displayed In this case you can add the square Click on Portal in the menu bar Click on My password in the User data portal square Enter the current password Enter the new password twice
132. tachments to the task click on Attachments Click on Browse Select one or multiple files In order to remove an attachment click the Delete icon X In order to hide the input fields click on Attachments The attachments added will remain Tip You can also add an attachment by dragging a document from a file browser or from the desktop and dropping it in the task window In order to add details like billing information click on Details Enter the data required 112 Copyright Open Xchange Inc 2012 2013 Answering Tasks Invitations Tasks OX 11 4 Answering Tasks Invitations If a user or an external partner adds you to a task as participant you will receive at least one of the following notifications You are informed about this task in the 7o area You will receive an E Mail invitation for the task You can accept temporarily accept or refuse your participation in the task How to answer a task invitation in the info area 1 Click the New objects icon in the menu bar E The 7fo area is displayed 2 Under nvitations click on Accept Decline 3 Enter a comment in the Change confirmation status window Click on one of the buttons Confirm Temporary Decline How to answer a task invitation in an E Mail invitation 1 Display an E Mail with a task invitation in the a application 2 Click on one of the buttons Confirm Temporary Decline in the display area below 7 s email contains a task C
133. ting appointments 5sdrsmtie sistema aaia dee tit done dessins 84 8 5 6 Deleting appointments ss 85 8 5 7 Editing multiple appointments at ONCE sssssssssserressssessrerrersssssrerrreseessseere 85 8 6 Team APPOINTMENTS srirrisritsriri Cis r E In NAE ESSENS IE SESA EES EE N 86 8 6 1 Sharing appointments iii 86 8 6 2 Sending an E Mail to participants ec ccceeeeeeecececececececececececeeeceeseeeeceeees 86 8 6 3 Creating a distribution list from the list of participants 86 8 6 4 Scheduling appointments with several participants ee ceeeeeeeeeeeeneneees 87 8 7 Calendar Settings sise 88 PANGS s cu stisee tte c ess nr netensrscsn te er eensnten diese aitu 89 91 The FES COMPONENTS sr issestanensmsensnbrenemnesesteipeemnnlenierbtereenistenscens 90 92 Viewing Fl SS 254rmererdeaenmee dinars annees Rides atues 92 9 2 1 Displaying files in the list view cc eeeeeeeeeneeneceeeeeeeeeeneaeaeceeeereeseenaaeeeeees 92 9 2 2 Displaying files in the icon view csc eeecceeeeeseensnneceeeeeeeteesenteaeeeeeereetesnaaeess 92 9 3 Opening Files and Displaying Contents cece eeesesteeeeceeeceeeentaaeeeeeeeeeteentaaeass 93 9 3 1 Displaying a file s content ss 93 9 3 2 Displaying the contents of COCUMENTS 00 0 eee eeeennenececeeeeeteeneaaeaeeeeeereeeeas 93 9 3 3 Playing Multimedia Files eee essenececeeeceesentnececeeeeeseeseaeaeeeeeereneeenaaeess 94 OA Creating FIGS 54e M deecbendsautbusdetecdeateccbeasde
134. tions Subscribe contacts from social networks In order to use this function you need to have set up an account containing your access data for the social network Further information can be found in Subscribing to data page 131 Subscribe appointments from your Google calendar Subscribe other users data using an E Mail invitation Refresh subscribed data Disable enable change or delete a subscription Information can be found in Managing subscribed and published folders page 132 How to subscribe data from a social network Prerequisite You have set up an account with the credentials that you use for the data source 1 Select a private contacts folder in the Address Book application 2 Click the Add folder icon El below the folder tree Click on Subscribe 3 The Subscribe window opens Specify the data to be subscribed Select the data source from the Source dropdown field Select the account for the data source from the Account dropdown field 4 Ifthe data are to be subscribed to a new folder enable Add new folder for this subscription 5 Click on Subscribe The data are imported This can take a while Tip A folder with subscribed data is marked with the Cloud icon El If clicking the icon the Publications and Subscriptions settings are opened How to subscribe appointments from your Google calendar 1 Select a private calendar folder in the Ca endar application 2 Click the Add folder icon El below the folder tr
