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1. SEE 38 36 1 Searching E Mail Messages is ies censsncaiecsscenvevssvecdesbateecesbsncadesnauvavawas een t detente 38 3 6 2 Collecting E Mail addresses 0 eee eeseccneeeececeeeeececneeeeceaseeeeeeaaeaeeeeaaeeeeeeaaeneeeeaaeneess 39 3 6 3 Opening E Mail in separate window e ee eeeeeececenneececeaeeeceeeaaeeceeeaaeeeeeeaaeeeeeeaaeeeeeeaa 39 3 6 4 Printing E Mail Messages csicv cccacesseecatevaveccunpsgeecinnendcetinasgesanthayecesns sy enctichaedcctnbagenetitnewes 40 3 6 5 Saving E Mail enri trente tentent entente ann te TE Re nette 40 3 6 6 Working with E Mail drafts cccecececcceceaeeneeeeeeceeeceaeeaeeeeeeeeeeceaaeaeeeeeeeseeeaaaaeeeees 40 3 6 7 Copying E Mail MESSAGES si cvieccuieiivecnsvevcensesevcennbedecdunldtedaaeetdadneusavcennedvedueestecnaeudeada Al 3 6 8 Moving E Mail MESSAGES 2 sccsevexecuteysedeatensseentnpsenedacvendanaessauactsvedecctinstuneaaebengansdesamaddie Al 3 6 9 Marking E Mail messages With flags ccseeeeeeececececeeeeaeeeeeeeeeeceaaaaeeeeeeeeeeeeaeaaeaees 42 3 6 10 Changing the E Mail status 2 00 0 eeecececenneececeaeeeceeeaaeeceeeaaeeeeeeaaeeeeeaaeeeeeeaaeeeeeeaa 43 3 6 11 Deleting E Mail Messages i c 06 ccasenseccceneeiecedansdeveaanes iinan EEEE ERER EEA ERS 43 4 Contacts MOULE username D AV OVERVIEW ss te nee te Re Mt arrete seed ei anne nada 45 4 2 What you should know ss 46 4 2 1 What is the purpose of the Contacts module 0 ce eee
2. 72 5 3 3 2 Navigating with the MiniCalendar control elements 73 5 4 Viewing the calendar and appointment ceeceeeeececeeeeeeecneeececeeeeeeeaaeaeeeeaaeeeeeeaaeneess 74 5 4 1 Selecting calendar and appointment VIEW 0 0 0 eeeceeeeeeececeeeeececeeeeeceaaeeeeeeaaueeeeeaaeneess 74 5 4 2 Displaying the calendar view ss 74 5 4 2 1 Displaying the Day calendar view cececeeeeececeeeeececeeeeececeeeeececeaaeeeeeeeaeeeeeeees 74 5 4 2 2 Displaying the Work week calendar view ceeeeececeeeeececeeeeeeeceeeeeeeeeeeeeeeeeees 75 5 4 2 3 Displaying the Month calendar View csssceeeeeeececeeeeeceeeeeeeceeeeaeeceneeaeeeeneeaes 76 5 4 2 4 Displaying the Week calendar view eceeeseeececeeneeceeeaaeeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaa 76 5 4 2 5 Displaying the Custom calendar view cc ceececenneececeeeeeceeeaaeeeeeeaaeeeeeeaaeeeeeeaa 77 5 4 2 6 How are appointments displayed eee eeeeeececenneeceeeaeeeceeeaaeeeeeeaaeeeeeeaaeeeeees 78 5 4 3 Displaying th list VIOW viccieiseccanieccadanssecaannas ecadnnadecceunadveadensaeecennasececnnaaeecantaaeedennieees 80 5 4 4 Displaying the Detail view sise 81 5 4 5 Displaying the team view sise 82 5 4 6 Displaying NOVENS ccsevececetessenceaevensecssestnecacvedeeeanstunesacbauneesceudnacGeubameeacgumensebeadenses 85 5 4 7 Opening or saving attachment 0 ce seeececenneeeeeecneecee
3. 206 8 5 3 Creating fOlders sssmmssnseseniecmdnseder miennes E a a aa aat 208 8 5 4 Renaming Folders ris saien reia eiennenn naa a eaaa eha ends 210 8 5 5 Moving TOlders enirere ionin nn E E O sented ge naan SENEE AEE EEE EAA E 210 8 5 6 Sending a link to a folder ooo cece cece cece ce aeeneeeeeecececeaeaaeeeeeeeeceeeaeaaeaeeeeeeeeeeaeaaeaees 210 8 5 7 Deleting folders srine iaveasedscnscetstunnaseced decane tain a aa a a oia iain 210 8 6 Permission manageren versnistieeewssovaurraiacaceoasdceeunarseedeaubceeasbanesedeeanentlienaa OE E eo 212 8 6 1 What do have to know about permissions eceeesseececeneeeeeeaaeeceeeaaeeeeeeaaeeeeees 212 8 6 2 Which folder permissions are preset for a user cceeceeececececeeeeneeeeeeceteceaaeaeeeeetees 213 8 6 2 1 Permissions for existing folders ec eeeeeeeeeeecececeeeeaeeeeeeeeeeeaeaaeaeeeeeeeeeeeeaaea 213 8 6 2 2 Permissions for newly created folders cceccceceeseeeeeececeeeceaeaaeeeeeeeeeeeaeaaeaees 214 8 6 3 Where do find folders shared by other users scceeecececeaceeeeeeeeceeeceaaeaeeeeeeees 215 8 6 4 Subscribing to E Mail folders ccccecceeeeeeeececeeeceaaeeeeeeeeceeeceaaeaeeeeeeeeeeaeaaeaeeeeeeees 217 8 6 5 Sharing folders 5 24 nement das denied date 218 viii Copyright Open Xchange Inc 2012 Open Xchange Server OX Oren xXCHanGce 8 6 6 Which permission settings are practical cee eecceeeeeececeeeeececneeee
4. How to log in to the server 1 Open a web browser 2 Enter the server address in the address bar The login window will be displayed 3 Specify whether your credentials are locally saved Public or shared machine Use this option when logging in to the server from a public or shared machine Your credentials are not saved locally You can only use one browser window for working with the groupware You can not re load the browser window In order to finish working with the groupware first log out from the server Close the browser window This prevents unauthorized access to your groupware data Private machine Only use this option if this machine is used solely by you Your credentials are saved locally for the current working day You can use several browser windows for working with the groupware 4 Enter your username and your password Note that they are case sensitive 5 Click OK Copyright Open Xchange Inc 2012 9 OX The Start page Logging in logging out orenxXCHace Result The start page is displayed A description can be found in 2 2 2 Elements of the start page page 11 Note If you enter the wrong username or password an error message is displayed Enter the correct data Note In the common settings Default module after login you can define the module to be opened after the login How to log out from the server In the upper right part of the start page click the Logout button The login window
5. 09 AM 10 AM 11 AM 12 PM 01 PM J Salesmeeting L 02 PM af November 2010 HO MT W Tt F S 03 PM 44 Ml 2 3 4 5 6 7 45 8 9 10 11 12 13 14 04 Pmi 46 15 16 17 18 19 20 21 47 22 23 24 25 26 27 28 05 DEMI 48 29 30 2 3 Show all my appointments from all calendars The Calendar module settings Compact panel A a C Expert mode ae CRE GT 77 on Lu wl New Edit EJ Delete Confirmation ih Move View Time Range Flags Calendar Brian Connor Calendar 1 Today a EE q m Monday 12 20 2010 Tuesday 12 21 2010 CPE EET FERRER Friday 12 24 2010 4 GoogleCalendar i The module contains the following elements N Element Function 1 Search input field Search for appointments using the appointment description or the category 2 Panel Contains the functions available in the Calendar module please refer to 5 3 1 The calendar panel page 70 3 Folder tree Shows the calendar folders please refer to 5 2 3 What is the purpose of calendar folders page 69 4 Overview window Shows the contents of the selected calendar folder please refer to 5 3 2 The calendar overview window page 71 Copyright Open Xchange Inc 2012 67 OX Calendar module What you should know Oren XCHanGce 5 2 What you should know 5 2 1 What is the purpose of the Calendar module In the Calendar module you can display calendars and appointments create appointments and manag
6. create InfoStore entries and manage InfoStore entries e g search move edit 7 2 2 What should I know about InfoStore entries An InfoStore entry contains information on a certain topic This might include the following Text information in the form of a comment A link bookmark to an Internet address An attached document There can be several versions of the attached document 7 2 3 What is the purpose of InfoStore folders InfoStore folders allow you to sort InfoStore entries in the same way as documents are sorted in folders on your disk An InfoStore folder in the folder tree can be identified by the amp icon All InfoStore folders are located in the folder tree below InfoStore There are the following types of In foStore folders Personal InfoStore folders The personal InfoStore folders are named after your username It is located in the folder tree below InfoStore Userstore You can create additional InfoStore folders in your personal InfoStore folder Public InfoStore folder These InfoStore folders are located in the folder tree below InfoStore Public InfoStore Each user can create public InfoStore folders and share them with other users Shared InfoStore folders These InfoStore folders are named after the respective user The folders are located in the folder tree below InfoStore Userstore Each user can share personal InfoStore folders with other users Information on managing folders can b
7. 1 Open the Details tab 2 Enter appropriate values Result The details are added to the task 6 5 7 Adding participants When creating a task you can add additional participants How to add additional participants in the Task window 1 In the panel click Add participant The Select participants window opens 2 If you want to select a different address book than the global address book click the Contact folder button Click on a folder in the Select contact folder window 3 If you want to display a particular selection of participants or resources enter a character string in the input field next to Search Click the Search button 4 Select one or several participants from the list 5 To add the selection click the Add button next to Participants 6 If requested you can correct the participants selection Select single entries in the Participants field Click the Delete button next to Participants 7 To accept the selection click OK If you do not want to accept the selection click Cancel Result The participants are added to the task 124 Copyright Open Xchange Inc 2012 Adding attachments Tasks module OX Oren xXCHanGce 6 5 7 1 Notifying participants by E Mail Participants who have been added to a task will receive a task notification with the possibility of accepting or declining the task Further information can be found in 6 6 1 Confirming a task page 126 External participants will not receive a
8. 2012 Index OX orenxXCHace overview window 49 E panel 48 E Mail 23 Contacts settings accounts 24 Default view 186 add address to address book 39 Enable Contacts Hover 186 add signature 34 Number of rows to be displayed in card view 186 add VCard 35 Context menu 4 adding attachments 35 far folders 206 change sender address 35 Copy change status 43 contacts 61 choose sender address 33 E Mails 41 eee collect addresses 39 a accounts E Mail compose text 34 configuration 168 copy 41 create accounts 173 create signature 172 decrease risks 27 creating in MS Outlook 200 importing 202 mapping MS Outlook 200 mapping standard 198 structure standard 197 delete 43 support MS Outlook 200 display 27 Customize drafts 40 start page s overview window 22 E Mail account wizard 173 enter web page content 35 D filter 176 Default folders 205 flags 42 Default module 158 folder 24 Delete forward 37 appointments 108 H Split view 28 contacts 66 hovers 29 contacts from distribution lists 59 list view 27 E Mails 43 move 41 InfoStore entry 150 open attachments 30 tasks 132 open in window 39 Deleting print 40 folder 210 recover 43 Design elements 6 reply 37 Display request delivery receipt 35 E Mails 27 save 40 error messages 18 save attachments 30 GUI and server versions 18 search 38 public appointments 74 select recipient 33 shared appointments 74
9. 26 InfoStore module 136 tasks module 115 P Panel calendar module 70 contacts module 48 display with tabs 158 display compact 158 E Mail module 24 InfoStore module 135 start page 14 tasks module 113 Participants definition 5 Permissions 206 effects 212 for existing folders 213 for new folders 214 grant 218 manage 212 practical settings 220 preset 213 shared folder 215 subscribing E Mail folders 217 Personal folder 204 Personal root folder 204 Phone list display 50 sort 50 Picture add to contact 56 properties 56 Print appointments 104 calendar sheet 104 contacts 61 E Mails 40 InfoStore entry 147 tasks 129 Public folder 204 Publish amp subscribe 221 authorization with existing account 225 Folder overview 229 managing folders 229 publishing data 226 subscribing data 223 supported data 221 What is the purpose of publish amp subscribe 221 Publish amp Subscribe What is the purpose of publish amp subscribe 221 Q Quick filter bar 49 51 R Renaming folder 210 Reply to E Mails 37 Right mouse button 4 S Save E Mails 40 Search appointments 101 contacts 60 E Mails 38 238 Copyright Open Xchange Inc 2012 Index OX orenxXCHace InfoStore entry 144 tasks 127 Send E Mails 32 InfoStore entry 140 InfoStore entry as link 140 Sending link to a folder 210 Serial appointment create 91 Serial task create 122 Settings 157
10. 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 appropriate access protection e g by proper password protection How to publish data from a folder 1 2 3 Select a contacts folder or an infostore folder in the folder tree In the panel select Social gt Publish Choose the necessary target from the Target drop down field When publishing a contact folder select OXMF Contacts When publishing an InfoStore folder select OXMF InfoStore 4 Enter a name for the publication e g your name in the Site input field 5 To change the layout of the published data select a suitable template from the drop down menu 7 Apply template Information about how to adjust templates can be found in 8 7 4 1 Customizing the template page 228 To prevent the URL from being guessed by others activate the Add cipher code checkbox By doing so a random character string is added to the URL i e the URL cannot be guessed Click on the panel entry Save Result The folder is published It will be marked with the published folder icon in the folder tree Next to URL a URL for accessing the published folder is displayed Tip You can also publish data by right clicking on a folder and selecting Publish in the Extended submenu Tip You can also use the wizard for publishing data Inf
11. Functions Displays the contacts in your personal contact folder Displays the picture name business E Mail address business phone number An UWA module can be used for customizing the Open Xchange start page by displaying the contents of other web pages in a module window Further information can be found in 2 4 5 Configuring the overview windows Copyright Open Xchange Inc 2012 OX The Start page Mini calendar orenxXCHace 2 2 8 1 Hovers PP D D jonna_lucilla docboat Neuer Termin Endanger 01 14 2010 10 00 AM My Infostore Engineering_concepts doc Calendar x All folders hcard tmpl Timo Meie 1 Next Week infostore tmpl Bri r 11 23 21 1 Sal gd Ko General Participants 6 Attachments 0 Others Later 01 2011 01 30 PM Salesme Salesmeeting 2E 5_GER zip Ti 2011 08 30AM Monthlyg Begins at 02 22 2011 01 30 PM Ends at 02 22 2011 04 00 PM Created on 07 18 2007 04 46 AM by Solveigh Schmidt Last changed on 02 01 2011 01 10 PM by Brian Connor Ef Edit EJ Delete A hover shows detailed information about the object below the mouse pointer How to display a start page object in the hover 1 Move the mouse pointer over an object in the overview window After a short delay the hover opens It displays the General tab 2 To view further information click another tab 3 To close the hover move the mouse pointer out of the hover Tip You can also open the hover by clicking the button to
12. H Split V Split List The E Mail panel setting Compact panel amp New r Reply Replyall Forward gj Delete 57 4 Viewr Flagsr The E Mail panel contains the following functions Panel entry New _ icon Reply Reply all Forward Delete Print icon Mark as icon be Copy icon D Save icon View Flags Functions Compose new E Mail Newly create E Mails or other objects Reply to E Mails E Mail reply to sender and all recipients Forward E Mails Move E Mails to the Trash or permanently delete them Print an individual E Mail or a list of E Mails Mark E Mails as read unread unanswered deleted or undeleted Copy E Mails to the same or to another folder Save E Mail as file Set E Mail view h split v split list Mark E Mails with flags Copyright Open Xchange Inc 2012 25 OX E Mail module orenxXCHace The E Mail overview window 3 3 2 The E Mail overview window The E Mail overview window H Split view 1 Ein Connor E Mail Inbox 17 of 32 unread be From Subject Received Size Flag P amp Timo Meier Re Fact Sheet Open Xchange Express Edition 01 20 2010 02 21 PM 2 06 KB a Timo Meier Sales Meeting 01 20 2010 02 09 PM 633 99 KB fl jonna_lucilla docboat Termin ge ndert Endangered Frog Species A Speech by Prof Moleskin 01 15 2010 02 14 PM 1 97 KB timo_meier docboat Neuer Termin Arbeitsessen 01 15 2010 09 55 AM 1 71 KB 2 sales Meeting From Timo
13. Hovers are available in the H Split V Split and List view How to display an E Mail in the hover 1 Inthe List view move the mouse pointer over an E Mail After a short delay the hover opens It displays the General tab 2 If you want to display information about the E Mail attachments click the Attachments tab 3 To close the hover move the mouse pointer away from the hover or to another list entry Copyright Open Xchange Inc 2012 29 OX E Mail module Opening or saving E Mail attachments Oren xXCHance The following information is displayed in the E Mail hover The General tab It contains o The E Mail module icon 2 The subject and the E Mail sender o The status icon that indicates whether an E Mail was read and replied to See the table in 3 4 1 Displaying the list view page 27 s The E Mail text Depending on the E Mail s text length a scroll bar is displayed The Attachments tab The number in brackets indicates the number of attachments If the E Mail contains attachments the following elements are displayed for each attachment File name file size and attachment type Icons for opening and saving the attachment 3 4 6 Opening or saving E Mail attachments The tll icon indicates that an E Mail contains an attachment You can do the following Open the attachment Note To open an attachment you might need extra software Save the attachment to your local machine Save the attachment in
14. In the Attachment panel tab click on Save to InfoStore If using the compact panel click on Save to infostore in the attachment s context menu The InfoStore item window opens The attachment s filename is entered as the filename of the InfoStore item 30 Copyright Open Xchange Inc 2012 Opening or saving E Mail attachments E Mail module OX Oren xXCHanGce Information on how to create InfoStore items can be found in 7 5 Creating an InfoStore item page 141 Tip You can also use the following method to open or save an E Mail attachment By double clicking the name of the E Mail attachment By using the context menu of the E Mail attachment By using the icons in the E Mail hover Tip If an E Mail contains multiple attachments the attachments can all be downloaded as one zip archive To do so select the attachments and simultaneously press the lt ctrl gt key or under Mac systems the lt cmd gt key Copyright Open Xchange Inc 2012 31 OX E Mail module Sending E Mails Oren XCHanGce 3 5 Sending E Mails You have the following possibilities Sending a new E Mail Replying to an E Mail Forwarding an E Mail 3 5 1 Sending a new E Mail The following paragraphs provide an overview of how to send a new E Mail Details can be found on the next page How to send a new E Mail 1 In the New panel tab click the New E Mail icon If using the compact panel click the E Mail icon amp in
15. O Yes No Visual effects Enable visual effects O Yes No may be slow on old machines Hover Delay before a hover is displayed Long Normal Short Enable Portal Hover Yes O No Enable Calendar Hover Yes O No j l Ennhlia Cantante Hanar Don Site j The Options module settings Compact panel OB E aS Configuration Options 2 Import q T common Language and region 3 Categories Reload current view every Never B Start Page N Save configuration before every logout O amp iy E Mail g y log Yes No PARLE oE S UETA oe PO tent ttt ce ten Smt at nn ttt tte tt mnt tot i tom The module contains the following elements No Element Function 1 Panel Contains the functions that are available for the individual options Depending on the option selected in the folder tree the panel shows different functions Folder tree Displays the settings available in the Options module 3 Overview window Here you can view and change the values for the selected option To apply changes you normally also need the panel functions Details about the values and instructions on how to apply settings can be found in the following sections Copyright Open Xchange Inc 2012 155 OX Options orenxXCHace Overview The options include the settings in the groupware the import of data into the groupware the export of data from the groupware the folder management for the groupw
16. Pager Notes Other Street Other Postal Code Other City Other State Copyright Open Xchange Inc 2012 201 OX Options Importing contacts in the CSV format orenxXCHace Data fields in the Contacts dialog window MS Outlook CSV data Tab Data field Max chars field Country other 64 Other Country Phone other 64 Other Phone Fax other 64 Other Fax E Mail other 64 E mail 3 Address Phone car 64 Car Phone TTY TDD 64 TTY TDD Phone Commercial Register 64 Organizational ID Num ber Manager 64 Manager s Name Assistant 64 Assistant s Name Telex 64 Telex Spouse s name 64 Spouse Children 64 Children 8 3 4 6 Importing a CSV file Warning If the data field for an import file exceeds the maximum number of allowed characters or contains invalid data the respective contact will be skipped during the import Note Make sure to use valid import files Please find some hints on valid import files in 8 3 4 1 What is the structure of a standard CSV file page 197 and 8 3 4 3 How to create an MS Outlook CSV file page 200 Note When importing an already existing contact the contact s data is overwritten with the data from the imported file To import contacts from a default CSV file or an MS Outlook file proceed as follows 1 Click the Options icon in the title bar 2 Click on Import below Configuration in the folder tree The import settings are displayed in the overview window 3 Select CSV as file typ
17. When dragging to an invalid target a red prohibited icon is displayed 3 Release the mouse button on the target folder Result The E Mail messages are moved 3 6 9 Marking E Mail messages with flags Flags are colored markings that you can use to mark different E Mail messages for better differentiation You can decide upon the meaning for the single colors The flags are displayed in the last column of the list view How to mark E Mail messages with flags 1 Select one or several E Mails in the H Split V Split or List view 2 Click any flag in the Flags panel tab If using the compact panel click the panel entry Flags and then click on an entry Result The selected E Mail messages are marked with flags How to delete flags 1 In the H Split V Split or List view select E Mails marked with flags 2 Click on Remove flag in the Flags panel tab If using the compact panel click the panel entry Flags gt Remove flag Result The flags are deleted 42 Copyright Open Xchange Inc 2012 Changing the E Mail status E Mail module OX Oren xXCHanGce 3 6 10 Changing the E Mail status An E Mail status indicates whether an E Mail is marked as read answered or deleted The status of an E Mail is set automatically You can change the status by e g marking unread E Mail messages as read How to change the status of an E Mail 1 Select one or more E Mail messages in the H split V split or list view 2 In the E
18. a Delay before a hover is displayed Allows setting the delay for showing a hover on mouse over Enabling module hovers The settings Enable Portal Hover Enable Calendar Hover Enable Contacts Hover Enable Tasks Hover 158 Copyright Open Xchange Inc 2012 General configuration Options OX Oren xXCHanGce Enable E Mail Hover Enable InfoStore Hover activates or deactivates the hovers in the individual modules o Enable all Activates the hovers for all modules o Disable all Deactivates the hovers for all modules Tip You can also activate or deactivate the module hovers in the settings for the individual modules Copyright Open Xchange Inc 2012 159 OX orenxXCHace Options General configuration Language and region tab Instructions for changing the settings can be found above in 8 2 2 General configuration page 157 Language Defines the groupware language Defines the date format and time format settings Time zone Sets the time zone All time bound entries in the groupware refer to the current time zone While on business you can set the time zone you are currently in Time format a Example Shows how the time is displayed in the currently selected time format Predefined Automatically selects 12 hour format or 24 hour format according to the language setting User defined Enables the user to select the 12 hour or 24 hour time format Date format a Exa
19. contact your administrator or host As this is a modularized groupware it is always possible to add addi tional modules or functionality by purchasing an upgrade Start page The start page can be used as a stepping stone into other groupware functions On the start page you can view objects such as new E Mail current appointments tasks and InfoStore items as well as create new objects or open another module E Mail module The E Mail module is used for sending and receiving E Mail Other functions include searching printing copying or creating E Mail templates E Mail attachments can be saved to the local disk or the InfoStore When sending an E Mail you can access the data in the contact module without having to leave the E Mail module If you receive an appointment invitation via E Mail you can directly switch to the appointment entry in the calendar module from within the E Mail Contact module The contact module is used for managing your private and business contacts You can view create and edit contacts The contact data for all groupware users is available in the global address book You can use the contact data for sending E Mail for inviting participants to appointments from within the Calendar module or for delegating tasks to other users from within the Tasks module Calendar module In the calendar module you can manage your private and business appointments You can view create and edit appointments You can