135. tment contains such information that information is ignored Copyright Open Xchange Inc 2012 2013 139 OX Exchanging Data Importing contacts in the vCard format 13 1 1 3 Accomplishing an iCal import Note the following when importing iCal data Make sure the file you want to import contains correct iCal data How to import appointments or tasks in the iCal format 1 Launch the Calendar oder 7asks application Select the folder for importing appointments or tasks to in the folder tree Click the Edit folder icon El below the folder tree Click on Import Click on Select file in the 7g0 t into window Select a file in iCal format uP WN Click on Import Result The appointments or tasks are added to the folder 13 1 2 Importing contacts in the vCard format Not the following when importing vCard data make sure the file to be imported contains correct vCard data For each contact only one private and one business address are imported If the imported vCard file contains additional private and business addresses those addresses are ignored when importing How to import contacts in vCard format 1 Launch the Address Book app Select the folder for importing the contacts to in the folder tree Click the Edit folder icon E below the folder tree Click on Import Select the vCard format in the mport into window Click on Select file Select a file in the vCard format vip WN Click on Import Result The c
136. ts and tasks folders You can not grant administrator rights for these folders to other users Examples for practical settings can be found in the data organisation and team work questions How to grant permissions for a folder 1 Select a folder in the folder tree Note You need to have administrative rights for this folder Click the Edit folder icon E below the folder tree Click on Permissions The fo der permissions window shows the current permissions for this folder At the bottom enter a user s name Click the icon The user gets the preset permissions 4 Click on a user s permission to change it Example settings can be found in questions about data 5 6 organisation and team work If required repeat these steps to grant additional permissions Click on Save Tip A shared folder is marked with the Shared icon E If clicking the icon the Fo der permissions winow opens How to change the folder permissions 1 4 Select a folder in the folder tree Note You need to have administrative rights for this folder Click on the Edit folder icon El below the folder tree Click on Permissions The fo der permissions window shows the current permissions for this folder Click on a permission to change it Example settings can be found in Questions about data organization and team work Note You cannot change the administrative rights of a personal folder Click on Save How to grant permissions by applyi
137. u need to have the required permissions 127 How to delete a folder Warning If you delete a folder all subfolders and objects in this folder will also be deleted Deleted subfolders and objects can not be restored Note To delete a folder you need to have administrative rights for this folder 1 In the folder tree select the folder that you want to delete 2 Click the Edit folder icon E below the folder tree Click on Delete 3 Confirm that you want to delete the folder Result The folder and its objects are permanently deleted 126 Copyright Open Xchange Inc 2012 2013 Permissions Organizing Data Ox 12 4 Permissions Permissions define what a user can do with a particular folder and its contents Individual users have certain folder permissions In order to allow another user access to one of your private folders you have to grant the user certain permissions for that folder This is called sharing the folder Please note the following You cannot share specific items only complete folders Think about the permissions needed by another user If a user e g should only read folder contents write permission for that folder is not needed You can not share specific items only complete folders A description of permissions can be found in 12 4 1 Which permissions can be granted page 127 A listing of preset permissions for specific folders can be found in in 12 4 2 Permissions for folders that alrea
138. u want to share from your address books to this contact s folder 3 Publish this contacts folder Informationen finden Sie in Publishing data page 132 How can I share specific documents with my external partners You can share the contents of documents folders with external partners You can proceed as follows 1 Inthe es app you can collect the documents in a separate folder 2 Publish this folder Information can be found in Publishing data page 132 want to share a folder with other users Which permissions do have to set 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 Folder permission new folder Object permissions read all objects no edit permissions no delete permissions Administrative rights No 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 Folder permissions new folder Object permissions read all objects no edit permissions no delete permissions Administrative rights No Example 3 A user should not be allowed to see the objects in a folder The user should be allowed to create and edit new objects though Folder permission create objects Object permissions read own objects edit own objects delete own objects Admi