20. ify their existing rights Usually the reason for granting rights is to share data and information with other users This is an essential part of a groupware Granting rights for a folder to other users is also called Sharing a folder In order to control if a user e g can only read or also modify folder contents there are a number of hierarchical permissions The highest permission is the administrator right It includes all other rights and the right to share a folder with other users The following examples show how to apply particular rights You have the administrator right for your personal folders In order to hide your personal data from other users the other users do not have any rights to your personal folders as long as you do not share your personal folders In order to be able to make data and information available to other users you have the right to create subfolders in the Public folders folder Those subfolders can be shared with other users In order to be able to read the address data of other users and to change your own address data you have the right to read all objects in the Global address book folder and to create own objects in this folder Detailed information on permissions and instructions on how to grant permissions can be found in 8 6 Permission management page 212 8 5 2 Context menu entries for folders Many folder related functions can be executed with the help of the context menu You have
21. you have to be the folder administrator Copyright Open Xchange Inc 2012 219 OX Options Which permission settings are practi cal orenxCHaGe 8 6 6 Which permission settings are practical The following examples are recommendations for practical settings Example 1 Viewing objects A user should be able see the objects in a folder but not to change or delete them The user should not be able to create new objects The user needs to have the following permissions Folder Admin Folder permissions Read objects Modify objects Delete objects No Visible folder Read all None None Example 2 Viewing objects creating own objects A user should be able to see the objects in a folder but not to change or delete them The user should be able to create and modify new objects The user needs to have the following permissions Folder Admin Folder permissions Read objects Modify objects Delete objects No Visible folders Read all Modify own Delete own Example 3 Viewing objects creating own objects A user should not be able to see the objects in a folder The user should be able to create and mod ify new objects though The user needs to have the following permissions Folder permissions Folder rights Read objects Modify objects Delete objects No Create objects None Modify own Delete own Example 4 Not viewing objects creating own objects creating subfolders A user should not see the objects in your perso
22. 768 Browser Microsoft Internet Explorer 8 9 Mozilla Firefox 10 14 Apple Safari Mac OS X 5 0 5 1 Google Chrome 17 16 15 Browser settings Cookies must be activated JavaScript must be activated Pop up windows must be allowed 1 3 2 Demands on the user In order to work with the groupware you need to have the same know how and skills as for working with other modern graphical user interfaces like Microsoft Windows The instructions in this document require knowledge of the following techniques Using the mouse for clicking on elements Using the right mouse button for opening context menus Using drag amp drop Multi selection by pressing down the lt ctrl gt key or the lt cmd gt key on Mac systems Working with several windows Opening saving and closing files Information on these techniques can be found for example in your operating system documentation Copyright Open Xchange Inc 2012 Terminology Getting started with Groupware OX orenxXCHace 1 4 Terminology In order to understand this user guide you have to be familiar with these terms Terminology Groupware Objects Elements Function GUI User Internal users Participant External participant System windows Definition The software described in this documentation Groupware objects like E mail contacts appointments tasks and InfoS tore items Elements of the groupware like windows labels buttons etc A
23. 78 Copyright Open Xchange Inc 2012 77 OX Calendar module Displaying the calendar view orenxXCHace 5 4 2 6 How are appointments displayed An appointment that is not an all day appointment is displayed as a rectangle The rectangle extends to the height of the appointment duration Within the rectangle the following information is displayed On the left side of the rectangle a colored bar indicates the availability status for the appointment o Blue reserved default a Yellow tentative a Red absent on business 2 Green Free Further information on availability can be found in 5 2 2 What should know about appointments page 68 The appointment description is displayed in the upper part of the rectangle Depending on your answer to the appointment notification the appointment description contains the following information about your confirmation status If you have not yet accepted the appointment the appointment description contains the status Waiting If you declined the appointment the appointment description is crossed out If you tentatively accepted the appointment the appointment description contains the status Tentative o If you accepted the appointment the appointment description does not contain any additional details If you display an appointment that is saved in a shared folder the confirmation status of the shared folder s owner is displayed Information on answering an appo
24. AM by Brian Connor last changed on 01 06 2010 08 49 AM by Brian Connor J The InfoStore module settings Compact panel AA Fl a G Expert move Be CEE CT gt Edit Delete amp Move Send View Flags Brian Connor Infostore Userstore Brian Connor 1 3 4 a Public infostore l Title Size Createdon Created by Version Last modified Fe 4 E W Userstors Engineering_concepts doc 44 KB 01 06 2010 Brian Connor 2 01 06 2010 08 49 AM Brian Connor ExtemalTeam E OXMF Templates nasaan INSS nn a Infostore mentor th am ho efit tt et i tt 0 hit nce mt ttt mm NA The module contains the following elements No Element Function 1 Search input field Search for InfoStore entries using the InfoStore entry s description 2 Panel Contains the functions available in the InfoStore module please refer to 7 3 1 The InfoStore panel page 135 3 Folder tree Shows the InfoStore folders Please refer to 7 2 3 What is the pur pose of InfoStore folders page 134 4 Overview window Shows the contents of the selected InfoStore folder Please refer to 7 3 2 The InfoStore overview window page 136 Copyright Open Xchange Inc 2012 133 OX InfoStore module What you should know orenxXCHace 7 2 What you should know 7 2 1 What is the purpose of the InfoStore module In the InfoStore module you can store and view information saved as InfoStore entries You can display InfoStore entries
25. Configuring the Tasks module ccceceeeceeneeeeeeeeceeeceaeaaeeeeeeeeeeceaeaaeaeeeeeeeeeeaeaaenees 187 8 2 9 Configuring the InfoStore module eee ee eeeeeeeececececeeeaaeeeeeeeeeeeeceaaeeeeeeeeeeeeaeaaenees 188 8 210 Changing user data initie eme nest trente prenne tree TEO 189 8 2 10 1 Changing personal data autistes 189 8 2 10 2 Changing your password cceeececenneececeaaeececeaaeececeaaeeeeeeaaeeseeeaaesseeeaaeeeeeea 189 8 2 11 Administration eneee der tee tn tire ln ln nes ne en sde 190 8211 1 Managing SOUPS ccmrinncvedsssuiecedasune ccd aaar EAEE EEEE 190 8 2 11 2 Managing FESOULCES 8 cnrs prenr cuetatecenastteensaa AANEEN EEEE EEEE REE AEE 191 8 2 12 Using the Setup Wizard sise 192 FO MPOLE eci ti sccee cus decesstberecestasvocsoadsteewsia bi weet eta esds E E SA 193 8 3 1 What data can be imported 000 ee ee eececenneececeneeeeeeenaeeeeceaaeeeeeeaaeeseeeaueeeeeeaaeeeeees 193 8 3 2 Importing appointments and tasks in iCal format cccecccceeseeceeeeeeeeeeeeeeeeeeeaaeeess 193 8 3 2 1 Which iCal objects are imported a 193 8 3 2 2 Which iCal object properties are not supported 2 00 cece eeeeceeeeeceeeeeeeeeenenes 195 8 3 2 3 Accomplishing an iCal import ss 196 8 3 3 Importing contacts in the vCard format ccceceeecececeeeneeeeeececeeeceaaeaeeeeeeeeeeeeaae 196 8 3 4 Importing contacts in the CSV format cecececcceceneeeeeeeeceeece
26. Confirming a task 25 4 oai ennaii neds eveccodstadannndebeacanttamaneaseseccente 126 6 6 2 Changing a task confirmation ccececececeeeeeeeeeeecececeaeaaeaeeeeeeeeeeceaaeaeeeeeeeeeeaeaaes 126 6 7 Managing TASKS piirat roana rirni rentrent ae eat an Ent 127 6 7 1 S arching for ASKS sus simetanmensss ana ane i iate AE RE E Le AOAIE 127 6 7 2 Editing TaskS iier aar sect ach nets aride ea ane rase tam nette nee se 127 6 7 2 1 Changing the editing Status seecieiiionoririiiioriiri niire EE EE EEEE AREEN 127 6 7 3 Setting TASKS TO GONE ariaa ia ae demarre COANE EER 128 GTA Printing TASKS scus ie ccatseecedaansiveaannaiecachuaweecelnayced dunked sheied A EO A OA AE 129 6 7 5 MOVINE TASKS 2h nee AEE OLEO EE EAEN AE 130 vi Copyright Open Xchange Inc 2012 Open Xchange Server OX 6 7 6 Marking tasks with categories c eeceeeeseececeeeeececeeeeececeeeeeeeceeaeeeeeeaeeeeeeeeaeeeeeeeees 130 6 7 7 Marking tasks with flags ccccceeeseeeeeeeecececeaeaaeeeeeeeeeeceaeaaeeeeeseeeeceaeaaeeeeeseeeeeeaea 131 GTE PPPOE LASKS 3 en a Te 131 6 7 9 Deleting Task nt eee annee lire ease eves 132 7 InfoStore module a sieecssceicscdesssesscnvisscescossversisnonesssecnessdunssessdenssesionsisscsersse 133 Tel QVGIMIOW araea Na nee ann ee 133 Z 2 What you should KNOW rimes eir Re ENERO OTERO OAE otre lite sde 134 7 2 1 What is the purpose of the InfoStore module 2 00 0 ec cess eeeeeeceeeeeceaaeeeeeeeeeeeeeeaaeaees 134 7
27. Creating tasks OPen XxXcCHanNnge 6 5 Creating tasks Here you can find an overview of how to create a new task More details can be found on the next page Note If you want to create a new task in a public or shared folder you need to have the permission to create objects in this folder How to create new tasks 1 In the New panel tab click the Task icon If using the compact panel click the Task panel icon E The Task window opens The Task tab is displayed 2 If requested select a tasks folder by clicking the Folder button and selecting a tasks folder in the pop up window Enter a subject and notes for the task Set the priority of the task Set the due date and the start date See 6 5 1 Defining a start and due date for a task page 121 Set the task reminder See 6 5 2 Setting or replying to a task reminder page 121 N A Ww BR VW If requested use additional options Mark the task as private See 6 5 5 Marking tasks as private page 124 Create a task series See 6 5 3 Creating a serial task page 122 Add categories to the task See 6 5 4 Adding categories page 122 Set the details for the task See 6 5 6 Adding task details page 124 Add further participants to the task See 6 5 7 Adding participants page 124 Add attachments to the task See 6 5 8 Adding attachments page 125 8 Click Save in the panel The window is closed Result The task is created The editing status is set to Not starte
28. Folders visible to all users Address data of all users In the New folder tree all folders are sorted in alphabetical order Depending on the server configuration additional folders might exist Copyright Open Xchange Inc 2012 205 OX Options Context menu entries for folders orenxXCHace 8 5 1 4 What is the meaning of the folder icons The folder icon helps you recognize whether a a folder was shared or published with Publish amp Subscribe Taking the InfoStore folder icon as an example the following table describes how to recognize own shared or published folders or folders shared or published by other users Analogously this description is valid for all folder types Own folders Meaning You have not shared the InfoStore folder E You have shared or published the InfoStore folder Folders shared by other users Meaning a Another user shared this InfoStore folder with you E Another user shared this InfoStore folder with you In addition this folder is published Information on sharing folders can be found in 8 6 Permission management page 212 Information on publishing folders can be found in 8 7 Publish amp Subscribe page 221 8 5 1 5 What is the purpose of permissions Permissions define what a user is allowed to do with a particular folder and its contents i e users have certain rights for the folders If all pre conditions are met a user can grant rights to other users or mod
29. H split view 2 In the Edit panel tab click on Edit If using the compact panel click the panel entry Edit The Task window opens 3 Edit the task s data A comprehensive description of the data can be found in 6 5 Creating tasks page 120 Instructions for changing the edit status can be found in 6 7 2 1 Changing the editing status page 127 4 In the panel click Save The window will be closed Result The task is changed If you do not want to accept the changes click Cancel in the panel Tip In the List or H split view you can also edit a task in the context menu or by double clicking on a task 6 7 2 1 Changing the editing status When creating a new task the editing status is set to the following values The Status is set to Not started The value for done is set to 0 Copyright Open Xchange Inc 2012 127 OX Tasks module Setting tasks to done OPen XxXcCHange The entries in the Status selection field and in the done input field depend on each other The statuses Not started Waiting and Deferred correspond to the value 0 done The status In progress corresponds to a value between 1 done and 99 done The status Done corresponds to the value 100 done How to change the editing status in the Task window Do one of the following actions Select an editing status in the Status selection field Enter an integer between 0 and 100 in the done field Select a value for the done field
30. Meier lt timo_meien docboat gt To dr simone dettmen sumag com Brian Connor lt brian_connor docboat gt Frank Meyer lt frank_meyer docboat gt Ge cfour linexp com Solveigh Schmidt lt solveigh_schmidt docboat gt Received 01 20 2010 02 09 PM a hi all please call back to talk about aur meeting ranerde tima The E Mail overview window contains the following elements N Element Function 1 Label Displays the name and path of the current E Mail folder the number of unread E Mail messages and the number of E Mail messages in this folder Tip You can browse the folder tree by clicking the underlined parts of the path 2 Content area Displays the E Mail messages in the current E Mail folder 26 Copyright Open Xchange Inc 2012 Displaying E Mails E Mail module OX orenxXCHace 3 4 Displaying E Mails If you want to display E Mail messages do the following Select an E Mail folder in the folder tree Select a view in the panel The view defines how the E Mail messages are displayed When receiving a new E Mail the text New E Mail flashes on the web browser tab of the groupware When displaying E Mail messages the following particularities serve to prevent fraud and to minimize security risks If there is a suspect E Mail that is a potential phishing mail with fraudulent content a warning is dis played in the overview window If there is an E Mail with links to external graphics thos
31. OX E Mail module Printing E Mail messages orenxXCHace 3 6 4 Printing E Mail messages There are the following possibilities for printing E Mail messages Printing an E Mail list Printing an E Mail s content How to print an E Mail list 1 Select several E Mails in the H Split V Split or List view Tip To find particular E Mail messages use the Search and Sort functions prior to selecting the E Mails 2 Click on Print in the Edit panel tab If using the compact panel click the panel icon Print A new window with the print preview and the Print system window opens 3 If needed change the printer settings in the Print system window 4 In the Print system window click Print Result The E Mail list is printed How to print the content of an E Mail 1 Select an E Mail in the H Split V Split or List view 2 Inthe Edit panel tab click Print If using the compact panel click the panel icon Print A new window with the print preview and the Print system window will open 3 If needed change the printer settings in the system window 4 In the system window click Print Result The E Mail content is printed Tip You can also use the context menu to print E Mail messages 3 6 5 Saving E Mails You can save an E Mail as text file to your disk How to save an E Mail 1 Select an E Mail in the H Split V Split or List view 2 Click on Save in the Edit panel tab If using the compact panel click the panel icon Sav
32. Open Xchange Server account 3 In the Open webdav vcard window select Save file and click OK Result The webdav vcard file is downloaded It contains your personal contacts To import the data in other programs rename the file to webdav vcf 8 4 2 Exporting appointments and tasks with WebDAV All appointments and tasks from your personal appointments or tasks folders are exported Appointments and tasks from subfolders are not exported How to export your personal appointments and tasks 1 Enter the following address in a browser http lt adresse gt servlet webdav ical whereas lt address gt has to be replaced with the Open Xchange Server s IP address or URL 2 Enter the username and password for your Open Xchange Server account 3 In the Open webdav ical window select Save file and click OK Result The webdav ical file is downloaded It contains your personal appointments and tasks Copyright Open Xchange Inc 2012 203 OX Options Folder Management orenxXCHace 8 5 Folder Management 8 5 1 What do I have to know about folders In order to effectively work with folders you should know the following What are folder categories What are folder types Which folders exist What is the meaning of the folder icons What is the purpose of permissions 8 5 1 1 What are folder categories The folder category defines whether a folder is used only by one user or by several users There are the followin
33. The Delete task window opens 3 If you are sure you want to delete the task click Yes Result The tasks are permanently deleted Tip You can also use the context menu or the lt del gt key to delete tasks 132 Copyright Open Xchange Inc 2012 OX orenxXCHace Chapter 7 InfoStore module 7 1 Overview Use one of the following methods to open the InfoStore module In the title bar click the InfoStore amp icon On the start page click on the title bar of the InfoStore module window In the complete folder tree click on any InfoStore folder below InfoStore The InfoStore module QOL LES C Expert mode 3 Public infostore l g Mwe amp Unlock z Userstore Create new Edit Delete Print Lock ly Send as link Brian Connor Lorie J Timo Meier p ostore Userstore Brian Connor 1 74 Tom Green Title Size Createdon Created by Version Last modified Flag Oo Engineering_concepts doc 44 KB 01 06 2010 Brian Connor 2 01 06 2010 08 49 AM Oveniew Versions 2 Title Engineering_concepts doc Document jy i Engineering _concepts doc Categories Folder Infostore I Userstore Brian Connor 9 95 MB 4 cd Direct link _http prototyp open xchange com ox6 m infostore amp 368i 79 4 November 2010 Document Details M MT WT F ss 44 k A 3 4 5 6 y 45 8 8 10 11 12 13 14 46 15 16 17 18 19 20 21 47 22 23 24 25 26 27 28 48 29 30 3 Created on 01 06 2010 08 40
34. The page with the published data is displayed with the modifications Note In order to view the changes the page has to be reloaded Tip You can also directly modify the template by using WebDAV Information on the template structure A template is written in HTML It consists of the following sections Macros Page layout in XHTML format 2 Layout defined with CSS 2 HTML contents 228 Copyright Open Xchange Inc 2012 Managing subscribed and published Options folders OX Oren xXCHanGce 8 7 5 Managing subscribed and published folders In order to get an overview of your subscribed and published data and to manage them you can display all subscribed or published folders on one page activate or deactivate subscriptions or publications display the subscribed or published data of a folder How to reach the functions for managing subscribed or published folders 1 In the title bar click the Settings icon 2 In the folder tree under My Social Configuration click on Subscriptions or on Publications Result The overview window shows the subscriptions or publications available The left window pane displays the existing subscriptions or publications The right pane shows the settings of a subscription or a publication How to activate or deactivate a subscription or publication 1 In the Subscriptions or Publications pane select a subscription or publication 2 In the right pane activate or deactivate th
35. There are the following possibilities set up an additional E Mail account with the E Mail account wizard manually set up an additional E Mail account edit the settings of an additional E Mail account delete additional E Mail account To set up an additional E Mail account you need the following data Your E Mail address for the additional E Mail account Your credentials username and password for the additional E Mail account The address and port number of the incoming mail server The address and port number of the outgoing mail server The incoming and outgoing mail server data are normally provided on the provider s web site e g search for the terms POP IMAP or Configure E Mail client How to use the E Mail account wizard 1 In the E Mail module click the Add E Mail account button at the bottom of the folder tree The Add email account window opens Copyright Open Xchange Inc 2012 173 OX Options Configuring the E Mail module OPen XxXcCHanNnge 2 4 In the input field enter the E Mail address that you use for the additional E Mail account Tip In order to display a sample for the correct notation click the respective entry below the input field Click Next In the input field Your password enter the password that you use for the additional E Mail account Note Depending on the provider further settings might be required Follow the instructions of the wizard Click Add accou
36. added as team members Tip You can also add team members as follows Click the icon in the last row of the Team members column The Select Participants window opens In the last row of the Team members column enter the name of a participant in the input field Tip You can use drag and drop to change the sort order of the team members 84 Copyright Open Xchange Inc 2012 Displaying hovers Calendar module OX Oren xXCHanGce How to select an existing team 1 Click Select Team in the Edit panel tab If using the compact panel click the panel entry Teams gt Select team 2 Click a team Note Prior to selecting a team it needs to be created in the calendar settings Details can be found in 8 2 6 2 Teams page 184 How to remove team members from the team view 1 Select individual team members by clicking on the names while holding the lt ctrl gt key Note on Apple machines use the lt cmd gt key 2 In the Edit panel tab click Remove If using the compact panel click the panel entry Teams gt Remove Tip You can also remove individual team members as follows Let the mouse pointer hover over a team member A button is displayed on the right side of the name Click the button 5 4 6 Displaying hovers Hovers are available in the Calendar Team and List also while creating a new appointment in the Ap pointment window on the Availability tab How to display an appointment in the hover 1
37. address to a contact folder in the folder tree The Contact window will open The E Mail address is entered as a business E Mail address Copyright Open Xchange Inc 2012 55 OX Contacts module Adding categories orenxXCHace 4 5 1 Adding categories A category is text that can be used as key word for structuring contacts There are two possibilities for adding categories Enter object related categories Select categories from a list of predefined categories Information on defining categories can be found in 8 2 3 Managing Tags How to add object related categories in the Contact window 1 Select the General tab 2 Double click to the right of the Categories button 3 Enter a text Tip An alternative method can be found in 8 2 3 2 Managing categories in the modules page 162 Note Object oriented categories have the color white How to add predefined categories in the Contact window 1 Select the General tab 2 Click the Categories button The Categories dialog window opens The Name list field contains all predefined categories 3 In the Name list field activate the checkboxes of the categories to be assigned to the contact 4 Click on OK Result The categories are entered in the input field How to remove added categories in the Contact window 1 Select the General tab 2 Click the Categories button The Categories dialog window opens 3 In the Name list field deactivate the checkbo
38. appointment details as an iCal attachment The E Mail with the appointment details is sent to external participants if an internal participant creates the appointment adds participants or deletes the appointment With the details sent external participants can manage the appointment in their calendar application Information on adding external participants to an appointment can be found in 5 5 8 2 Adding external participants without an addressbook entry page 96 5 7 2 An external participant creates or changes an appointment If an external participant sends you an E Mail with the appointment details attached in iCal format you can answer the appointment invitation by accepting or declining the appointment update an existing appointment if other participants have changed their confirmation status How to answer an appointment invitation from an external participant 1 Switch to the E Mail module 2 Display the E Mail with the appointment invitation in the H split or V split view 3 Use the control elements displayed below the E Mail header to reply to the invitation Enter a comment If you want to participate click on Accept If you do not want to participate click on Decline Result The appointment is entered in your calendar The external participant is notified by E Mail of your answer How to update the attendance status of an external participant 1 Switch to the E Mail module 2 Display the E Mail with the
39. as contacts in the Collected contacts folder when reading an E Mail from a sender that is not contained in an address book Tip You can move those contacts from the Collected addresses folder to other contact folders Details can be found in 4 7 6 Moving contacts page 63 How to manually add an E Mail address to an address book 1 Select an E Mail in the H Split or V Split view 2 Drag the E Mail address in the E Mail header next to From or To to a contact folder in the folder tree An icon next to the mouse pointer gives the following hints When dragging to a valid target a green tick is displayed When dragging to an invalid target a red prohibited icon is displayed 3 Release the mouse button on the target folder Result The Contact window opens The E Mail address is entered as the business E Mail address Further information about the Contact window can be found in 4 5 Creating contacts page 55 Tip You can also use the context menu to add the E Mail address to the address book To do so right click on an E Mail address in the E Mail header 3 6 3 Opening E Mail in separate window If you open an E Mail in a separate window the following functions are available in the window s panel Reply Reply all Forward Delete Print Save Change status Mark with flags Show source How to open an E Mail in a separate window Double click on an E Mail in the list view Copyright Open Xchange Inc 2012 39
40. attachment you might need additional software Save an attachment outside of the groupware Save an attachment in the InfoStore How to open or save a task s attachment 1 2 Open the Attachments tab 3 4 Decide on an action Open the task in the H split view Select the attachment To open the attachment In the Edit panel tab click Open attachment A system window opens It displays the software used for opening the attachment If using the compact panel click the panel entry Attachments gt Open attachment A system window opens It shows the software used for opening the attachment To open the attachment use the control elements in the system window To save the attachment In the Edit panel tab click Save as If using the panel view click the panel entry Attachments gt Save as A system window opens To save the attachment use the control elements in the system window To save the attachment to the infostore In the Edit panel tab click Save to infostore If using the compact panel click the panel entry Attachments gt Save to infostore The InfoStore item window opens The attachment s file name is entered as the file name for the infostore item Information on creating infostore items can be found in 7 5 Creating an InfoStore item page 141 Tip You can also open or save an attachment by using the respective icons in the task s hover Copyright Open Xchange Inc 2012 119 OX Tasks module
41. by clicking the or icons Result The editing status is changed Participants are notified about the change Completed tasks are crossed out in the List or H split view 6 7 3 Setting tasks to done Note If you want to set a task in a public or shared folder to done you need to have edit permissions for the objects in those tasks folders How to set a task status to done 1 Select one task or several tasks in the List or H split view 2 In the Edit panel tab click Mark as done If using the compact panel proceed as follows Click the panel entry Edit The Task window opens In the Task tab select Done from the Status drop down field Click in the panel on Save Result The tasks are displayed as done Tip You can also use the context menu to mark tasks as done 128 Copyright Open Xchange Inc 2012 Printing tasks Tasks module OX Oren xXCHanGce 6 7 4 Printing tasks There are the following possibilities for printing tasks Printing a tasks list Printing the details of a task How to print a tasks list 1 2 3 4 5 Select the List view in the panel Select the tasks to be printed In the Edit panel tab click Print If using the compact panel click the Print panel icon A new window with the print preview and the Print system window will open If need be change the print settings in the system window In the system window click Print Result The tasks list is printed How to print th
42. by zooming and scrolling 1 In the View panel tab select a time range If using the compact panel click the panel entry Time range and then on an entry Tip If the selected time range is to be fully displayed activate the auto checkbox in the settings bar 2 In order to move the displayed time range use one of the following options Click on the navigation arrow in the date bar 4 or gt Click on a day in the MiniCalendar In order to display the current day click the Today button in the date bar 3 If the displayed time range can not be fully displayed you can scroll by proceeding as follows Drag the time bar below the date bar to the right or to the left Use the scroll bar below the time grid Use the mouse wheel 4 In order to zoom the time range use one of the following options Select a zoom level between 10 and 1000 from the drop down menu in the settings bar Drag the zoom ruler in the settings bar to the right or to the left Scroll the mouse wheel while holding down the lt Shift gt key How to change the time grid division In order to set a division in hours deactivate the Fine grid checkbox in the settings bar In order to set a five minute division activate the Fine grid checkbox in the settings bar Note With low zoom levels an hour division is shown even if the checkbox is activated How to hide the times outside the working hours Activate the checkbox Hide non working hours in team view in the settings
43. changed attendance status in the H split or V split view 3 Click on Update appointment below the E Mail header Result The appointment will be updated in your calendar 100 Copyright Open Xchange Inc 2012 Managing appointments Calendar module OX Oren xXCHanGce 5 8 Managing appointments 5 8 1 Searching for appointments By entering a search term you can find appointments in the currently open calendar folder The search term defines the character string to be searched for All appointments with a title or a category containing the search term will be found Example To find appointments with the titles Meeting and Team meeting use the search term me How to search for an appointment 1 In the folder tree select the calendar folder that you would like to scan 2 Select the list view or a calendar view 3 Enter the search term in the input field 4 Click the Search iconS Result The overview window switches to the list view The list view only displays the appointments matching the search term How to display all appointments for the currently selected calendar folder In the Search input field click the Reset icon E 5 8 2 Editing appointments You can edit all data entered when creating an appointment at a later time Note If you want to edit an appointment in a public or shared folder you need to have the edit permission for the objects in the calendar folder You can not edit private appoi
44. containing your published data is set by a template You can customize the web page layout by modifying the template If you do not modify the template the default template is used In order to customize a template the following actions are required Entering a template file name when publishing Downloading the template from the personal InfoStore folder Customizing the templates with a text editor Uploading the customized template to the InfoStore Note Customizing a template requires knowledge in web design especially in HTML and CSS If a faulty template is used your published data might no longer be displayed How to customize a template 1 Right click on a folder and select Properties The folder properties are displayed in the overview window 2 Switch to the Publications tab 3 Enter a file name for the template in the Template optional input field 4 Click on the panel entry Save Result Your personal InfoStore folder contains the template in the OXMF Templates folder The template has the name entered by you in step 2 Note Prior to being able to see the template you have to retrieve the objects from the server by clicking the Refresh button in the title bar 5 Download the template from the InfoStore Edit the template with a text editor Information on the content of the template can be found later in this section 6 Upload the modified template as a new current document version to the InfoStore Result
45. contains aname one or several conditions one or several actions You can specify whether one or all conditions are to be met in order to process the actions You can create a condition by selecting an E Mail component Subject for example selecting a criterion is exactly for example entering an argument protocol for example In this case the groupware would verify whether the subject of an E Mail exactly matches the argument s characters protocol You can control if the condition is met with the criterion and the character string The differences between the single criteria will be explained in the examples below In the examples the subject is used for filtering E Mails Criterion is exactly The condition is met if the subject exactly matches the argument s character string Example The argument is protocol The condition is met for the subject protocol The condition is not met for the subject meeting protocol Criterion contains The condition is met if the subject contains the characters in the argument Example The argument is protocol The condition is met for the subject protocol The condition is also met for the subject meeting protocol Criterion Matches wildcards allowed The condition is met if the subject exactly matches the characters in the argument The character string can contain wildcards Example The argument is protocol The character is a
46. date and subject of the original message How to forward an E Mail 1 Select an E Mail in the H Split V Split or List view 2 Click on Forward in the Edit panel tab If using the compact panel click the panel entry Forward The E Mail window will open 3 Select one or more recipients Details can be found in 3 5 1 2 Select a recipient page 33 4 Enter the E Mail text If needed you can use all the functions described in 3 5 1 3 Composing an E Mail text page 34 5 Click on Send in the panel The window will close Result The E Mail is sent A copy of the E Mail is saved to the Sent E Mails folder If you do not want to send the E Mail click Cancel in the panel Tip You can also use the context menu for forwarding an E Mail Copyright Open Xchange Inc 2012 37 OX E Mail module Managing E Mail messages Oren XCHance 3 6 Managing E Mail messages 3 6 1 Searching E Mail messages With the respective search term you can find E Mail messages in the current E Mail folder The search term defines the character string to be searched for The search criteria defines the E Mail parts to be searched for the search term The following E Mail parts can be used as search criteria Sender Recipient Recipient of a CC copy Subject E Mail text Example To find the E Mail messages with the senders Meier Meyer Obermeier use Sender as the search criteria and me as the search term How to search f
47. deactivate the checkbox 7 Click the Save button Result The new rule is entered in the Rule Name pane The new rule is activated Tip You can also create a new rule by using an E Mail To do so open the E Mail module and right click on an E Mail In the context menu click on Create a filter Click an entry in the submenu Complete the settings as described above The following example describes how to create a condition The following condition should be set up The sender of the E Mail contains the character string Smith How to create a condition 1 Select Sender From in the drop down list below of the following conditions Next to the drop down list a new drop down list and an input field are displayed 2 Select the entry contains in the new drop down list 3 Enter the character string Smith in the input field 178 Copyright Open Xchange Inc 2012 Configuring the E Mail module Options OX orenxXCHace The following example describes how to set an action The following action should be set Move the E Mail to the Private E Mail folder How to set the action 1 Select the entry Move to folder in the drop down list below Do the following A new input field is displayed next to the drop down list 2 Click on the new input field Select the Private folder How to display the details of a rule Select a rule in the Rule Name pane The conditions and actions for the rule are displayed in the Rule Deta
48. icon The list view with all appointments for the current day is displayed 5 4 3 Displaying the list view The List view displays the appointments in the form of a table How to display appointments in the list view 1 Select a calendar and the appointment display please refer to 5 4 1 Selecting calendar and appointment view 2 Click List in the View panel tab 3 Click a time range in the View panel tab Result A list of appointments in this time range is displayed For each appointment the list shows one line with information in the form of icons or texts Icon or text Information Column 1 icon Single appointment Column 1 icon amp Appointment series Column 2 icon amp Group appointment Column 2 icon Private appointment Title column Appointment title Start column Date and time for the start of the appointment End column Date and time for the end of the appointment Location column Appointment location Folder column Appointment s calendar folder Last column Flag assigned to the appointment The appointments in the list are sorted based on the Start column in ascending order by default The column title is highlighted An arrow icon next to the column title indicates the sort order How to change the sort order 1 To sort based on a column click the column title 2 To change the sort order click the column title again Result The sort order is changed Note The first two columns and the Folder co
49. is displayed You can either close the browser window or log in again Warning Closing a web browser tab without logging out from the server leaves you logged in to the server If another person enters the server address they will be automatically logged in with your name and will have full access to your groupware data Always log out from the server when you are finished working with the groupware Some operating systems optimize the runtime behavior of applications by keeping parts of the application and its data in memory Under Apple Mac OS X this is indicated by a dot next to the application icon in the dock under Windows the application icon remains in the task bar In order to remove the browser from memory and prevent a re login with the saved login data close the browser by right clicking the application icon and then clicking on Close Copyright Open Xchange Inc 2012 Elements of the start page The Start page OX orenxXCHace 2 2 2 Elements of the start page The Start page 168 E E BG Dev mode ow 4 Coa 2 3 2 Change layout 5 4 ET XJ Tasks a 6 Inbox piotr_nowak docboat Aufgabe ge ndert Quote for WLAI 04 23 2010 08 54 AM tom_green docboat Termin ge ndert Monthly Sales M 04 23 2010 08 39 AM timo_meier docboat Neuer Termin Arbeitsessen 01 15 2010 09 55 AM me gt jonna_lucilla docboat Neuer Termin Endangered Frog S 01 14 2010 10 00 AM bestas a My Infostore Engineering_concepts doc C
50. of predefined categories Information on defining categories can be found in 8 2 3 Managing Tags How to add object related categories in the Appointment window 1 Select the Appointment tab 2 Double click to the right of the Categories button 92 Copyright Open Xchange Inc 2012 Setting the availability view Calendar module OX Oren xXCHanGce 3 Enter some text Tip An alternative method can be found in 8 2 3 2 Managing categories in the modules page 162 Note Object oriented categories have the color white How to add predefined categories in the Appointment window 1 Select the Appointment tab 2 Click the Categories button The Categories dialog window opens The Name list field contains all predefined categories 3 Inthe Name list field activate the control fields for the categories to be assigned to the appointment Note The initially selected category specifies the color in which the appointment is displayed 4 Click OK Result The categories are entered in the input field How to remove added categories in the Appointment window 1 Select the Appointment tab 2 Click the Categories button The Categories dialog window opens 3 In the Name list field deactivate the checkboxes of the categories to be removed 4 Click OK Result The categories are removed from the appointment 5 5 6 Setting the availability view In the calendar views the availability is indicated in different col
51. option The sender and the recipients of the original E Mail are entered in the To field The Cc recipients of the original E Mail are entered in the Cc field Add sender to To recipients to Cc option The sender of the original E Mail is entered in the To field The recipients and the Cc recipients of the original E Mail are entered in the Cc field Format E Mails as Specifies the possible formatting for new E Mail messages Editor feature set Specifies the number of formatting functions offered by the editor when creating HTML formatted E Mail text Default E Mail font Specifies the default font that should be used for the E Mail text in HTML E Mail messages Default E Mail font size Specifies the default font size that should be used for the E Mail text in HTML E Mail messages 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 the E Mail text currently composed in the Drafts folder The Disabled option deactivates this function Display tab 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 li
52. or Deleted Specifies whether you will receive an E Mail notification for new changed or deleted appointments 182 Copyright Open Xchange Inc 2012 Configuring the Calendar module Options OX Oren xXCHanGce E Mail notification for appointment creator Specifies whether you will receive an E Mail notification if other participants accept or decline an appointment created by you E Mail notification for appointment participant Specifies whether you will receive an E Mail notification if other participants accept or decline an appointment in which you participate Confirmation status for appointments in personal calendars set status to Specifies the default appointment confirmation status for new personal appointments to which you have been invited Confirmation status for appointments in public calendars set status to Specifies the default appointment confirmation status for new appointments in public calendars to which you have been invited Creating public appointments Specifies whether you are entered as a participant when creating an appointment in a public folder If you do not invite additional participants you are entered as a participant by default Copyright Open Xchange Inc 2012 183 OX Options Configuring the Calendar module Oren xXCHance 8 2 6 2 Teams A team consists of several groupware users In order to view the appointments of the team members you can select a team in the t
53. panel click the Appointment panel icon In the time grid drag a time range by clicking and holding the left mouse button The time range is entered as appointment start and duration Result The Appointment window opens The team members are entered in the Participants tab How to create a new appointment with specific team members 1 Open the team view Instructions can be found in 5 4 5 Displaying the team view 2 Select individual team members by clicking on the names and holding the lt ctrl gt key Note On Apple systems use the lt cmd gt key 3 Use one of the following options In the Appointment panel section click New If using the compact panel click the Appointment panel icon El In the time grid drag a time range by clicking and holding the left mouse button The time range is entered as the appointment start and duration Result The Appointment window opens The team members are entered in the Participants tab Copyright Open Xchange Inc 2012 89 OX Calendar module Setting the appointment start and end OPen XxXcCHange How to create a new appointment with an individual team member 1 Open the team view Instructions can be found in 5 4 5 Displaying the team view 2 Make sure that no team members are selected 3 Double click on a time in the time grid of the team member you want to add as a participant Result The Appointment window opens The day and time you double clicked on is entere
54. panel icon The Contact window will open The General tab is opened 2 If required select a contact folder by clicking the Folder button and selecting a contact folder in the pop up window 3 Enter the business data for the contact in the General tab 4 Use further options if needed Add categories See 4 5 1 Adding categories page 56 If required mark the contact as private See 4 5 2 Marking a contact as private page 56 Note You can only mark a contact as private if you create the contact in a personal contact folder If wanted enter the private data for the contact in the Private tab You can create an appointment series from the contact s date of birth The serial reminds you of the birthday Add a picture Please refer to 4 5 3 Adding a picture page 56 In the Additional tab enter further data for the contact Add attachments See 4 5 4 Adding attachments page 57 5 Click Save in the panel The window will close Result The contact is created If you want to cancel the process click Cancel in the panel Tip You can also create a new contact by clicking on Create new contact in the Edit panel tab There are the following possibilities for creating a contact You can also call the New contact function from within other modules in the panel In the Cards or Phone list view double click a free area in the overview window The Contacts window will open In the E Mail window H split or V Split view drag an E Mail
55. permission for creating objects in the target folder How to move contacts with the panel function 1 Select one or several contacts in the Cards or Phone list view 2 In the Edit panel tab click Move If using the compact panel click the Move panel icon The Select folder window will open 3 Click a contact folder in the Select folder window You can only click on folders you can move contacts to Result The contacts are moved How to move contacts with drag amp drop 1 Select one or several contacts in the Cards or Phone list view 2 Drag a selected contact to a contact folder An icon next to the mouse pointer indicates the following When dragging to a valid target a green tick is shown When dragging to an invalid target a red prohibited sign is shown 3 Release the mouse button over the target folder Result The contacts are moved Tip You can also use the context menu for moving a contact 4 7 7 Marking contacts with categories You can do the following Assign categories to existing contacts Copyright Open Xchange Inc 2012 63 OX Contacts module Marking contacts with categories Oren xXCHance Remove assigned categories Information on defining categories can be found in 8 2 3 Managing Tags How to edit a contact s categories 1 2 Open a contact in the Detail view or select a contact in the Card phone list view In the panel tab Edit click on Edit If using the compact panel clic
56. range when changing view 182 Work week starts on 182 working hours in team view 182 Calendar view custom 77 Day 74 month 76 week 76 work week 75 Categories assign to appointment 105 assign to existing contact 63 assign to existing infostore item 148 assign to existing task 130 assign to new contact 56 assign to new infostore item 142 assigning to new task 122 managing in the modules 162 managing in the settings 161 object related category 162 predefined categories 162 Change language 160 Change password 189 Change personal data 189 add attachments 57 add picture 56 adding categories when creating 56 address cards 51 assigning categories when creating 63 collect E Mail addresses 39 configuration 186 copy 61 create 55 create distribution lists 58 delete 66 detail view 52 display phone list 50 duplicate 63 edit 60 export 65 export WebDAV 203 filter view 51 flags 65 folder 46 from vCard attachment 57 hovers 53 importing in CSV format 196 importing in vCard format 196 move 63 open attachments 54 print 61 private contacts 56 save attachments 54 search 60 send as a vCard attachment 65 settings 186 Collect E Mail addresses 39 sort 50 Common settings view 50 default module after login 158 Contacts module Complete folder tree 15 interface 48 Configuration open 45 administration 190 overview 45 234 Copyright Open Xchange Inc