139. ubscribing to data If another user shared a file folder with you you can use the included files Further information can be found in Permissions Copyright Open Xchange Inc 2012 2013 101 OX Files Files Settings 9 7 Files Settings How to use the files settings 1 Click the System menu icon El at the right side of the menu bar Click on Settings in the menu 2 Click on Files in the sidebar 3 Change the settings 102 The following settings are available Default view Audio enabled Video enabled Default view Defines the default view for the files Audio enabled Enables or disables the audio player Video enabled Enables or disables the video player 102 Copyright Open Xchange Inc 2012 2013 OX 10 Text Learn how to work with the 7ext app The 7ext components create documents edit documents edit a document under a new name 108 In order to search for organize or share documents with other users use the A es app 89 Use one of the following methods to launch the Jext app Open the Apps page and click on Text below Your applications Copyright Open Xchange Inc 2012 2013 103 104 OX 10 1 The Jext components Text The 7ext components Toolbar The toolbar is located on the left side It contains the following icons Download icon Downloads the selected document Print icon B Creates a PDF file and downloads it This PDF f
140. ul bits of information are displayed Your username Current date current time How to sign out 1 Onthe right side of the menu bar click the System menu icon EI Click on Sign out The login screen is displayed 2 If anyone else has access to the machine close the browser Warning If you close the web browser tab without signing out you stay signed in to the server If an other person enters the server address this person is automatically signed in with your username and has full access to your data Always sign out from the server when you are finished working Warning Your credentials might stay in the system memory as long as your browser is open This can be a security risk Close the browser to remove your credentials from the system memory 22 Copyright Open Xchange Inc 2012 2013 OX 3 First Steps What you initially should do Get familiar with the OX App Suite user interface Customize the OX App Suite basic settings Check your personal contact data Change or complete it if required For security reasons you should change your password In order to access social network contacts e g Facebook contacts you need to set up accounts for social networks Copyright Open Xchange Inc 2012 2013 23 OX First Steps The User Interface 3 1 The User Interface The OX App Suite user interface includes the following components A menu bar on the top A toolbar to the left The Folder tree can be
141. uling page 3 The following information are displayed on the page The appointment s participants There is a color assigned to each participant The participants appointments Each appointment is displayed in the color assigned to the par ticipant You can use the following functions In order to select another time range use the naviagation bar on top of the calendar sheet Add or remove participants or resources To change the view click on Change view on the bottom right side 4 Inthe calendar sheet drag open a free area from the start to the end date of the new appointment The Create appointment page opens 5 Complete the details for Creating the appointment 79 Copyright Open Xchange Inc 2012 2013 87 OX Calendar Calendar Settings 8 7 Calendar Settings How to use the calendar settings 1 Click the System menu icon El at the right side of the menu bar Select Settings from the menu 2 Click on Calendar in the sidebar 3 Change the Settings 88 The following settings are available Time scale in minutes Start of working time End of working time View Display refused appointments Default time for reminder E Mail notification for new changed or deleted E Mail notification for appointment creator E Mail notification for appointment participant Time scale in minutes Specifies the interval for dividing the time grid in the Day Work weekor Week calendar views Start
142. vacdlanedsudeatetetaratedcbenderods 95 9 5 Mana Sing Files asmia nsa i aE EA EE EENE E SEE AEE 96 9 5 1 Sending files as a link anaia 96 9 5 2 Sending files as E Mail attachments esse eeessenececeeeeesesneaeeeeeeeereeeeeas 96 9 5 3 Showing the link to a file 96 9 5 4 Editing file names seen 97 9 5 5 Editing descriptions iiss inanan a eaa aaa a aoa 97 Copyright Open Xchange Inc 2012 2013 5 OX OX App Suite 975 6 MOVING TGS sy sys sccectesssveasvananessesasvonausecnnetes ss tos stwachqatedes ven in a eaS 97 9 5 7 COPYING TES sise naea aa EEE iter dacs E EE 97 9 5 8 Adding files to the portal 0 ee eeecssesecececeeeeeensneceeeeeeesesseueaeeeeeereesesnaaeess 98 9 5 9 Deleting files ci vciccceccsdcscesdeids cecssdaadesaseaceces edenccsaaigedeasdduadeconideadasazesccadeaacceass 98 9 5 10 Working with versions ii 98 9 5 11 Editing multiple files at one time oo ccceeeeececeeeceeececeeeeececeeeeeeeeeeeeeeees 99 9 6 Files and TEAMS ccccccececececececececececececececesecececeseseseseseseseceseceseseseseseceseseseseseses 101 9 7 Files SEINS iis ii Meelis ee ne de Aa enter center Gaia tent encadre ete 102 DOTE E T A T A tin 103 10 1 The 7847 components s cccesecesssesscecscssecessvessesceveseceveveterecgvenecassvebaueevedecasebeddes 104 10 2 Cheating DOCUMENTS iccciiscevctidccsdetiiesssctidseccettiessnetivessdotidersncredsessedeisesstredessseed 106 10 3 Editing Documents 00 0 eeeeeeeeteteeeteeeeeeeteneeeaenea
143. w In order to upload a locally saved file click on Browse Select a file n 8 wW NN You can enter additional information in the Comments field 6 Click on Save Tip You can also create a new file by dragging a file from your desktop to the Aves app window and drop it in the upper part Copyright Open Xchange Inc 2012 2013 95 OX Files Managing Files 9 5 Managing Files Some of the techniques for managing files require having all ready set up your own folders Information on creating folders can be found in Folders page 124 The following options exist Sending files as a link Sending files as E Mail attachments Showing the link to a file Editing file names Editing descriptions Moving files Copying files Adding files to the portal Deleting files Editing multiple files at one time Working with versions 9 5 1 Sending files as a link You can send a link to a file as an E Mail attachment to a user You can send links to multiple files at once as E Mail attachments Please also read the hints in Section 9 6 Files and Teams How to send a link to a file as an E Mail attachment 1 Depending on the view selected use one of the following methods In the cons view click on a file In the pop up click on More In the menu click on Send as link In the st view select a file in the sidebar In the display area click on More In the menu click on Send as link
144. with a label 6 5 6 Showing the E Mail source The E Mail source contains the complete content of an E Mail i e the complete E Mail header data 50 Copyright Open Xchange Inc 2012 2013 Working with E Mail drafts E Mail OX How to display the E Mail source 1 Select an E Mail in the sidebar 2 Click on More in the display area Select View source from the menu The source is displayed in the View source window Tip The context menu allows you to select the source and copy it to the clipboard 6 5 7 Working with E Mail drafts The following options exist saving an E Mail as a draft while you are composing the E Mail sending a saved E Mail draft How to save an E Mail as a draft 1 Inthe Compose new email window click on Save 2 In the menu click on Save as draft Result The E Mail is saved in the Drafts folder How to send a saved E Mail draft 1 Open the Drafts folder 2 Select an E Mail draft in the sidebar 3 Click on Edit in the display area 4 Complete the entries Click on Send 6 5 8 Enabling an E Mail reminder You can enable a reminder for an E Mail This function creates a task and reminds you of the due date How to activate the E Mail reminder 1 Select an E Mail in the sidebar 2 Click on More in the display area Select Reminder from the menu 3 Complete the details in the Remind me window Select a time from the Remind me drop down field Click on Create remind
145. yed Navigation path to the selected folder The extent of information displayed can vary 64 Copyright Open Xchange Inc 2012 2013 Displaying Contacts Address Book OX 7 2 Displaying Contacts By default the contacts in the G oba address book are displayed Your personal address book can be found in the folder tree below Contacts How to display a contact 1 Open an address book in the folder tree 2 In order to quickly find the wanted contact use the following methods In order to only display contacts with a certain first name or surname use the search function In order to display contacts with a certain initial letter click a letter in the navigation bar 3 Click on a contact in the sidebar The contact s data is displayed in the display area 4 In order to display another contact do one of the following Click on another contact in the sidebar Browse the list with the cursor keys Copyright Open Xchange Inc 2012 2013 65 OX Address Book Adding Contacts 7 3 Adding Contacts The following options exist Creating a new contact Importing contacts from files Importing contacts from social networks 7 3 1 Creating a new contact In order to create a new contact you must at least enter one name in the Add contact window All other data is optional How to create a new contact 1 Open an address book in the folder tree Note Open an address book for which you have the approp

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