57. select the correct language choose Language from the context menu If a word is underlined in red right click the word In the context menu select one of the proposed corrections or add the word to the user dictionary Note The spell checker can only be used if HTML formatting is activated in the E Mail settings please refer to 8 2 5 1 Compose tab page 169 The spell checker functions are not provided by Open Xchange but by the HTML editor Information on the HTML editor used can be found at http tinymce moxiecode com 4 If you want to add a signature select one in the Signature selection field Note Prior to being able to add a signature you have to create one in the E Mail settings Further infor mation can be found in 8 2 5 2 E Mail signatures page 172 34 Copyright Open Xchange Inc 2012 Sending a new E Mail E Mail module OX Oren XxXcCHanNnge 3 5 1 4 Entering web page content You can enter the contents of a web page as E Mail text How to enter the contents of a web page in the E Mail window 1 Use lt ctrl gt lt a gt to select the complete web page content 2 Use lt ctrl gt lt c gt to copy the content to the clipboard 3 Move the cursor to the wanted position and then use lt ctrl gt lt v gt to paste the contents in the E Mail window Note On Mac systems use the lt cmd gt key instead of lt ctrl gt Depending on the web page structure some formatting might not be included 3 5
58. send 32 Display error messages 18 set priority 35 Display GUI and server versions 18 settings 169 Distribution list sort 27 add customized entries 59 source data 29 Distribution lists spell checker 34 add contacts 58 subscribe folder 217 create 58 unified mail 173 delete contacts 59 V Split view 29 Dock vacation notice 180 definition 13 E Mail account wizard 173 settings 158 E Mail filter 176 tabs 13 E Mail module 23 Document version 139 interface 24 Duplicate contacts 63 open 23 overview 23 Copyright Open Xchange Inc 2012 235 OX ES overview window 26 InfoStore entry 149 panel 24 tasks 131 E Mail settings Folder 204 Allow HTML formatted E Mail messages 170 calendar 69 Append vcard 169 Auto save E Mail drafts 170 category 204 contacts 46 automatically collect contacts while reading E context menu 206 Mails 169 create 208 automatically collect contacts while sending E delete 210 Mails 169 E Mail 24 Automatically select first E Mail 169 folder tree 215 Block pre loading of externally linked images 170 grant permissions 218 Color quoted lines 170 icons 206 Default E Mail font 170 InfoStore 134 Default E Mail font size 170 move 210 Default sender address 170 Default view 169 Default view for Spam folders 169 personal folder 204 practical permissions 220 public folder 204 Display emoticons as graphics in text E Mails 170 renaming 210
59. send an InfoStore entry as a link 1 Open the InfoStore entry in the H Split view 2 In the Edit panel tab click Send as link If using the compact panel click the panel entry Send gt Send as link Result The E Mail window opens The direct link to the InfoStore entry is entered as E Mail text Note In order to follow the link the recipient of the E Mail needs to have read permission for the objects in the InfoStore folder containing the InfoStore entry Information on how to set permissions can be found in 8 6 Permission management page 212 140 Copyright Open Xchange Inc 2012 Creating an InfoStore item InfoStore module OX Oren xXCHanGce 7 5 Creating an InfoStore item Here you can find an overview of how to create a new InfoStore entry Details can be found on the next page Note If you want to create a new InfoStore entry in a public or shared folder you need to have the permission for creating objects in this folder How to create a new InfoStore item 1 In the New panel tab click the Document icon If using the compact panel click the panel icon In foEntry amp The Document window opens 2 If requested select an InfoStore folder by clicking the Folder button and selecting an InfoStore folder in the pop up window 3 Enter a title in the Title field 4 Depending on your needs use the following options Add a bookmark for a website by entering an Internet address in the Link URL field Tip
60. tasks as a list 1 Select a tasks folder in the folder tree 2 In the View panel tab click on List If using the compact panel click the panel entry View gt List Result The tasks are displayed as a list For each task a line with information in the form of icons or text is displayed in the list Column Information Column 1 icon The entry is a task Column 1 icon amp Column 2 icon amp Column 2 icon amp Subject column Priority column Starts at column Due date column finished column Last column The entry is a serial task The entry is a group task The entry is a private task The task s description The task s priority The 3 levels of importance are indicated by different icons The task s start date The task s due date The task s progress The flag assigned to the task The list shows the following peculiarities Finished tasks are displayed in a pale color and are crossed out If the due date has passed the date is displayed in red By default the list is sorted by the Due date column The column title is highlighted and arrow icon next to the column title indicates the sort order How to change the sort order 1 To sort by a column click on the column title 2 To change the sort order click on the column title again Result The sort order is changed Note The first column cannot be used for sorting 116 Copyright Open Xchange Inc 2012 Displaying the H split view Tasks m
61. the overview window The left pane shows the available message sources The right pane shows the settings of the respective message source How to subscribe to a message source 1 In the Social Messaging Accounts panel tab click on Add If using the compact panel click the panel entry Accounts gt Add 2 Enter a name 3 Select the message source type 4 Enter the required data for the respective message source When selecting Twitter or Facebook select an existing account or create a new one by clicking the Add a new account button Further information can be found in 8 7 3 1 Authorization with existing account page 225 When selecting RSS Feed enter the URL The URL can be found on the web page of the RSS feed provider 5 Click the Save icon in the panel 230 Copyright Open Xchange Inc 2012 Reading and sending messages Options OX Oren xXCHanGce Result A new folder is created at the bottom of the complete folder tree The new folder will have the name you entered in step 2 The folder icon indicates the content s message source How to edit the settings of a message source 1 Select a message source from the Account pane 2 Change the data in the right pane 3 Click the Save icon in the panel How to delete a message source 1 Select a message source from the Social Messaging Account pane 2 In the Social Messaging Accounts panel tab click on Remove If using the compact panel click the pan
62. the right of the object In order to close the hover afterwards click outside of the hover You can edit items with the icons in the lower part of the hover Information can be found in 2 4 3 Editing items Further information about the hover contents can be found in the descriptions of the single modules Information about the hover configuration can be found in Hover configuration 2 2 9 Mini calendar The mini calendar is collapsed by default In this view only the month and the year are displayed In order to open the mini calendar click the icon next to the year The MiniCalendar displays the following information The current date The current date is framed Days with appointments are displayed in bold Information on how to use the MiniCalendar for creating and displaying appointments can be found in 5 Calendar module 2 3 Using the help pages and tools The following help pages and tools are available in the groupware Tooltips Displays a description for a title bar icon Online help Displays the user manual in a browser window Error messages Displays the most recent error messages Depending on the server configuration you can send an error report About Displays the GUI and server versions installed Copyright Open Xchange Inc 2012 Using the help pages and tools The Start page OX Oren xXCHanGce How to display tooltips 1 Move the mouse pointer over an icon in the title ba
63. two possi bilities to access a folder s context menu Possibility 1 1 Right click on a folder in the folder tree The context menu opens 206 Copyright Open Xchange Inc 2012 Context menu entries for folders Options OX Oren xXCHanGce 2 Click an entry in the context menu Possibility 2 1 Click on a folder in the folder tree Next to the folder name the Context menu icon is displayed 2 Click the Context menu icon The context menu opens 3 Click an entry in the context menu For simplicity s sake the following chapters describe possibility 1 You can use both possibilities though Copyright Open Xchange Inc 2012 207 OX Options Creating folders orenxXCHace 8 5 3 Creating folders To create new folders use the setting Complete folder tree in the Classic folder tree you can create the following folders Folders in the folder tree Which folder types can be created Personal root folder Calendar folders tasks folders contacts folders E Mail Inbox E Mail folders Calendar Calendar folders task folders contact folders Contacts Calendar folders task folders contact folders Tasks Calendar folders task folders contact folders Public folders Calendar folders task folders contact folders Folder name Calendar folders task folders contact folders Global address book Shared folders Other username Folder name Calendar folders task folders contact folders In
64. use the screen interface To optimize the display for the groupware objects check whether one or several of the following possi bilities are suitable for you Depending on the hardware use the highest possible screen resolution The minimum resolution is 1024 768 Possibly hide additional toolbars in your browser f need be use a smaller browser font Remember to check the legibility after doing this If need be collapse the panel If need be hide the side bar Optimize the start page divisions by using the screen separators 22 Copyright Open Xchange Inc 2012 OX orenxXCHace Chapter 3 E Mail module 3 1 Overview Use one of the following methods to open the E Mail module Click the E Mail icon amp in the title bar Click the title bar of the E Mail module window on the start page In the complete folder tree click the Inbox folder or any other E Mail folder The E Mail module 3 C Expert mode New ZI Attachment View Flags 3 i custom brats H aA 8 Pin Moe fa Save i Custom Sent Compose Reply Reply Forward Delete Copy B Markas Show source J Custom Spam Mail all Custom Trash pa Connor E Mail Inbox 17 of 32 unread 4 oo noir _ From Subject Received Size Flag ee o Timo Meier Re Fact Sheet Open Xchange Express Edition 01 20 2010 02 21PM 206KB g a laai 1 D amp Timo Meier Sales Meeting 01 20 2010 02
65. wildcard for any characters The condition is met for the subject protocol update The condition is not met for the subject meeting protocol Criterion Matches regex 176 Copyright Open Xchange Inc 2012 Configuring the E Mail module Options OX Oren XCHanGce The condition is met if the subject contains the characters provided by the regular expression in the argument Regular expressions allow complex requests More information can be found on respective sites on the Internet The following very simple regular expression should give an insight to the topic Example The argument is organi z s ation The expression z s stands for either the z or the s character The condition is met for the subject organization The condition is also met for the subject organisation The condition is not met for the subject Organic How to open the functions for E Mail filters 1 In the title bar click the Configuration icon amp 2 In the folder tree click on E Mail 3 In the folder tree click on the E Mail subfolder Filter Result The functions for E Mail filters are displayed in the panel The overview window shows the available rules The left pane with the Rule Name title displays the existing rules The right pane with the title Rule Details displays a rule s settings The following functions are available Create new rule s Add conditions 2 Add actions Display the details of a rule Activate or deac
66. 09 PM 633 99 KB I jonna_lucilla docboat Termin ge ndert Endangered Frog Species A Speech by Prof Moleskin 01 15 2010 02 14PM 1 97 KB E timo_meier docboat Neuer Termin Arbeitsessen 01452010 09 55 AM 1 71 KB D E Sales Meeting From Timo Meier lt timo_meier dochoat gt To dr simone dettmer sumag com Brian Connor lt brian_connor docboat gt Frank Meyer lt frank_meyer docboat gt Ce cfour linexp com Solveigh Schmidt lt solveigh_schmidt docboat gt Received 01 20 2010 02 09 PM a hi all please call back to talk about aur meeting regards timo 1 68 MB 9 ru 4 November 2010 Z Timo Meier NN a MINI F sS Saar Power AG te Sales amp Marketing 44 tio 3 4 5 6 T Enap pe ac tae aS 45 8 8 10 11 12 13 14 46 15 16 17 18 19 20 21 47 22 23 24 25 26 27 28 4 2 3 1 2 3 n 630 88 KB E TimoMeier vcf 198 bytes j The E Mail module settings Compact panel O Expert mode Ge C Logout 1 New gt 3 a Custom Drafts Custom Sent 3 Custom Spam Custom Trash amp Reply Reply all amp Forward J Delete 53 gt E Mail Brian Connor Inbox 17 of 32 unread J Z From zuzanna_dzierwa docboat E piotr_nowak docboat tom_green docboat View Flags gt 2 Received Size Flag 4 04 26 2010 02 39 PM 1 71 KB 04 23 2010 08 54 AM 1 71 KB 04 23 2010 08 39 AM 2 25 KB Subject Aufgabe geandert Quote for WLAN Installation costs Aufgabe geandert Quote for WLAN Insta
67. 1 5 Using further options There are some other options you can use Add any file as an attachment Add your contact data from the address book as a VCard Enter another sender address as a standard address Set the priority of the E Mail Request a delivery receipt How to use further options in the E Mail window 1 If the options Priority Delivery receipt and Attach vCard are not displayed below the input field Subject click on View gt Options in the panel 2 If you want to add attachments to the E Mail click Add in the panel Details can be found in 3 5 1 6 Adding attachments page 35 3 If you want to add a VCard with your contact data from the address book activate the Attach VCard checkbox The VCard is attached to the E Mail as a vcf file 4 If you do not want to enter your default sender address select another sender address in the From selection field Details on selecting sender addresses can be found in the E Mail settings Default sender address If you have any questions about your sender addresses please contact your admin istrator or host 5 If you want to set the priority of an E Mail use the Priorityselection box If you select Low the E Mail sent to the recipient is marked as being less important If you select High the E Mail sent to the recipient is marked as being important 6 If you want to request a delivery receipt from the recipient activate the Delivery receipt checkbox Note Despite th
68. 12 Adding participants and resources Calendar module OX Oren xXCHanGce 5 5 8 Adding participants and resources When creating an appointment you are automatically added as a participant In the calendar settings you can define whether you are entered as a participant when creating an appointment in a public folder please refer to Creating public appointments page 183 You can add further participants and resources such as rooms or projectors How to add participants and resources to an appointment in the Appointment window 1 2 7 In the panel click Add participant The Select participants and resources window opens The global address book is pre selected To select another address book click the Contact folder button Click on a folder in the Select contact folder window If you want to view a particular selection of participants or resources enter a character string next to the Search input field Click the Search button Select one or more users groups or resources from the list Note Users groups and resources are marked with different icons They are displayed in the following order users groups and resources In order to add the selection as participants click the Add button next to Participants In order to add the selection as resources click the Add button next to Resource Note There are the following limitations Resources can not be added as participants Groups can not be added
69. 2 2 What should know about InfoStore entries ccceeececeeeeeeeeeeeceeeceaeeaeeeeereeeeeeaes 134 7 2 3 What is the purpose of InfoStore folders ccceceeececececeaeeeeeeeeeeeeceaaeaeeeeeeeeeeeeaea 134 7 3 The InfoStore module interface uses 135 7 3 1 Th InfoStore panel cindeeanitons dbs tuscan a gendtenssnens ses E 135 7 3 2 The InfoStore overview window cececececeeeeeeeeeeeceeeceaeeaeeeeeeeeeeceaaaaeeeeeeeeeeneaaes 136 7 4 Viewing INFOSTOFE IKONS vaonccnrsededacardnnterssuenadaeconcedasidenecagdentesssudeantbecsacatssidenecaddgetenssudenens 137 ZA Displaying the lst VIS serrer ananas cteaseductedhoedktedoessttedeecsdredonaeataasecantelesddtieses 137 74 2 Displaying the HiSplit VOW sic cccessevecceesesscnsaseteccaassetecadsevensaassssqnadeessnssadessecwadedansanedss 138 7 4 3 Displaying NO VEFS 5e t inii rni E EOR E EEE EEEE E 139 7 4 4 Opening or saving the current document version 139 7 4 5 Sending an InfoStore entry uses 140 7 5 Creating an InfoStore item seen 141 LDA AGING a docume apanr entiers te acew ants nee esdenetss EA 142 1 5 2 Addi ng CAt pOri s unes ienee iaaiiai a 142 7 6 Managing InfoStore entries 144 7 6 1 Searching for InfoStore entries 144 7 6 2 Editing InfoStore entries uses 144 7 6 2 1 Locking an Inf
70. 2 3 Managing Tags situ iosntenlansenn ee didagnenamddalongaitgnvtnndgacsedsvenmenmmieatent ateencceueaaeacdadents 161 8 2 3 1 Managing categories in the settings 161 8 2 3 2 Managing categories in the modules 162 8 2 4 Configuring the start page ses 165 8 24 1 Start page AVOUT eiiis i ei 165 B22 A 2 UWA modules ess rea ns tasses est nes aaleaesd sunwaden aaa 166 8 2 5 Configuring the E Mail module 168 6 2 5 1 E Malll SENES ay sise ressens etais amiens come disent dooce EEs 168 Copyright Open Xchange Inc 2012 vil OX Open Xchange Server orenxXCHace 8 2 5 2 E Mail SIGMAtUIES E cas sou E E E S 172 8 2 5 3 Additional E Mail accounts eee eeeseeececeeeeececeeeeececeeaeececeueeeceeeeeesceeeuaeeeeenees 173 8 254 E Mail TLC seie iese nieee e aN o Er a a E ea 176 82o VaCatIONINOTICR sorrisi ireo L RE ET LE OE anaes 180 8 2 6 Configuring the Calendar module 0 ce ceeeeeeececececeaeeeeeeeeeeeeeceaaeaeeeeeeeeeeeaeaaeeees 181 8 2 6 1 Calendar setunes ieccccssticdsstatececcbadwedsacateutcdadurs duadateuensantevanealevaniandiddatevenueds 181 G26 2 WEAN mispaa du nn ane ce ec den das ones ce Ci ne E a are Cie la dede 184 8 2 7 Configuration of the Contacts module ccc eeeeecececececeeeeeeeeeceeeeeceaaeeeeeeeeeeeeaeaaeaees 186 8 2 8
71. A description of the appointment display can be found in 5 4 2 6 How are appointments displayed page 78 5 4 2 5 Displaying the Custom calendar view The Custom calendar view displays the calendar for a custom time range and the appointments in that time range The custom time range can be between one and seven days The time range can be set by you The default setting is seven days Further information can be found in 8 2 6 1 Calendar settings page 181 How to display the Custom calendar view 1 Select a calendar and the appointment display please refer to 5 4 1 Selecting calendar and appointment view 2 Click Calendar in the View panel tab If using the compact panel click the panel entry View gt Cal endar 3 Click Custom in the View panel tab If using the compact panel click the panel entry Time range gt Custom The calendar view for the current custom time range is displayed 4 To display a specific custom time range click the navigation arrow 4 or gt in the date bar Result The Custom calendar view for the selected time range will be displayed 5 To display the current time range again click Today in the title bar of the overview window The Custom calendar view contains The time range label in the date bar A time grid divided into individual days The appointments in the displayed time range A description of the appointment display can be found in 5 4 2 6 How are appointments displayed page
72. AV under Windows Vista 152 WebDAV under Windows XP 152 InfoStore item add document 142 assign categories when editing 148 create 141 InfoStore module 133 interface 135 open 133 overview 133 overview window 136 panel 135 InfoStore settings Default view 188 Enable InfoStore Hover 188 L Layout start page 165 log in log out 9 M Mail see E Mail 23 Manage groups 190 Manage resources 191 Messages read and send 231 subscribe 230 Mini calendar 18 Mini Calendar navigate 73 Module calendar 67 contacts 45 E Mail 23 InfoStore 133 tasks 111 Module calendar 67 Module contacts 45 Module specific folder view 15 Modules 2 open 21 start page 9 Copyright Open Xchange Inc 2012 237 OX orenxXCHace Index Move appointments to other folder 104 contacts 63 E Mails 41 InfoStore entry 147 tasks 130 Moving folder 210 N Navigate in the calendar 72 with the MiniCalendar 73 New appointment 87 appointment series 91 contact 55 distribution list 58 E Mail 32 folder 208 InfoStore item 141 serial task 122 task 120 Notify appointments 96 tasks 125 O Online help 18 Open or save attachments appointments 86 contacts 54 E Mail messages 30 tasks 119 Open Xchange groupware Overview 2 requirements 4 terminology 5 Optimize display 22 Options 155 open 155 overview 155 Overview window calendar module 71 contacts module 49 E Mail module
73. Address card or Phone list view To select one or more search criteria click the icon Ea on the left of the Search input field Enter the search term in the input field Click the Search icon amp In order to delete the search term click the Reset icon EI a uu BB WN Result The overview window only displays the contacts matching the search term How to display all contacts from the current contact folder In the quick filter bar click on All 4 7 2 Editing contacts All the data you entered when creating the contact can be edited later on Note If you want to edit a contact in a public or shared contact folder you need to have editing rights for the objects in those contact folders How to edit a contact 1 Display a contact in the Detail view or select a contact in the Address card or Phone list view 60 Copyright Open Xchange Inc 2012 Printing contacts Contacts module OX Oren xXCHanGce 2 In the Edit panel tab click Edit If using the compact panel click the panel entry Edit The Contact window will open 3 Edit the contact s data A description of the data can be found in 4 5 Creating contacts page 55 A description of a distribution list s data can be found in 4 6 Creating distribution lists page 58 4 Click Save in the panel The window is closed Result The contact is updated If you do not want to accept the changes click Cancel in the panel Tip In the Address card or Phon
74. Calendar module Options OX Oren xXCHanGce How to set a team as the default team 1 2 3 4 5 Select a team in the overview window Click Edit in the Team panel tab If using the compact panel click the panel entry Team gt Edit The Team dialog window opens Activate the Default team checkbox Click OK in the dialog window Click on the panel entry Save Result The team is set as the default team The default team is highlighted in the overview window How to delete a team 1 2 3 Select a team in the overview window Click Remove in the Team panel tab If using the compact panel click the panel entry Team gt Re move Click on the panel entry Save Result The team is deleted How to leave the team functions Click another button in the title bar Note When leaving the settings before having saved the Configuration changed pop up window opens If you want to save the settings click Yes If you do not want to save click No Copyright Open Xchange Inc 2012 185 OX Options Configuration of the Contacts module OPen XxXcCHange 8 2 7 Configuration of the Contacts module How to configure the Contacts module settings 1 2 3 5 Click the Configuration icon in the title bar Open the Contacts folder in the folder tree Click on Preferences below Contacts in the folder tree The options are displayed in the overview window Choose the appropriate setti
75. Copy the Internet address from the browser s address bar to the field Add a document See 7 5 1 Adding a document page 142 Add categories See 7 5 2 Adding categories page 142 Add comments 5 Click Save in the panel The window is closed Result The InfoStore item is created If you want to cancel the process click Cancel in the panel Tip You can also create a new InfoStore item by clicking on Create new document in the Edit panel tab In order to create a new InfoStore entry choose one of the following methods You can also activate the New InfoStore item function in other modules in the panel Double click a free area in the H Split or List view The InfoStore item window opens Copyright Open Xchange Inc 2012 141 OX InfoStore module Adding a document Oren xXCHance 7 5 1 Adding a document You can add exactly one document to an InfoStore entry The document contains the version number 1 If you add a further document it will receive the next higher version number Further information on document versions can be found in 7 6 2 3 Working with document versions page 146 How to add a document to the InfoStore item in the InfoStore item window 1 Click the File button 2 Click the Browse button 3 Select the file to be added as an attachment Close the file selection dialog window 4 Click Save in the panel The Version comment window opens 5 If you want enter a comment in the Version comm
76. Copyright Open Xchange Inc 2012 Configuring the E Mail module Options OX Oren XCHanGce How to set an E Mail signature as the default signature 1 Select an E Mail signature in the overview window 2 Inthe Signatures panel tab click on Edit If using the compact panel click the panel entry Signatures gt Edit The Signatures dialog window opens 3 Activate the Default signature checkbox 4 In the dialog window click on OK 5 Click on the panel entry Save Result The E Mail signature is set as the default signature The default signature in the overview window is highlighted How to delete an E Mail signature 1 Select an E Mail signature in the overview window 2 In the Signatures panel tab click on Remove If using the compact panel click the panel entry Sig natures gt Remove 3 Click on the panel entry Save Result The E Mail signature is deleted How to leave the functions for the E Mail signatures Click another button in the title bar 8 2 5 3 Additional E Mail accounts If you use additional E mail accounts besides your Open Xchange E Mail account you can access those E Mail accounts from the user interface of the Open Xchange Server by setting up additional E Mail ac counts For each additional E Mail account a separate folder is created Additionally the E Mails of the single E Mail accounts can be saved in the Unified Mail folder This improves the usability as all E Mails are in one folder
77. In the E Mail settings When Reply all you can select whether further recipients are entered in the To or in the Cc fields 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 Select an E Mail in the H Split V Split or List view 2 In the Edit panel tab click on Reply If using the compact panel click the panel entry Reply To also reply to the recipients in CC click Reply all The E Mail window opens 3 Enter the E Mail text If needed you can use all the functions described in 3 5 1 3 Composing an E Mail text page 34 4 Click on Send in the panel The window will be closed Result The E Mail is sent A copy of the E Mail is saved to the Sent E Mails folder If you do not want to send the E Mail click on Cancel in the panel Tip You can also use the context menu to reply to an E Mail 3 5 3 Forwarding E Mails If you forward an E Mail the following input fields are pre filled in the E Mail window The subject of the E Mail is entered as the subject of the forwarded E Mail The subject 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
78. Mail panel tab click on Mark as If using the compact panel click the panel icon Mark as 3 Click on a status Result The status of the E Mail is changed Tip You can also use the context menu to change the E Mail status Tip In order to mark all E Mails in an E Mail folder as read right click the E Mail folder in the folder tree From the context menu select Mark as read 3 6 11 Deleting E Mail messages The following possibilities exist Delete E Mail messages By default the E Mails are moved to the Trash folder Recover deleted E Mail messages from the Trash Permanently delete E Mail messages from the trash Permanently deleted E Mail messages can not be recovered Warning If you set the E Mail settings option Permanently remove deleted E Mail messages to Yes you will not be able to recover deleted E Mail messages It is recommended that you not use this setting How to delete one or several E Mail messages 1 Select one or several E Mail messages in the H Split V Split or List view 2 In the Edit panel tab click Delete If using the compact panel click the panel entry Delete Result The E Mail messages are moved to the Trash Tip You can also delete E Mail messages by using the context menu or the lt del gt key How to recover deleted E Mail messages 1 Select the Trash from the folder tree The E Mail messages in the Trash are displayed in the overview window 2 Select the H Split V Split or Li
79. Move the mouse pointer to an appointment After a short delay the hover will open The General tab is visible 2 To view additional information click another tab 3 To close the hover move the mouse pointer out of the hover The calendar hover displays the following information The General tab It contains s The calendar module icon The description and location of the appointment The icons for private appointments serial appointments and group appointments 2 The appointment s start and end A colored icon for each category assigned s The appointment organizer s name The comment for the appointment Depending on the comment s length a scroll bar is displayed The Participants tab The number in brackets equals the number of participants The tab contains The name and confirmation status of each participant If a participant accepted the name is dis played in green letters if a participant declined the name is displayed in red letters The comment entered by the participant in addition to the confirmation status An icon for changing the confirmation status Copyright Open Xchange Inc 2012 85 OX Calendar module Opening or saving attachments orenxXCHace The Attachments tab The number in brackets equals the number of attachments If the appointment contains attachments the following elements are displayed File name file size and attachment type Icons for opening and saving
80. Number of children Note Room number State business Tax id Assistant s name State other Telephone business 2 Telephone home 1 Cellular telephone 2 Telephone telex Telephone IP URL Dynamic Field 3 Dynamic Field 7 Dynamic Field 11 Dynamic Field 15 Dynamic Field 19 Anniversary Sur name Title State home Profession Company Street business Country business Commercial register Street other Country other FAX business Telephone home 2 Telephone other Telephone TTY TDD Email 1 Categories Dynamic Field 4 Dynamic Field 8 Dynamic Field 12 Dynamic Field 16 Dynamic Field 20 Given name Street home Country home Nickname Department Postal code business Number of employee Branches Postal code other Telephone assistant Telephone car FAX home FAX other Instantmessenger 1 Email 2 Dynamic Field 1 Dynamic Field 5 Dynamic Field 9 Dynamic Field 13 Dynamic Field 17 private Middle name Postal code home Martial status Spouse name Position City business Sales volume Manager s name City other Telephone business 1 Telephone company Cellular telephone 1 Telephone pager Instantmessenger 2 Email 3 Dynamic Field 2 Dynamic Field 6 Dynamic Field 10 Dynamic Field 14 Dynamic Field 18 Birthday Copyright Open Xchange Inc 2012 197 OX Oren xXCHanGce Options Importing contacts in the CSV format 8 3 4 2 How is the data mapping done for a standard CSV file During the import the data f
81. OX keepintouch OPeN XCHaANGe Open Xchange Server User Guide OX Open Xchange Server orenxXCHace Open Xchange Server User Guide Publication date Wednesday 29 August 2012 Version 6 20 7 Copyright 2006 2012 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 marking 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 OX Oren xXCHanGce Table of Contents 1 Getting started with Groupware ccccccccccscccscccsscccccscccsccccscccecsccccccccsccee 1 Td What 1S FOU P LE L OERTOAN REAA 1 1 2 Features and functions of Open Xchange groupware ssecececececeaeeneeeeeececeeeaeaaeeeeeeeeeess 2 1 3 Requirem
82. Options Configuring the start page orenxXCHace 8 2 4 2 UWA modules UWA Modules for the start page can be added edited removed enabled or disabled The start page only displays UWA modules that are enabled How to add a UWA module 1 2 In the folder tree click on the Start Page subfolder UWA Modules In the UWA Modules panel tab click Add If using the compact panel click the panel entry UWA modules gt Add The UWA Modules dialog window opens 3 Enter a name in the Name input field The name is then used as the title in the UWA module window 4 Activate the Autorefresh checkbox This setting is recommended as the content of many UWA 8 modules changes frequently In the URI input field enter the address of the UWA module Sample addresses can be found on the Open Xchange website under Open Xchange UWA Modules http www open xchange com uwa id 361 amp L 1 If you want to enter a web page or a page from your local network instead of an UWA module activate the Use standalone mode checkbox If a UWA module requires parameters enter those in the Parameters input field The parameters needed for a UWA module can also be found in the table mentioned above Tip Copy the parameters from the table to the input field Close the dialog window with OK The new UWA module is entered in the Available UWA modules list and is activated Click on the panel entry Save Result The new UWA module is v
83. Pen XxXcCHange 7 6 2 3 Working with document versions If an InfoStore entry contains a document you can perform the following actions Add a new document version Delete a document version Set a document version as the current version How to add a new document version 1 Select an InfoStore entry in the H Split or List view 2 In the Edit panel tab click Edit If using the compact panel click the panel entry Edit The InfoStore Item window opens Click the File button Click the Browse button Select the file to be added as an attachment Close the file selection dialog window Click the Save icon in the panel The window will be closed If need be enter a comment in the Version comment pop up window SN D M ae a Click OK in the pop up window If you do not want to enter a comment click No comment To cancel the process click Cancel Result The document is transferred to the server As soon as the process is finished the InfoStore Item window is closed Note Depending on the file size of the document and the connection s transfer rate this process might take a while How to delete a document version from an InfoStore entry 1 Open an InfoStore entry in the H split view 2 Select the Versions tab 3 Right click on a document version in the list view 4 Click Delete in the context menu The Delete version window opens 5 If you are sure you want to delete the document version click Yes Result
84. Series button The Create new series window opens 3 Define the time interval for the serial task If the task is to be repeated daily activate the serial type Daily In the serial options define the interval in days If the task is to be repeated weekly activate the serial type Weekly In the serial options define the interval in weeks and set the week day If the task is to be repeated monthly activate the serial type Monthly In the serial options define the interval in months and set the day of the month If the task is to be repeated yearly activate the serial type Yearly In the serial options define the day of the year 4 Define the time range of the serial task Next to Start date set the start of the serial task Next to Ends set the end of the serial task 5 Click OK 6 5 4 Adding categories A tag is a key word that can be used for structuring tasks There are two possibilities for adding categories Add object related categories Select categories from a list of predefined categories Information on defining categories can be found in 8 2 3 Managing Tags How to add object related categories in the Task window 1 Select the Task tab 2 Double click to the right of the Categories button 3 Enter a text Tip An alternative method can be found in 8 2 3 2 Managing categories in the modules page 162 Note Object oriented categories have the color white How to add predefined categories in the Task
85. Tags Options OX Oren xXCHanGce Change the name of the category in the list field In order to change a category s color Select one or more categories in the list field Select a color from the Color drop down list 2 Click OK Result The categories are changed Copyright Open Xchange Inc 2012 163 OX Options Managing Tags Oren xXCHanGce How to delete a category in the Categories dialog window Attention The deletion of categories can not be revoked Prior to deleting categories make sure you no longer need those categories 1 Select one or more categories in the list field 2 Click the Delete button 3 Click OK Result The categories are deleted Note If you delete a predefined category that is assigned to an object this category stays bound to the object as object related category in the color white 164 Copyright Open Xchange Inc 2012 Configuring the start page Options OX orenxXCHace 8 2 4 Configuring the start page Configuring the start page includes the layout of the start page the UWA modules 8 2 4 1 Start page layout The start page layout includes the module window display the start page hovers How to configure the start page layout 1 In the title bar click the Configuration icon amp 2 In the folder tree click on Start page 3 4 5 Click on the Start page subfolder Layout The overview window displays the possible settings Apply the wanted
86. The Select folder window will open 3 Click a contact folder in the Select folder window You can only click on folders you can copy contacts to Copyright Open Xchange Inc 2012 61 OX Contacts module Copying contacts orenxXCHace Result The contacts are copied Tip You can also use the context menu for copying a contact 62 Copyright Open Xchange Inc 2012 Duplicating contacts Contacts module OX Oren xXCHanGce 4 7 5 Duplicating contacts This function is for using matching data from a contact for a new contact How to duplicate a contact 1 Select a contact in the Cards or Phone list view 2 In the Edit panel tab click Use as template If using the compact panel click the panel entry Use as template The Contact window will open 3 Edit the contact data A description of the data can be found in 4 5 Creating contacts page 55 A description of a distribution list s data can be found in 4 6 Creating distribution lists page 58 4 Click the Save icon in the panel The window will close Result The contact is duplicated Tip You can also use the context menu for duplicating a contact 4 7 6 Moving contacts The following possibilities exist for moving contacts With the panel function With drag amp drop Note To move contacts from a source to a target folder you need to have the following permissions Delete permissions for the folder objects in the source folder The folder
87. The document version is deleted from the InfoStore entry Note This function does not delete any documents from your local disk How to set a document version as the current version 1 Open an InfoStore entry in the H Split view 2 Select the Versions tab 3 Right click on a document version in the list view 4 Click Current in the context menu Result The selected document version is set as the current version 146 Copyright Open Xchange Inc 2012 Printing InfoStore entries InfoStore module OX Oren xXCHanGce 7 6 3 Printing InfoStore entries The following possibilities exist for printing InfoStore entries Printing a list of InfoStore entries Printing the data for an InfoStore entry How to print a list of InfoStore entries 1 Open the List view in the panel 2 Select the InfoStore entries to be printed 3 Inthe Edit panel tab click Print If using the compact panel click the panel icon Print A new window with the print preview and the Print system window opens 4 If need be change the print settings in the system window 5 In the system window click Print Result The list of InfoStore entries is printed How to print the data for an InfoStore entry 1 Open an InfoStore entry in the H Split view 2 Inthe Edit panel tab click Print If using the compact panel click the panel icon Print A new window with the print preview and the Print system window opens 3 If need be change the print s
88. Windows XP 1 In the My Computer window click on My Network Places or double click the My Network Places icon in the Windows Desktop 2 Go to Network tasks open the dialog window Network places and click on Add a network place A wizard for adding network resources is launched Click on Next 3 In the next dialog window select Choose another network place 4 Enter the following address https lt address gt servlet webdav infostore where lt address gt needs to be replaced by the IP address or URL of the Open Xchange server 5 Enter your username and your password Use your login data for the Open Xchange server 6 In the next dialog window you can assign a name to the network resource Note If you have set your encoding to ISO please do not use any special characters for file or folder names The Open Xchange server uses UTF 8 encoding 7 In the next dialog window click on Finish Result You can use the network place to access your InfoStore entries 7 6 8 3 Accessing under Windows Vista Before using WebDAV you have to install a Microsoft Software Update How to install the Microsoft Software Update for WebDAV 1 Open a web browser 2 Enter the following address http support microsoft com kb 907306 3 Browse to More Information and click on Download the Software Update for Web Folders package now 4 On the download page click on Download The file Webfldrs KB907306 ENU exe will be downloaded 5 Double click
89. aaeaeeeeeeeeeeeeaaaaeetees 196 8 3 4 1 What is the structure of a standard CSV file cee eeeeeeccceceeeeneeeeeeeeeeeeneaaeaees 197 8 3 4 2 How is the data mapping done for a standard CSV file ccc eeecceceeeeeeeeeees 198 8 3 4 3 How to create an MS Outlook CSV file eee cseeeeeeeecececeeeaaeeeeeeeeeeeeeeaaeaees 200 8 3 4 4 Which data fields from an MS Outlook CSV file are imported 200 8 3 4 5 How is the data mapping done for an MS Outlook CSV file 200 8 3 4 6 IMPOrting a CSV TVS sagesse siemens a eea 202 OA EX DOME Aa E AE RS DT peetuaeeruaeenne ys 203 8 4 1 Exporting contacts with WebDAV ss 203 8 4 2 Exporting appointments and tasks with WebDAV 203 8 5 Folder Management hante RS wea gacasteceee ETEO 204 8 5 1 What do I have to know about folders cccececeseeeeeeeeecececeeeeeeeeeeceeeceaeeaeeeeeeees 204 8 5 1 1 What are folder categories eceeececcseeeeeeeeeccceceaeeaeeeeeeceeeceaeaaeeeeeeeeeeeaeaaenees 204 8 5 1 2 What are folder types esse 204 8 5 1 3 Which folders exist eee 205 8 5 1 4 What is the meaning of the folder icons 0 eee ceeeeeeeeeceeeceeeeaeeeeeeeeeeeeneaaeaees 206 8 5 1 5 What is the purpose of permissions ceecececececeeeeeeeeececeeeceaeeaeeeeeteeeeeeaea 206 8 5 2 Context menu entries for folders
90. address book VacationCalendar Folder created by Tom Green Shared folders Timo Meier Calendar Shared calendar folder of Timo Meier InfoStore UserStore Your username Your personal InfoStore folder Timo Meier Shared InfoStore folder of Timo Meier Jean Dupont MeetingMinutes Shared subfolder in the InfoStore folder of Jean Dupont Note In order to see the shared E Mail folder you have to subscribe to this folder Details can be found in 8 6 4 Subscribing to E Mail folders page 217 Copyright Open Xchange Inc 2012 215 OX Options Where do find folders shared by other users Oren xXCHanGce When having selected folder tree New the following folders are displayed Tasks Sent items Shared folders Timo Meier Calendar Timo Meier s shared calendar folder Inbox User Timo Meier Team Timo Meier s shared E Mail folder InfoStore UserStore Your username Your personal InfoStore folder Timo Meier Timo Meier s shared InfoStore folder Jean Dupont Meeting Minutes Jean Dupont s shared InfoStore subfolder Calendar Contacts Public folders Global address book Vacation Calendar Folder created by Tom Green Note In order to see the shared E Mail folder you have to subscribe to this folder Details can be found in 8 6 4 Subscribing to E Mail folders page 217 In the module specific folder view the shared folders can be found here in the User folder of the E Mail module under shared contacts in the contact
91. ag Result The flags are deleted 6 7 8 Exporting tasks You can export the tasks from a personal or public tasks folder The file format supported is iCal A further possibility for exporting a personal tasks folder is described in 8 4 2 Exporting appointments and tasks with WebDAV page 203 How to export the tasks from a folder 1 From the context menu of a personal or public tasks folder select Extended and from the submenu select Export 2 From the submenu select iCalendar 3 Depending on your browser you might be asked whether to open or save the file Select Save 4 Select a file location Enter a file name 5 Click on Save Result The tasks folder s tasks are exported to an iCal file You can further process those tasks with other applications Copyright Open Xchange Inc 2012 131 OX Tasks module Deleting tasks orenxXCHace 6 7 9 Deleting tasks Warning If you are a participant in a task you can delete the task even if you are not the task s creator If you delete the task it will be deleted for all other participants as well This is true even if you do not have permissions for the task s folder Warning Deleted tasks can not be restored Prior to deleting a task make sure you no longer need the task How to delete one or several tasks 1 Select one or several tasks in the List or H split view 2 In the Edit panel tab click Delete If using the compact panel click the panel entry Delete
92. again click Today in the overview window s title bar The Day calendar view contains The date for the day shown in the date bar A time grid with the hours of the day The working hours are marked in a different color than the other hours of the day You can change the working hours and the grid division in the calendar settings Interval in minutes Start of working time and End of working time The appointments for the displayed day A description of the appointment display can be found in 5 4 2 6 How are appointments displayed page 78 5 4 2 2 Displaying the Work week calendar view The Work week calendar view shows the calendar for a work week and the appointments for the work week How to display the Work week calendar view 1 Select a calendar and the appointment display please refer to 5 4 1 Selecting calendar and appointment view page 74 In the View panel tab click Calendar If using the compact panel click the panel entry View gt Cal endar Inthe View panel tab click Work week If using the compact panel click the panel entry Time range gt Work week The calendar view for the current work week will be displayed To display a specific work week click the navigation arrow 4 or gt in the date bar Result The Work week calendar view for the selected work week is displayed To display the current work week again click Today in the title bar of the overview window Copyright Open Xc
93. ail to a contact by using the context menu in the card or phone list view 32 Copyright Open Xchange Inc 2012 Sending a new E Mail E Mail module OX Oren xXCHanGce 3 5 1 1 Choose sender address When having set up additional E Mail accounts you can use their addresses as sender address Information on how to set up additional E Mail accounts can be found in 8 2 5 3 Additional E Mail accounts page 173 A default sender address can be set in the Default sender address E Mail option How to select a sender address in the E Mail window 1 If the From drop down list is not displayed click on View gt From 2 In the From drop down list select the address to be used as sender address 3 5 1 2 Select a recipient In the E Mail window you can select the following recipients The E Mail recipients The recipients of a copy of the E Mail The copy is also called CC which stands for Carbon Copy The E Mail recipients can see the recipients in CC The recipients of a blind copy of the E Mail The blind copy is called BCC which stands for Blind Carbon Copy Neither the E Mail recipients nor the CC ed recipients can see the recipients in BCC You have the following alternatives for selecting recipients Enter the E Mail addresses Select the E Mail addresses from an address book How to enter a recipient in the E Mail window 1 Enter an E Mail address in the input field next to the To button As soo
94. alendar K All folders Next Week hcard tmpl imo Meier EE infostore tmpl Brian Connor 11 23 201 ph IPM Salesmesting Customer List Tom Green 08 24 2010 Later Videotutorial2 zip 1 1 2011 JPM Salesmeeting Step by step video_3 5_GER zip 1 011 08 30AM Monthly Sales Meeting L J The start page settings Compact panel 1 amp SES C Expert mode ceg Logout 2 gt g Mobile phone 4A Change layou 5 3 catenaar PJ E Mail a 4 6 Next Week Inbox 2011 01 30PM Salesmeeting piotr_nowak docboat Aufgabe geandert Quote for WLAN 04 23 2010 08 54 AM eel del tater re g _ a So tom_green dochoat anann vermin ge ndert Monthly Sales Me 04 23 2010 08 39 AM LL The start page contains the following elements N Element Function 1 Title bar Contains from the left to the right Icons for accessing the modules A button for accessing the help and a button for refreshing Search input field Logout button 2 Panel Contains the functions that are available on the start page 3 Expand sidebar icon Expands the sidebar The folder tree and the mini calendar will be displayed Information about the sidebar can be found in 2 2 3 The sidebar page 12 Login name Displays the login name of the logged in user 5 Change layout button Displays control elements for configuring the overview window Information on customizing the overview window can be found in 2 4 5 Configuring the overview windows page 22 6 Overview window Shows modul
95. alendar module OX Oren xXCHanGce 5 3 2 The calendar overview window The calendar overview window Calendar view Week time range EEn connor Calendar 2 4 4 CW 48 2010 Monday 11 29 2010 Tuesday 11 30 2010 Wednesday 12 01 2010 Thursday 12 02 2010 Friday 12 03 2010 2 3 02 PM 03 PM 04 PM 05 PM 5 Lstow all my appointments from all calendars Salesmeeting Monthly Sales Meeting Chicago Office a 2E The calendar overview window contains the following elements M Element 1 Labelling 2 Date bar 3 Today button Content area Show all my appointments from all calendars check box Function Displays the name and the path of the current calendar folder and the number of appointments in the folder Tip You can browse the folder tree by clicking the underlined parts of the path Note Labelling is not shown in the team view Displays the date of the current time range On both sides of the date there are navigation arrows that allow you to change the cur rent time range Displays the time range containing the current date in the overview window and in the MiniCalendar The selected view Calendar Team or List remains in the overview window Displays the calendar and the appointments If this checkbox is activated all your appointments from all calendar folders are displayed If this checkbox is deactivated only your ap pointments from the cu
96. all participants by E Mail How to notify all participants by E Mail in the Appointment window 1 Select the Appointment tab 2 Activate the Notify all participants by E Mail checkbox 96 Copyright Open Xchange Inc 2012 Adding attachments Calendar module OX Oren xXCHanGce 5 5 9 Adding attachments How to add attachments in the Appointment window 1 In the panel click Add attachments The Select attachments dialog window opens 2 Inthe Select attachments dialog window click Browse Select the file to be added as an attachment Close the file selection dialog window 3 In the Select attachments dialog window click Add The file is entered in the list field 4 To add additional attachments repeat steps 3 and 4 5 To remove an attachment select it in the list field Then click Remove 6 In the Select attachments dialog window click OK Result The attachments are added to the appointment 5 5 10 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 Open the E Mail in the H split or V split view 2 Right click the ics file in the lower part of the overview window 3 Select Import iCal in the context menu Result The Appointment dialog window opens 5 5 11 Resolving appointment conflicts An appointment conflict occ
97. anel entry New gt Distribution list The Distribution list window will open If need be select a contact folder by clicking the Folder button and selecting a contact folder In the Name input field enter a name for the distribution list If need be add contacts from an address book If need be add contacts as user defined entries If need be remove a contact from the distribution list a SS Se ey Click Save in the panel The window will close Result The distribution list is created If you do not want to create the distribution list click Cancel in the panel Tip The Distribution list function can also be invoked from within other modules in the panel 4 6 1 Adding contacts from an address book How to add contacts from an address book in the Distribution list window 1 In the panel click Add from address book The Select contacts window will open 2 If you want to select a different address book than the global address book click the Contact folder button Click a folder in the Select contact folder window 3 If you want to view a particular selection of participants or resources enter a character string in the input field next to Search Click the Search button Select one or several participants from the list 4 5 To add the selection as participants click the Add selection button 6 If need be you can correct the selection by clicking the Clear button and repeating the selection 7 To accept the se
98. appointment notification 1 Open the appointment in the calendar or list view 2 In the Edit panel tab click Change confirmation If using the compact panel click the panel entry Confirmation The Select confirmation window opens 3 Click Accept Decline Temporary or Later Result Your confirmation status is changed If you do not want to change the confirmation click the End button in the upper right part of the window 98 Copyright Open Xchange Inc 2012 Changing an appointment confirma Calendar module tion Ox Oren XCHanGce Tip In the list view or in the calendar views you can also change the appointment confirmation via the context menu Copyright Open Xchange Inc 2012 99 OX Calendar module Appointments with external partici orenxXCHace pants 5 7 Appointments with external participants In order to schedule common appointments with external participants as internal participants the ap pointment details have to be exchanged between the Open Xchange Server and the calendar application of the external participant There are two different scenarios You create or change an appointment as an internal participant An external participant creates or changes an appointment to which you were invited 5 7 1 You create or change an appointment If you activate the Notify all participants by E Mail checkbox when creating an appointment external participants will receive an E Mail with the
99. ar Further information checkbox on the folder tree can be found in 2 2 7 The folder tree page 15 2 Collapse sidebar Collapses the sidebar icon 4l Note The sidebar on the start page will also be collapsed when activating the Expert mode checkbox 3 Sidebar Contains the following elements The folder tree It displays the folder structure of the groupware elements The used and free memory space in the current module Depend ing on the folder tree displayed this information is completely or partly collapsed The mini calendar It displays the current date and enables you to access the calendar module 4 Screen separator Changes the sidebar width 5 Close mini calendar Closes the mini calendar so that only the navigation elements for icon the month and year are displayed A description of the start page with enhanced sidebar can be found in 2 2 2 Elements of the start page page 11 12 Copyright Open Xchange Inc 2012 The title bar The Start page OX 2 2 4 The title bar 1 23 4 BQ FEO cv be Cage The title bar contains the following elements No Element Function 1 Start page icon Switches to the start page E Mail icon amp Switches to the E Mail module Calendar icons Switches to the calendar module Contacts icon amp Switches to the contacts module Tasks icon 4 Switches to the tasks module InfoStore icon amp Switches to the InfoStore module Options icon amp Switches to the options mod
100. are folders the permission management for the folders Publish amp Subscribe 156 Copyright Open Xchange Inc 2012 Settings Options OX orenxXCHace 8 2 Settings 8 2 1 What can be set You can set the following The general configuration for the groupware Tags The configuration for the individual modules 8 2 2 General configuration How to change the general settings for the complete groupware 1 Click the Settings icon in the title bar 2 Click Options in the folder tree below Settings The settings options are displayed in the overview window 3 Choose the necessary settings A description of the settings can be found later in this chapter 4 To save the settings click the Save icon in the panel Result The settings are saved How to leave the general settings page Click another button in the title bar Note If you leave the settings before having saved the Configuration changed pop up window opens If you want to save the settings click Yes If you do not want to save click No Copyright Open Xchange Inc 2012 157 OX orenxXCHace Options General configuration The following general settings are available Common tab Instructions for changing the settings can be found above in 8 2 2 General configuration page 157 Basic settings a Reload current view every Defines the interval for retrieving new E Mails appointments tasks etc from the server T
101. arked with flags How to delete flags 1 In the H Split or List view select InfoStore entries marked with flags 2 Click on Remove flag in the Flags panel tab If using the compact panel click the panel entry Flags gt Remove flag Result The flags are deleted Copyright Open Xchange Inc 2012 149 OX InfoStore module Deleting InfoStore entries Oren xXCHanGce 7 6 7 Deleting InfoStore entries Warning Deleted InfoStore entries can not be restored Prior to deleting an InfoStore entry make sure you no longer need the InfoStore entry Note If you want to delete an InfoStore entry in a public or shared folder you need to have delete permission for the objects in these InfoStore folders How to delete one or several InfoStore entries 1 Select one or several InfoStore entries in the H Split or List view 2 In the Edit panel tab click Delete If using the compact panel click the panel entry Delete The Delete items window opens 3 If you are sure you want to delete the InfoStore entries click Yes Result The InfoStore entries are permanently deleted Tip You can also delete InfoStore entries by using the context menu or the lt del gt key 150 Copyright Open Xchange Inc 2012 Accessing InfoStore entries with InfoStore module WebDAV OX Oren xXCHanGce 7 6 8 Accessing InfoStore entries with WebDAV With WebDAV you can access InfoStore entries in the same way as when accessing local files o
102. as resources Note Resources in use can not be used as resource in another appointment if the appointments overlap If need be you can change the selection of participants or resources Select individual entries in the Participants or Resources field Click the Delete button next to Participants or Resources In order to accept the selection click OK If you do not want to accept the selection click Cancel When adding participants and resources it might make sense to check their availability Copyright Open Xchange Inc 2012 95 OX Calendar module Adding participants and resources OPen XxXcCHange 5 5 8 1 Checking availability This function shows which participant or resource is already booked on a particular day The availability status is displayed with colored bars The colors correspond to the colors used for displaying availability please read 5 2 2 What should I know about appointments page 68 How to check the availability of participants and resources in the Appointment window 1 Select the Availability tab 2 Choose the date and time range you want to check 3 Click the Check button Colored bars next to a participant or resource indicate that the participant or the resource is booked for this time range 4 If necessary you can check another day by selecting it with the navigation arrows next to the date and then clicking the Check button again 5 If you find a date and time that is suitabl
103. asks overview WINKOW eececeneeceeecneeceeecaeeeeeenaeeeeeeaaeeeeeeaaeneeseaueeeeeeaaenees 115 OA VIEWING TASKS cicinncuivdadnidaiarhonaeddesaduncagboagandeduaundbovaadavaenaduteageaindndebeluenngeand teawmadencagaadenadeen 116 6 4 1 Displaying the List view sise 116 6 4 2 Displaying the H split view ses 117 643 Displaying hOVers ne aie dest RETEA ETERNE 118 6 4 4 Opening or saving attachments cceee cece eeeeeececeeeeececeeeeececeueeeeeaueeeeeeaaeeeeeeaaenees 119 6 5 Cr ating TASKS A N E S S cde nuawecese ade aceaugueadnensteast saewecenratevecenpuwiecseadtecen 120 6 5 1 Defining a start and due date for a task 121 6 5 2 Setting or replying to a task reminder cece cece eneeeececeeeeececeeeeeeeaaeeeeeeaaeeeeeaaeneess 121 6 5 3 Creating a serial task ss ann tenter tante etre cee theses A 122 6 34 Adding CIE POTES Lisa rennes dede detente EEE nid ed etre 122 6 5 5 Marking tasks as privat sssis nt tree nier tiennent test reed 124 6 5 6 Adding task d tails tmmeemniesttnideenthisalettnendisttnnseetensedeentheseistanends 124 6 5 7 Adding PAICIPAMIS c2eccnnteevescssetnovendsvedessuie cepseuudeloveddncdaeddubeseue de cebuadtecdeseedacciunets 124 6 5 7 1 Notifying participants by E Mail 125 6 5 8 Adding attachments csisicac sssieavesaancahessaveavedaaneeddensitadevsaueedeunaveavedaaveadgeaaneauenencracuuan 125 6 6 Replying to task Invitation wv ccccccsessccctiaencadenessecctenwecaacban e ea aob 126 6 6 1
104. assigning categories when editing 105 availability 68 93 calendar view 74 checking availability 96 confirm or decline 98 confirmation status for appointment invitations 183 create 87 create from iCal attachment 97 create in team view 89 creating public appointments 183 delete 108 detail view 81 display 78 edit 101 edit title 101 edit with drag amp drop 102 export 107 external participants 100 External participants without address book entry 96 flags 107 hovers 85 import 193 invitation from external participants 100 invite external participants 100 move to folder 104 notify participants 96 open attachments 86 print 104 private appointments 93 reminder 90 resolve appointment conflicts 97 save attachments 86 search 101 set start and end 90 sort 80 status 98 synchronizing with CalDAV 108 synchronizing with Thunderbird 108 view 74 Attachments add attachments 97 Availability for appointments check 96 colors 93 set 93 Browse the calendar 72 C CalDAV definition 108 synchronizing appointments with Thunderbird 108 Calendar 67 appointment display 78 appointment view 74 browse 72 calendar view 74 configuration 181 Custom calendar view 77 day calendar view 74 detail view 81 folder 69 hovers 85 list view 80 month calendar view 76 navigate in the overview window 72 navigating in the MiniCalendar 73 select 74 settings 182 synchroni
105. atus remains set to Waiting How to confirm a task in the Select confirmation pop up window If you want to accept the invitation click on Accept Your status is set to Accepted If you want to refuse the invitation click on Refuse Your status is set to Refused If you want to temporarily accept the invitation click on Tentative Your status is set to Tentative If you want to decide later click on Later Your status remains set to Waiting You are frequently re minded that you have to confirm the task If there are multiple tasks to be confirmed when logging in the tasks are displayed in the Select confir mation window How to confirm several tasks in the Select confirmation pop up window that is shown after login 1 Click on a task 2 You can enter a comment in the Comment input field 3 Click on Accept Decline Tentative or Later 4 Repeat steps 1 4 for the remaining tasks Tip In order to answer all tasks in the same way activate the All checkbox Then click Accept Decline Tentative or Later 6 6 2 Changing a task confirmation You can change your confirmation for a task invitation any time How to change your task confirmation 1 Open the task 2 In the Edit panel tab click Change confirmation If using the compact panel click the panel entry Confirmation The Select confirmation window opens 3 Click one of the buttons Accept Decline Tentative or Later Result Your confirmation status is changed If you
106. avior in the calendar settings Confirmation status for appointments in personal calendars set status to and Confirmation status for appointments in public calendars set status to How to confirm an appointment in the Select confirmation pop up window If you want to accept the invitation click Accept Your status is set to Confirmed If you want to refuse the invitation click Decline Your status is set to Declined If you want to temporarily accept the invitation click on Temporary Your status is set to Temporary If you want to decide later click Later Your status remains set to Waiting You will be reminded regularly that you have to confirm the appointment If there are multiple appointments to be confirmed when logging in the appointments are displayed in the Select confirmation window How to confirm multiple appointments in the Select confirmation pop up window that is shown after login 1 Click on an appointment 2 You can open the appointment in the Day calendar view by clicking Show in calendar 3 You can enter a comment in the Comment input field 4 Click on Accept Decline Tentative or Later 5 Repeat steps 1 4 for the other appointments Tip In order to answer all appointment invitations in the same way activate the All checkbox Then click Accept Decline Tentative or Later 5 6 2 Changing an appointment confirmation You can always change your confirmation of an appointment invitation How to change your
107. bar Result Times that are more than one hour after the end of the working hours and earlier than one hour before the start of the working hours are hidden Note The same setting as well as the settings for the working hours can be found in the calendar settings see Hide non working hours in the team view page 182 How to select the appointment view in the time grid Below the settings bar select one of the settings Details Bars or Minimized In order to display appointment details like description and time select Details Appointments that can not be edited are grayed out Further information on displaying appointments can be found in 5 4 2 6 How are appointments displayed In order to display appointments by using colored bars select Bars In order to display as many rows as possible select Minimized Appointments with categories assigned are displayed in the color of the initially assigned category How to specify which appointments are displayed depending on the availability of the appointment Activate or deactivate the checkboxes Free Tentative Absent or Reserved in the settings bar Note To ensure that individual appointments are always visible overlapping appointments are displayed in such a way that booked individual appointments are displayed first and free all day appointments are displayed last The appointments are thus displayed in the following order from first to last Individual appointments booked ab
108. basic settings 158 calendar 182 categories 161 configuration 165 contacts 186 dock 158 E Mail 169 E Mail accounts 173 E Mail filter 176 E Mail signature 172 General Configuration 158 hovers 158 InfoStore 188 language 160 manage groups 190 quick settings 158 tasks 187 teams 184 time zone 160 use wizard 192 vacation notice 180 visual effects 158 Setup wizard 192 Share folder 218 Shared folder 204 Shared folders 215 217 Sidebar 12 Signature enter in E Mail 34 Social Messaging 230 authorization with existing account 225 What is the purpose of Social Messaging 230 Social messaging message sources 230 read messages 231 send messages 231 subscribe message source 230 Social see publish amp subscribe 221 Sort appointments list 80 contacts 50 E Mails 27 InfoStore entry 137 tasks 116 Start page 9 configuration 165 creating new objects 20 customize overview window 22 dock 13 edit items 20 elements 11 finding information 20 folder tree 15 hovers 18 interface 9 layout 165 opening modules 21 overview window 17 panel 14 sidebar 12 title bar 13 Start page settings contacts 165 E Mail 165 Enable start page hovers 165 InfoStore 165 Later appointments 165 Later tasks 165 Status change confirmation status of tasks 127 change E Mail status 43 Status of appointments change 98 Subscribe E Mail folder 217 Subscribe RSS feed 230 System windows defi
109. ble shows the assignment by listing the data fields that are displayed when editing a contact in the Groupware The table also shows the maximum number of characters for each data field 200 Copyright Open Xchange Inc 2012 Importing contacts in the CSV format Options OX Oren xXCHanGce Data fields in the Contacts dialog window Tab General Private Additional Data field Title First name Middle name Last name Suffix Company Street ZIP City Country State Department Phone Phone 2 Fax Phone company Mobile Phone assistant URL Email Tags Type Profession Date of birth Street ZIP City State Country Phone Phone 2 Fax Email Anniversary Pager Comment Street other ZIP other City other State other Max chars 64 128 128 128 64 512 256 64 128 64 64 128 64 128 64 64 64 64 128 256 1024 64 256 64 64 64 64 64 64 64 256 64 5680 256 64 64 64 MS Outlook CSV data field Title First name Middle name Last name Suffix Company Business Street Business Postal Code Business City Business Country Business State Department Business Phone Business Phone 2 Business Fax Company Main Phone Mobile Phone Assistant s phone Web Page E mail Address Categories Sensitivity Profession Birthday Home Street Home Postal Code Home City Home State Home Country Home Phone Home Phone 2 Home Fax E mail 2 Address Anniversary
110. by the creator of the task Task series A task that is repeated at least once Example Weekly proof of working hours Group Tasks A task to which multiple participants have been invited Public task A task in a public tasks folder Shared task A task in a shared tasks folder Each user can share their own tasks folders with other users When creating a task you can define the task type When displaying tasks the task types are indicated by icons You can combine particular types of tasks You can for example create a private task that is repeated several times 112 Copyright Open Xchange Inc 2012 What is the purpose of the tasks Tasks module folders OX Oren XCHanGce 6 2 3 What is the purpose of the tasks folders Tasks folders let you structure tasks Each tasks folder in the folder tree represents a collection of tasks You can select a collection of tasks by clicking a tasks folder in the folder tree You can recognize a tasks folder in the folder tree by the icon El There are the following types of tasks folders Personal tasks folders These tasks folders are located in the folder tree below your root folder The standard personal tasks folder is called Tasks You can create additional personal tasks folders Public tasks folders These tasks folders are located in the folder tree below the folder Public folders Each user can create public folders and share them with other users Shared tasks
111. cceececeeeeeeeeeseeeeeeesseneeeeasen sess 97 5 5 11 Resolving appointment conflicts eee eceeeeneeeeeeceeececeaaeeeeeeeeeeeeaeaaeaeeeeeeeeeeaeaaeaees 97 5 6 Answering appointment invitations iodio iaa 98 Copyright Open Xchange Inc 2012 Vv OX Open Xchange Server orenxXCHace 5 6 1 AcCept aPpoIntMent siss ssrsinentennt etes doebtee e i RE 98 5 6 2 Changing an appointment confirmation cccecececececeeeeeeeeececececeaaeqeeeeeeeeeeceaaeaees 98 5 7 Appointments with external participants ce eeeeeeeeeeceeeeeeeceeeeeeeceeeaaeecensaaeeceeeaaeeeeneees 100 5 7 1 You create or change an appOintMeNt cece eeceeeeeeececeeeeeceeeeeeeceeeeeeeeeeeeeeeeeneees 100 5 7 2 An external participant creates or changes an appointment 100 5 8 Managing appointments ss 101 5 8 1 Searching for appointments 0 cc ceeeeeeeeecececeaeeeeeeeeeceeeceaaeaeeeeeeeeeeceaaeaeeeeeeeeeeaeaaea 101 5 8 2 Editing appointments 2 cians aceseteveessanceced eee ta rendit tente 101 5 8 3 Editing appointments with drag amp drop 102 5 8 4 Editing an appointment series 0 eee ce eeeeeececeeeeececeaeeececeuaeececeaaeeeeeeaaeeeeeeeaeeeeeeaes 103 5 8 5 Printing appointments saver cnserecacactecenestes cdewacuweeaaatvacnnasuveconaaias nan entend eee as vente 104 5 8 6 Movin
112. ce Options Importing appointments and tasks in iCal format Category Calendar Properties Calendar Components Component Properties iCal object CALSCALE METHOD PRODID VERSION VALARM VEVENT VFREEBUSY VJOURNAL VTIMEZONE VTODO ATTACH ATTENDEE CATEGORIES CLASS COMMENT COMPLETED CONTACT CREATED DESCRIPTION DTEND DTSTAMP DTSTART DUE DURATION EXDATE EXRULE FREEBUSY GEO LAST MODIFIED LOCATION ORGANIZER PERCENT COMPLETE PRIORITY RDATE RECURRENCE ID RELATED TO REPEAT REQUEST STATUS RESOURCES RRULE SEQUENCE Appointments X XxX XxX XK x Xx x X XK X Unlimited X lt x XxX KK XK x Xx Tasks X XxX XxX XK x Xx x Xx XK X Unlimited X lt x XxX XxX XK 194 Copyright Open Xchange Inc 2012 Importing appointments and tasks in Options iCal format OX orenxXCHace Category iCal object Appointments Tasks STATUS X SUMMARY 255 255 TRANSP TRIGGER TZID TZNAME TZOFFSETFROM TZOFFSETTO TZURL UID URL Property Parameters CUTYPE X X DELEGATED FROM DELEGATED TO DIR ENCODING X X FMTTYPE FBTYPE LANGUAGE MEMBER PARTSTAT RANGE RELATED RELTYPE ROLE RSVP SENT BY TZID X X VALUE X X lt x X KK KK XK lt x XK X KK KK XK 8 3 2 2 Which iCal object properties are not supported The groupware supports appointments in the form The last Sunday of a month The groupware does not support a
113. cific folder When displaying a calendar icons indicate the appointment type You can combine particular appointment types You can for example create an appointment that takes place several times serial appointment and has several participants group appointment 5 2 2 2 What is the purpose of availability Availability defines whether the appointment participant is available for other tasks for the duration of the appointment In the appointments calendar views availability is indicated by a bar in a particular color 68 Copyright Open Xchange Inc 2012 What is the purpose of calendar Calendar module OX folders open xcHanGe Availability Characteristics Color Reserved The appointment is reserved If the appointment overlaps Blue with another booked appointment a conflict message is dis played Example A meeting you participate in Tentative The appointment is booked though the time range is not Yellow agreed upon Example A meeting on a date that is subject to change Absent on business The appointment is booked The participant is absent on Red business for the duration of the appointment Example You are on a business trip Free The participant is available for other appointments for the Green duration of the appointment Example A co worker s birthday When creating an appointment you can define your availability 5 2 3 What is the purpose of calendar folders Calendar folders allow you
114. click 123 Result The Contacts view is filtered To return to the all contacts display click All in the quick filter bar Copyright Open Xchange Inc 2012 51 OX Contacts module Displaying the Detail view orenxXCHace 4 4 4 Displaying the Detail view The detail view displays all information for a contact How to display a contact in the Detail view 1 Select a contact folder in the folder tree 2 Select a contact in the Cards or Phone list view 3 In the View panel tab click Detail If using the compact panel click the panel entry View gt Detail Result The Detail view for the contact is displayed The Detail view for a contact displays the following information The window title contains the contact s display name By default the display name consists of the first name and the surname The Overview tab contains the following data All names for the contact 2 Details about the company or organization s Business and private phone numbers s Business and private addresses Comments categories and optional fields The Attachments tab contains the list of attachments Tip Next to the description of some entries the icon is displayed If you click this icon additional information is displayed The Detail view for a distribution list displays the following information The window title contains the name of the distribution list The Overview tab contains the following information All names of th
115. company s knowledge This requires the creation of InfoStore folders that you share with other users or other teams through read or write rights You can send InfoStore documents as a link or E Mail attachment to other users You can also provide knowledge to others and benefit from their knowledge at the same time Options Here you can change country specific settings the groupware s behavior and design This also includes personal settings like your password and a vacation notice You can also access the function for importing contact data and appointments in MS Outlook format or in standard formats Sharing folders Sharing folders is a vital part of exchanging information with other users Each groupware object is saved in a specific folder Use the folder tree for managing and sharing folders Use your personal folders to sort your E mail contacts tasks and InfoStore items Support your team by sharing specific folders with read or write access Benefit from the information of others by using objects in public or shared folders for your work Copyright Open Xchange Inc 2012 3 OX Getting started with Groupware Requirements for using the group ware orenxXCHace 1 3 Requirements for using the groupware 1 3 1 System requirements In order to successfully work with the groupware your local machine has to meet the following system requirements Resolution screen size The minimum display resolution is 1024 x
116. create a serial appointment for appointments that repeat frequently For detailed information you can attach documents to an appointment If another participant invites you to an appointment you can accept or decline the invitation If you invite other participants to an appointment you can use the data from the contact module You can check whether other participants are free for the scheduled appointment and whether re sources such as rooms or devices are available Other participants are automatically notified about appointment changes Tasks module In the tasks module you can manage your private and business tasks You can view create and edit tasks For detailed information you can attach documents to the task You can manage the task by setting the start and due date and by entering the current modification status You can delegate tasks to other participants If there is a document containing the task s results you can save the document in the InfoStore 2 Copyright Open Xchange Inc 2012 Features and functions of Open Getting started with Groupware Xchange groupware OX Oren xXCHanGce InfoStore module In the InfoStore module you can manage information in the form of documents comments or links to addresses on the Internet You can view create and modify InfoStore items In this way the InfoStore also serves as backup location for your documents The InfoStore also serves as a central information pool for your
117. ct the entry Computer In the icon bar click on Connect drive The Connect drive window opens Click on Connect to a Web site that you can use to store your documents The Add network address window opens Click Next Select Select custom network address Click Next In the Internet or network address input field enter the following address https lt adresse gt servlet webdav infostore Replace lt adresse gt with the IP address or URL of the Open Xchange server Click Next Enter your username and password for the Open Xchange server Click OK On the next page you can assign a name to the network address Click Next Click Finish Result Below Computer you can access your InfoStore entries Copyright Open Xchange Inc 2012 153 154 Copyright Open Xchange Inc 2012 OX Chapter 8 Options 8 1 Overview In order to open the Options click the Configuration icon in the title bar The Options module ay woe wee So ny Options 1 2 Import l A Y Options Save j Y Categories iy Start Page oration Options 3 rie Y Common Language and region y Contacts Gy Tasks Reload current view every Never i gt amp 6 InfoStore Save configuration before every logout O Yes No Messaging RUE B My Social OX fi My View amp B User Wy Administration Theme Default i Extras Default module after login Start Folder tree New i Start in expert mode
118. cts are visible to a user s None The user can not see the objects 2o Own The user can only see the objects created by him her o All The user can see all objects 2o Maximum The user can see all objects Modify rights They define which folder objects can be modified by the user None The user can not modify any objects Own The user can only modify objects created by him her All The user can modify all objects 2 Maximum The user can modify all objects Delete rights They define which folder objects can be deleted by the user s None The user can not delete any objects 2 Own The user can only delete objects created by him her o All The user can delete all objects o Maximum The user can delete all objects 212 Copyright Open Xchange Inc 2012 Which folder permissions are preset Options for a user OX Oren xXCHanGce 8 6 2 Which folder permissions are preset for a user The following chapter describes the user rights for existing folders for newly created folders 8 6 2 1 Permissions for existing folders You have the following rights for your personal folders Folder admin Yes Folder rights Create subfolder Read rights All Modify rights All Delete rights All For the Public folders folder all users and groups have the following rights Folder admin No Folder rights Create subfolder Read rights None Modify rights None Delete rights None For the Global address book
119. cts pese Edit Delete Print Move J Gesammelte Adressen T team Tate folders Contacts 5 4 Jellico Steve Taylor Andy EA Public contacts steve_jellico docboat andy_taylor docboat Global address book Shared contacts Contacts Netherby William ocalization Usei william_netherby docboat N lt XES lt CHNDOTOZETXE IONMOONX Ortiz Jane jane_ortiz docboat L A Smith Kate 4 November 2010 M kate_smith docboat MO MT WT F S s 44 T2 3 4 5 6 7 All 45 8 9 10 11 12 13 14 46 15 16 17 18 19 20 2 47 22 23 24 25 26 27 28 48 29 30 2 3 5 L J Contacts Brian Connor Contacts 5 cg te Sf oe DRE 4 on Adasan e XING E PA ECS D Su ES ES L N E A anaes The module contains the following elements No Element Function 1 Search input field Search for contacts using the name E Mail company department address categories 2 Panel Contains the functions available in the Contacts module please refer to 4 3 1 The Contacts panel page 48 3 Folder trees Displays the contact folders please refer to 4 2 3 What is the pur pose of the contact folders page 46 4 Overview window Displays the content of the selected contacts folder please refer to 4 3 2 The contacts overview window page 49 Copyright Open Xchange Inc 2012 45 OX Contacts module What you should know orenxXCHace 4 2 What you should know 4 2 1 What is the purpose of the Contacts module In the C
120. d CSV file A standard CSV file contains contacts in the form of a table The table has the following structure The first row contains the headers i e the names of the data fields Each of the following rows contains the data fields for a contact in the individual columns The data fields are comma separated The end of the line is indicated by a line wrap A CSV file can for example be created with spread sheet software or a text editor When doing so you have to consider the following details If there are umlauts in the data fields of the CSV file they have to be utf 8 encoded The first row of the CSV file has to contain at least one of the column titles mentioned below The column titles are case sensitive The columns can be in any order The imported data will be assigned to the data fields in the Groupware The data fields are separated with commas If there are invalid formats in a data field the respective contact will be skipped The data fields have to have the following format o All E Mail fields have to contain the character The file can have an empty data field If a data field exceeds the number of maximum allowed characters all characters that exceed the maximum allowed number are removed The table below shows the maximum allowed number of characters for each data field The first row of the CSV file has to contain one or more of the following column headers Display name Suffix City home
121. d as the appointment start The team member is entered in the Participants tab 5 5 2 Setting the appointment start and end The following values are preset The current date is set as appointment start and end date The next complete time interval is set as time for the appointment start The default time interval is 15 minutes The appointment end is set one hour after the appointment start To set individual values for the appointment start and end use the control elements next to Starts at and Ends at in the Appointment window How to set the appointment start and end in the Appointment window 1 To set the date for the appointment start and end use one of the following alternatives Enter a valid date in the first input field Click the calendar icon to the right of the first input field to open the calendar and choose a date 2 To set the time of the appointment start and end use one of the following alternatives Enter a valid time in the second input field Select the time from the drop down list If it is supposed to be a 24 hour appointment activate the All day checkbox 5 5 3 Setting or replying to an appointment reminder You can define a time for being reminded of an appointment A reminder window will alert you of the appointment when the end of the selected period has been reached How to set an appointment reminder in the Appointment window 1 Select the Appointment tab 2 Select a time interval from the Remi
122. d or 0 finished If you want to cancel the action click on Cancel in the panel Tip You can also create a new task by clicking on Create new task in the Edit panel tab There are the following possibilities for creating a new task The New task function can also be invoked in other modules in the panel In the H Split or List view double click a free area The Task window opens 120 Copyright Open Xchange Inc 2012 Defining a start and due date for a Tasks module task Ox Oren XCHanGce 6 5 1 Defining a start and due date for a task To define the start and due date for a task use the control elements next to Start date and Due date in the Task window How to define the task s due and start date in the Task window 1 Open the Task tab 2 Use one of the following methods to set the task s due date Enter a valid date in the input field next to Due date Click the calendar icon next to Due date A calendar opens where you can pick a date 3 Use one of the following methods to set the task s start date Enter a valid date in the input field next to Start date Click the calendar icon next to Start date A calendar opens where you can pick a date 6 5 2 Setting or replying to a task reminder If you want to be reminded of the task before the due date you can define when you want to be reminded A reminder window will alert you of this task when the end of the selected period has been reached How to set a task reminder in
123. der There is a personal InfoStore folder for each user There is also a public InfoStore folder where each user can create subfolders In an InfoStore folder you can save any documents links to Internet addresses bookmarks and notes Information about the folder contents can be found in the description of the single modules Information on managing and sharing folders can be found in 8 5 Folder Management and in 8 6 Permission man agement The folder tree serves the following purposes Team work In the folder tree you can see the data and information shared by other users with you or all users In the folder tree you can share your data and information with other users by sharing the respective folders Structuring Organize your data and information by creating subfolders in your personal root folder Access to modules As an alternative to the title bar you can access a particular module by clicking a particular folder in the folder tree 2 2 7 2 The module specific folder view The module specific folder view in each module only displays folders with module specific content It is not available on the start page How to select the module specific folder view Copyright Open Xchange Inc 2012 15 OX The Start page The folder tree orenxXCHace Deactivate the Expert mode checkbox in the title bar Note Deactivating this button while on the start page will hide the side bar Depending on which module you cu
124. der is highlighted An arrow icon next to the column title indicates the sort order How to change the sort order 1 To sort by a specific column click the column title 2 To change the sort order again click the column title Result The sort order changes Copyright Open Xchange Inc 2012 27 OX E Mail module Displaying the H Split view orenxXCHace 3 4 2 Displaying the H Split view In the H Split view the overview window displays the content of the selected E Mail below the E Mail listing How to display E Mail messages in the H Split view 1 Select an E Mail folder in the folder tree 2 In the View panel tab click on H Split If using the compact panel click on View gt H Split in the panel Result The overview window is split horizontally The upper part displays the E Mail listing 3 Select an E Mail in the E Mail list Result The lower part of the overview window displays the following information about the selected E Mail The E Mail header shows the subject sender recipient and the date and time of receipt If the E Mail header contains different data about the E Mail s composer and sender both data are displayed Tip With the or icon you can close or enhance the header Below the header the E mail content is displayed Depending on the content length a vertical slider is displayed on the right side of the content f the E Mail contains attachments they are displayed below the conten
125. diaries or affiliates shall be liable for its publication or re publication Any unauthorized use or dissemination of this data is prohibited If you intend to store process or pass on this data please make sure that you have the right to do so If you are one of the people listed or responsible for a resource listed on this page and you don t agree with the publication please send an email containing the URL the link to this webpage to the publisher of the data Data published by lt gt on lt gt How to refresh subscribed data 1 Select a contacts folder a calendar folder or an infostore folder in the folder tree 2 In the panel select Social gt Refresh Note This function is only activated if the selected folder contains subscribed data How to delete a subscription 1 Right click on a folder and select Properties The folder properties are displayed in the overview window 2 Switch to the Subscriptions tab 3 Select a subscription under Name in the overview window 4 In the Subscriptions panel section click Remove If using the compact panel click the panel entry Subscriptions gt Remove 5 Click Yes in the confirmation dialog 224 Copyright Open Xchange Inc 2012 Subscribing to data Options OX Oren xXCHanGce 8 7 3 1 Authorization with existing account Some data sources require authorization with an existing account in order to access their data within the groupware In such cases t
126. dified column The date of the last change Last column The flag assigned to the InfoStore entry The InfoStore entries are by default sorted by the Title column in ascending order The column title is highlighted An arrow icon next to the column title indicates the sort order How to change the sort order 1 To sort by a column click on the column title 2 To change the sort order click on the column title again Result The sort order is changed Note The first two columns can not be used for sorting Copyright Open Xchange Inc 2012 137 OX InfoStore module Displaying the H split view orenxXCHace 7 4 2 Displaying the H split view In the H Split view the overview window displays the content of the selected InfoStore entry below the list of InfoStore entries How to display InfoStore entries in the H Split view 1 Select an InfoStore folder in the folder tree 2 In the View panel tab click H split If using the compact panel click the panel entry View gt H Split Result The overview window is split horizontally The upper part displays the list view 3 Select an InfoStore entry in the list view Result The lower part of the overview window displays the following information about the selected InfoStore entry The Overview tab contains the following details s Title Document Folder name and Link URL The document name serves as a link to the current version of the attached document in order to ope
127. displayed When dragging to an invalid target a red prohibit icon is displayed 3 Release the mouse button over the target folder Result The tasks are moved 6 7 6 Marking tasks with categories You can do the following Assign categories to existing tasks Remove assigned categories Information on defining categories can be found in 8 2 3 Managing Tags How to edit a task s categories 1 Select a task in the list or h split view 2 In the panel tab Edit click on Edit If using the compact panel click the panel entry Edit The Task window opens 3 Edit the task s categories A description can be found in 6 5 4 Adding categories page 122 130 Copyright Open Xchange Inc 2012 Marking tasks with flags Tasks module OX Oren xXCHanGce 6 7 7 Marking tasks with flags Flags are colored labels for marking tasks You can decide upon the meaning of the single colors The flags are displayed in the last column of the List or H split view How to mark tasks with flags 1 Select one or several tasks in the List or H split view 2 In the Flags panel tab click on any flag If using the compact panel click the panel entry Flags and then on an entry Result The selected tasks are marked with flags How to delete flags 1 In the List or H split view select tasks that are marked with flags 2 Click on Remove flag in the Flags panel tab If using the compact panel click the panel entry Flags gt Remove fl
128. do not want to change the confirmation click the Close button in the upper right part of the window Tip In the List or H split view you can also use the context menu to change the confirmation 126 Copyright Open Xchange Inc 2012 Managing tasks Tasks module OX orenxXCHace 6 7 Managing tasks 6 7 1 Searching for tasks By entering a search term you can find tasks in the currently open calendar folder The search term defines the character string to be searched for All tasks with a title containing the search term will be found Example To find tasks with the subject Create presentation and Collect info for presentation use the search term pre How to search for a task In the folder tree select the tasks folder to be searched Select the List or H split view To select one or more search criteria click the icon Ea on the left of the Search input field Enter the search term in the input field Click the Search icon amp Result The overview window only displays the tasks that match the search term uP W N How to display all tasks in the selected tasks folder In the Search input field click the Reset icon E 6 7 2 Editing tasks The data entered when creating a task can be edited later Note If you want to edit a task in a public or shared tasks folder you need to have edit permissions for the objects in those tasks folders How to edit a task 1 Select a task in the list or
129. e 8 3 Importing You can import appointments tasks and contact data created in other applications into the groupware 8 3 1 What data can be imported The following data is supported iCal vCard CSV iCal data allows the standardized exchange of calendar data like appointments and tasks The typical name extension of an iCal file is ics vCard data allows the standardized exchange of contact data in the form of an electronic business card The typical name extension of a vCard file is vcf CSV data allows the exchange of text data in the form of a table You can import contact data from a CSV file The typical name extension is csv 8 3 2 Importing appointments and tasks in iCal format 8 3 2 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 in the groupware and which are not The in formation 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 Copyright Open Xchange Inc 2012 193 OX orenxXCHa
130. e 3 Depending on the browser you might be asked whether you want to open or save the file Select Save 4 Select a location Enter a file name 5 Click on Save Result The E Mail is saved as text file with the ending eml Tip You can also use the context menu to save E Mails Tip You can save several E Mails in one zip archive To do so select in step 1 several E Mails while holding down the lt shift gt key or the lt cmd gt key on Mac 3 6 6 Working with E Mail drafts When composing an E Mail you can save it as a draft The draft can later be edited or sent How to create an E Mail draft 40 Copyright Open Xchange Inc 2012 Copying E Mail messages E Mail module OX Oren XCHanGce 1 2 3 In the New panel tab click the E Mail icon If using the compact panel click the panel icon E Mail amp The E Mail window opens Enter the data to be used as a draft In the panel click Save draft Result The window stays open The E Mail is saved in the Drafts folder How to send an E Mail draft 1 2 3 4 5 Select the Drafts E Mail folder Select a draft in the H Split V Split or List view In the E Mail panel tab click Edit draft If using the compact panel click the panel entry Edit draft The E Mail window opens If needed complete the content In the panel click Send Result The E Mail is sent 3 6 7 Copying E Mail messages You can copy E Mail messages from one folder t
131. e 4 Select the CSV file format If the file contains data in the default CSV format select Comma separated If the file contains data in the MS Outlook CSV format select Outlook file Click on Folder Select the folder for the import 5 Click on Browse Select the file to be imported Close the file selection dialog 6 To execute the data import click on the panel entry Import Result The contacts are imported into the target folder Tip You can also import contacts by right clicking on a contact folder and selecting Import from the Extended submenu Copyright Open Xchange Inc 2012 Export Options OX orenxXCHace 8 4 Export With the Export function you can export certain groupware data for further usage with other programs You can export the following data Contacts in vCard format Appointments and tasks in iCal format Both formats are standardized and can be imported by many other programs 8 4 1 Exporting contacts with WebDAV All contacts from your personal contact folders are exported Contacts from subfolders are not exported Another possibility for exporting contacts is described in 4 7 10 Exporting contacts page 65 How to export your personal contacts with WebDAV 1 Enter the following address in a browser http lt adress gt servlet webdav vcard whereas lt address gt has to be replaced with the Open Xchange Server s IP address or URL 2 Enter the username and password for your
132. e filter the view by using the quick filter bar 4 4 1 Displaying the phone list The phone list displays the contact in the form of a table How to display contacts as phone list 1 Select a contact folder in the folder tree 2 Inthe View panel tab click Phone list If using the compact panel click the panel entry View gt Phone list 3 To filter the view use the quick filter bar Details can be found in 4 4 3 Filtering contacts page 51 Result The phone list for the contacts is displayed For each contact the list displays one line with information in the form of icons or text Column Information Column 1 icon 2 The entry is a contact Column 1 icon amp The entry is a distribution list Column 2 icon amp The entry is a private contact Name column Name of the contact or of the distribution list Company column The contact s company City column Location of the company Phone column Phone Mobile column Mobile Last column Flag that was assigned to the contact The phone list contacts are by default sorted in ascending order after the Name column The column header is highlighted An arrow icon next to the column header indicates the sort order How to change the sort order 1 To sort according to a column click the column header 2 To change the sort order click the column header again Result The sort order is changed Note The first two columns can not be used for sorting 50 Copyrig
133. e group software collaboration software can be described with the following aspects Purpose of Groupware solutions A groupware solution intends to support team work This includes communication co operation and co ordination to achieve a goal through combined effort Features from the user s point of view Typically groupware offers the following functionality E Mail appointment management contact management task management and document exchange Furthermore there is functionality that supports the team s work This includes resource and group management and automated information management such as appointment and task notifications Technical information Groupware is a distributed system that enables users to work in common on data and documents This is mostly accomplished through a client server architecture All participants clients are connected to the central management server The clients co operate via the server Copyright Open Xchange Inc 2012 1 OX Getting started with Groupware Features and functions of Open Xchange groupware orenxXCHace 1 2 Features and functions of Open Xchange groupware This chapter provides an overview of the groupware functions It provides an initial insight into the tasks that can be accomplished using the modules and into the collaboration of the individual modules Note If some of the functionality described in this manual is missing in your groupware version please
134. e Activated checkbox 3 Click the panel entry Save How to display the subscribed or published data of a folder 1 In the Subscriptions or Publications pane select a subscription or publication 2 In the right pane below Folder name or Folder path click on a folder Result The subscribed or published data of a folder are displayed Copyright Open Xchange Inc 2012 229 OX Options Social Messaging Oren xXCHanGce 8 8 Social Messaging 8 8 1 What is the purpose of Social Messaging Social Messaging offers the ability to simply subscribe to messages from different sources in the Groupware GUI You can subscribe to message sources read messages send messages 8 8 2 Which message sources are supported The following message sources are supported Twitter RSS feeds Facebook 8 8 3 Subscribing to message sources How to use the wizard for subscribing to message sources 1 In the E Mail module click on Add message source in the folder tree The Add message source window opens 2 Select the wanted message source 3 Follow the wizard instructions Result The message source is set up In the folder tree a new folder for the message source is displayed How to access the functions for manually subscribing to message sources 1 Click the Settings icon in the title bar 2 In the folder tree click on the E Mail subfolder Messaging Result The available message sources are displayed in
135. e InfoStore entry can be edited later Note In order to be able to edit an InfoStore entry in a public or shared folder you need to have edit permissions for the objects in the respective folder How to edit an InfoStore entry 1 Select an InfoStore entry in the H Split or List view 2 In the Edit panel tab click on Edit If using the compact panel click the panel entry Edit The InfoStore item window opens 3 Edit the data for the InfoStore entry A detailed description of the data can be found in 7 5 Creating an InfoStore item page 141 Instructions for working with document versions can be found in 7 6 2 3 Working with document versions page 146 4 Click Save in the panel The window will be closed Result The InfoStore entry is modified If you do not want to accept the changes click the panel entry Cancel Tip You can also use the context menu to edit the entry 7 6 2 1 Locking an InfoStore entry If you edit an InfoStore entry you should lock the entry The lock has the following purpose The lock indicates to other users that the InfoStore entry is currently being worked on and might not be up to date 144 Copyright Open Xchange Inc 2012 Editing InfoStore entries InfoStore module OX Oren XCHanGce If the locked InfoStore entry is located in an InfoStore folder shared with other users who have modify rights those other users cannot edit the locked InfoStore entry How to lock an InfoSto
136. e Month calendar view contains The label for the current month in the date bar A time grid that is divided into individual days The appointments for the displayed month A description of the appointment display can be found in 5 4 2 6 How are appointments displayed page 78 5 4 2 4 Displaying the Week calendar view The Week calendar view displays the calendar for one week and the appointments for the week How to display the Week calendar view 1 5 Select a calendar and the appointment display please refer to 5 4 1 Selecting calendar and appointment view Click Calendarin the View panel tab If using the compact panel click the panel entry View gt Calen dar Click Week in the View panel tab If using the compact panel click the panel entry Time range gt Week The calendar view for the current week is displayed To display a specific week click the navigation arrow 4 or gt in the date bar Result The Week calendar view for the selected week is displayed To display the current week again click Today in the title bar of the overview window Tip To display a specific week you can also click a calendar week in the MiniCalendar 76 Copyright Open Xchange Inc 2012 Displaying the calendar view Calendar module OX Oren xXCHanGce The Week calendar view contains The week label in the date bar A time grid divided in individual days The appointments for the displayed week
137. e calendars and appointments e g search move and edit 5 2 2 What should I know about appointments To understand the appointment display and to appropriately create appointments you should know the following What are appointment types What is the purpose of availability 5 2 2 1 What are appointments types The appointment type defines the appointment participants and whether the appointment is a serial appointment The following types of appointments are available Appointment type Characteristics Standard appointment An appointment with no special characteristics Private appointment An appointment that can only be viewed by the creator of the ap pointment Example The birthday of an acquaintance or a family member Appointment series An appointment that is repeated at least once Example The team meeting that takes place every second Monday Group appointment An appointment with several participants Example A team meeting Public appointment An appointment saved in a public calendar folder Example A company meeting Shared appointment An appointment saved in a shared calendar folder Each user can share calendar folders with other users Example A meeting entered by the team lead in their own calendar The calendar is shared with the team members When creating an appointment you can set the appointment type by assigning one of those attributes to the appointment or saving the appointment in a spe
138. e contacts belonging to the distribution list The E Mail addresses of the contacts 52 Copyright Open Xchange Inc 2012 Displaying hovers Contacts module OX Oren xXCHanGce 4 4 5 Displaying hovers Hovers are available in the Cards and Phone list view How to display a contact in the hover 1 Move the mouse pointer over a contact After a short delay the hover will open It displays the Overview tab 2 To see further information click another tab 3 To close the hover move the mouse pointer out of the hover Result The contact hover displays the following information The General tab It contains The picture for the contact o First name and surname of the contact s The private contact icon The flag assigned to the contact A colored icon for each category assigned 2 All phone and fax numbers for the contact The E Mail address for the contact When clicking an E Mail address the window for composing an E Mail will open the comment for the contact Depending on the comment text s length a scrollbar is displayed The Addresses tab It contains The business address for the contact The private address for the contact The Attachments tab The numbers in brackets indicate the number of attachments If the contact includes attachments the following elements are displayed for each attachment 2 The attachment s file name file size and type Icons for opening and saving the at
139. e details of a task 1 2 3 4 Open a task in the H split view In the Edit panel tab click Print If using the compact panel click the Print panel icon A new window with the print preview and the Print system window open If need be change the print settings in the system window In the system window click Print Result The details of the task are printed Copyright Open Xchange Inc 2012 129 OX Tasks module Moving tasks orenxXCHace 6 7 5 Moving tasks There are the following possibilities for moving tasks With the panel function With drag amp drop Note When moving tasks from a source to a target folder you need to have the following permissions Delete permission for the objects in the source folder Folder permission for creating objects in the target folder How to move tasks by using the panel function 1 Select one or several tasks in the List or in the H split view 2 In the Edit panel tab click Move If using the compact panel click the panel entry Move The Select folder window opens 3 Click on a tasks folder in the Select folder window You can only click on folders that you can move tasks to Result The tasks are moved How to move tasks with drag amp drop 1 Select one or several tasks in the List or H split view 2 Drag a selected task to a target folder An icon next to the mouse pointer indicates the following When dragging to a valid target a green tick is
140. e for all participants and resources you can use the dates of the checked time range for your appointment To do so click the Use for appointment button Tip Prior to creating the appointment you can check the availability of participants in the team view Further information can be found in 5 4 5 Displaying the team view 5 5 8 2 Adding external participants without an addressbook entry You can add external participants that are not entered in the address book To do so you need the E Mail address for the external participant How to add external participants without an address book entry 1 In the Appointment window click on Add external participant 2 In the External addresses window enter a name and a valid E Mail address 3 Click Add 4 To add additional participants repeat steps 2 and 3 To finish the process click OK Result The external participants without an address book entry are entered as participants Further information on appointments with external participants can be found in 5 7 Appointments with external participants page 100 5 5 8 3 Notify participants by E Mail Participants that you add to an appointment receive an appointment notification that offers them the possibility to accept or decline the appointment Further information can be found in 5 6 1 Accept ap pointment External participants do not receive an appointment notification To notify external participants of an appointment you can notify
141. e found in 8 5 Folder Management page 204 and information on sharing folders can be found in 8 6 Permission management page 212 134 Copyright Open Xchange Inc 2012 The InfoStore module interface InfoStore module OX Oren XCHanGce 7 3 The InfoStore module interface 7 3 1 The InfoStore panel The InfoStore panel EX View Flags Social EH Edit Delete Print New Infoitem Move lm Send as attachment amp Als Anlage versenden ly Send as link amp Als Link versenden The InfoStore panel contains the following functions in different panel tabs Panel section New Edit View Flag Social Functions Create new InfoStore entries or other objects Create edit delete print and manage InfoStore entries Send InfoStore entries by E Mail Set the display of InfoStore entries H Split List Mark InfoStore entries with flags Publish InfoStore entries from the InfoStore folder selected sub scribe data from the InfoStore folder selected Further information can be found in 8 7 Publish amp Subscribe page 221 The InfoStore panel setting Compact panel amp New r amp Edit g Delete amp amp Move Send Viewr Flags r Social The infostore panel contains the following functions Panel entry New icon Edit Delete Print icon Lock icon Unlock icon Move Send View Flags Social Functions Create new Infostore item Create new
142. e graphics are not displayed by default Details about this behavior can be found in 3 4 2 Displaying the H Split view page 28 3 4 1 Displaying the list view The list view displays the E Mail messages in an E Mail folder in table How to display E Mails in the list view 1 Select an E Mail folder in the folder tree 2 Click on List in the View panel tab If using the compact panel click on View gt List in the panel Result The E Mails in the current folder are displayed as a list in the overview window Tip With the E Mail option Automatically select first E Mail you can choose whether or not the first E Mail in the list is automatically selected For each E Mail the list displays a line with information in the form of icons or text Column Information Column 1 ll icon The E Mail contains at least one attachment Column 2 no icon The E Mail has not been read yet Column 2 amp icon The E Mail has been read Column 2 icon The E Mail has been replied to From column The sender of the E Mail Subject column The E Mail subject When displaying the folder Unified Mail the respective subjects indicate from which additional E Mail accounts an E Mail was received Received column Date and time the E Mail was received Size column The E Mail size Last column The flag assigned to the E Mail The E Mail messages in the list are by default sorted in descending order using the Received column The column hea
143. e list view you can also edit contacts by using the context menu or by double clicking the contact 4 7 3 Printing contacts There are the following possibilities for printing contacts Printing a contact list Printing the contact s data How to print a contact list 1 Select the Phone list view in the panel 2 Select the contacts to be printed 3 Inthe Edit panel tab click Print If using the compact panel click the Print panel icon A new window with the print preview and the Print system window will open 4 If need be modify the print settings in the system window 5 Click Print in the system window Result The contact list is printed How to print a contact s data 1 Display a contact in the Detail view 2 In the Edit panel tab click Print If using the compact panel click the Print panel icon A new window with the print preview and the Print system window will open 3 If need be modify the print settings in the system window 4 In the system window click Print Result The contact s data is printed 4 7 4 Copying contacts You can copy contacts to the same folder or to another folder Note When copying contacts from a source to a target folder you need to have the folder permission for creating objects in the target folder How to copy contacts 1 Select one or several contacts in the Phone list or Cards view 2 In the Edit panel tab click Copy If using the compact panel click the Copy panel icon
144. e system window 4 In the system window click Print Result The data for the appointment is printed How to print a calendar sheet 1 Open the Month Week or Work Week calendar view 2 Click on Print in the Edit panel tab If using the compact panel click the Print panel icon A new window with the print preview and the Print system window will open 3 If required you can change the print settings in the system window 4 Click on Print in the system window Result The pre set calendar view will be printed 5 8 6 Moving appointments to another folder The following possibilities exist for moving appointments to another folder With the panel function With drag amp drop Note Recurring appointments and single appointments of a recurrence can not be moved to another folder Note When moving appointments from a source to a target folder you need to have the following permissions Delete permission for the objects in the source folder Folder permission for creating objects in the target folder 104 Copyright Open Xchange Inc 2012 Marking appointments with cate Calendar module gories Ox Oren xXCHanGce How to move appointments by using the panel function 1 Select one or several appointments in the List view or in a calendar view 2 Inthe Edit panel tab click on Move If using the compact panel click the Move panel icon The Select folder window will open 3 Click on a calendar folder in t
145. e windows with current objects Each module window has its own title bar Copyright Open Xchange Inc 2012 11 OX The Start page The sidebar orenxXCHace 2 2 3 The sidebar The start page with an enhanced sidebar 1 A ze te 3e d Change layout Contacts A E Custom Drafts E Mail Tasks i amp Custom Sent Inbox OG Custom Spam Custom Trash piotr_nowak docboat Aufgabe ge ndert Quote 04 23 2010 08 54 AM Inbox 16 tom_green docboat Termin ge ndert Month 04 23 2010 08 39 AM Infostore timo_meier docboat Neuer Termin Arbeitsess 01 15 2010 09 55 AM FR E Public folders jonna_lucilla docboat Neuer Termin Endanger 01 14 2010 10 00 AM HER G Shared folders My Infostore W Tasks use Engineering_concepts doc Brian 4 GoogleMail Calendar x All folders Tay Spiegel Online l Next Week hcard tmpl imo Meier U infostore tmpl Brian Conr i AAN DUSO EM Salesmesting Customer List Tom Greer Later Videotutorial2 zip imo Meier 03 01 2011 01 30PM Salesmesting Step by step video_3 5_GER zip Timo Meier Email 1 7 MB 9 77 MB 03 04 2011 830 AM Monthly Sales Meeting mesae 9 21 MB 4 88 GB 5 4 ebruary gt B Em OT WT F s 1 2 3 4 5 6 7 8 9 10 1 12 13 7 14 45 46 17 18 19 20 8 A 22 23 24 25 2 27 ET The following elements are available or have an effect on the sidebar No Element Function 1 Expert mode Displays the complete folder tree in the sideb
146. eaaeeeeeeaaeeeeeeaaeeeeeeaaeeeeeaaenees 86 5D Creating aAPPOMUMENES s cciacrnadivdedssaneddbons segannduncdsueaeavaamadweradtans deddeaduentauaud evannaietanacansdeaaten 87 5 5 1 Creating an appointment in the team view 0 00 eee ceeececeneeeeeeceeeeeeenaeeeeeeaaeeeeeaaeneess 89 5 5 2 Setting the appointment start and end 000 cece ce eeeeeececeeeeececeeeeeeecneeeeeeaaeaeeeeaaee sess 90 5 5 3 Setting or replying to an appointment reminder 90 5 5 4 Creating serial appointments ss 91 5 5 5 Adding Cale SOrIRS ss semis sente upagsondivydacedeuyas cout vid beste E Oa iaae 92 5 5 6 Setting the availability view sise 93 5 5 7 Marking an appointment as private eee eeeeeeececeeeeececeeeeeeeceeeeecenaeeeeeeaaeneeeeaaeneess 93 5 5 8 Adding participants and resources 95 5 5 8 1 Checking availability iicciancsisseancueeveganddvegaczivesacawalssmannaeedaacnaleabecd supnagacideauennuaenede 96 5 5 8 2 Adding external participants without an addressbook entry cceeeeeeeee tees 96 5 5 8 3 Notify participants by E Mail ccecececececeeneeeeeececececeaaeaeeeeeeeeeceaeaaeateeseeees 96 55 9 Adding attachments cc sscccscvexcenscssedoatinvane css seecantvendenatesgeadtteadgcotins seenonabenecotdeseendicyewees 97 5 5 10 Creating appointments from iCal attachments c
147. eam view of the calendar module A team can be created edited setas the default team and deleted How to open the team options page 1 Click the Configuration icon in the title bar 2 Click on Calendar in the folder tree 3 Click on Teams below Calendar in the folder tree Result The panel displays the team options The existing teams are shown in the overview window Tip You can also access the team functions from within the Calendar module Open the team view and click on Create team in the Team Member panel section How to create a new team 1 Click Add in the Team panel tab If using the compact panel click the panel entry Team gt Add The Team dialog window opens Enter a name Specify whether the new team should be used as the default team In order to add a member to the team click Add member In order to remove a member select the member and click Remove member Click OK in the dialog window N A Ww BP WUN Click on the panel entry Save Result The new team is displayed in the overview window How to edit a team 1 Select a team in the overview window 2 Click Edit in the Team panel tab If using the compact panel click the panel entry Team gt Edit The Team dialog window opens 3 Modify the team data 4 Click OK in the dialog window 5 Click on the panel entry Save Result The team is changed 184 Copyright Open Xchange Inc 2012 Configuring the
148. editor feature set 170 sending link 210 Enable auto completion of E Mail addresses 169 share 218 Enable E Mail Hover 169 Format E Mails as 170 Forward E Mails as 170 Insert the original E Mail text into a reply 169 Line wrap when sending text mails after 170 shared folder 204 215 subscribe E Mail folder 217 type 204 unified mail 173 Folder tree 15 Notify on read acknowledgment 169 classic 158 Permanently remove deleted E Mail messages 169 complete folder tree 15 Show name instead of mail address 171 module specific folder view 15 Show sender image 169 new 158 When Reply all 170 select 158 Edit Folders appointment series 103 existing folders 205 appointments 101 102 tasks 113 contacts 60 InfoStore entry 144 items on the start page 20 tasks 127 128 Expert mode 158 Export appointments 107 contacts 65 tasks 131 Exporting 203 appointments and tasks WebDAV 203 contacts WebDAV 203 External participants appointment invitation 100 definition 5 invite to appointment 100 F Flags appointments 107 contacts 65 E Mails 42 Forward E Mails 37 Function definition 5 G general settings Date format 160 Delay before a hover is displayed 158 Enable visual effects 158 Enabling module hovers 158 Language 160 Reload current view every 158 Save configuration before every logout 158 Theme 158 Time format 160 Time zone 160 General settings folder t
149. eeaaeaeeeeaueneess 220 877 PUDIISHSSUDSENMIDE aeii A nes s none E E 221 8 7 1 What is the purpose of publish amp subscribe 221 8 7 2 Which data is supported 2 scues ccdscedgudecenecd jiaisedensdavendorsasdaudeaaneed AET O 221 8 7 3 SUDSCHIDIME tO Catal vc stacswivascnnvddcatonn e et era mr tre nine re nee 223 8 7 3 1 Authorization with existing account eee eeceeenneeceeeeeeeceeeaaeeeeeeaaeeeeeeaaeeeeees 225 8 7 4 Publishing data oii aaisan iei ie e i anbendiwntedcunmaneccuteneens 226 8 7 41 Customizing the template vpadecedvudeceda yaa Era NOE EDE 228 8 7 5 Managing subscribed and published folders cccccccseeeececeeeeececeeeeeeeceeeeeseaaeeess 229 8 8 Social MESSAGING is iira pa ERORE EEOAE ONERA O 230 8 8 1 What is the purpose of Social Messaging ccccecceseeeeeeeeeceeeceaeaaeeeeeeeeeeeeaeaaeaees 230 8 8 2 Which message sources are supported enrii n ieis 230 8 8 3 Subscribing to message sources eeeeeeececenneececeneeeceeeaaeeceeeaaeeeeeeaaeeeeeeaaeeeeeeaaeeeeee 230 8 8 4 Reading and sending messages 231 NGG EP EEE EAT 233 Copyright Open Xchange Inc 2012 ix Copyright Open Xchange Inc 2012 OX orenxXCHace Chapter 1 Getting started with Groupware 1 1 What is groupware Groupwar
150. eeeeeceeececeaeeeeeeeeeeeeeseaaeaeeeeeeees 46 4 2 2 What should know about contacts 20 0 0 eee eeeeseeceeeeeeeeeeeeeeceeeaaeeceeeaaeeeeeeaaeeeeeeees 46 4 2 3 What is the purpose of the contact folders 0 ccseeseeececeeeceaeeneeeeeeceeeeeaeaaeeeeeseeeees 46 4 3 The Contacts module interface seen 48 4 3 1 The Contacts panel siaiesinivviccsoustecenwasteed inde EE E id e time OER 48 4 3 2 The contacts overview WINCOW cceseececeeneececenneececeaueeceeeaaeeeeeeaaeeeeeaaeseeeeaaeeeeees 49 A A VieWing CONIC enr O E ententes nine Mies cai eid OA E 50 4 4 1 Displaying the phone list ss 50 4 4 2 Displaying address Cards cc cesececeeseececeeeeeceeeeeeececeeaeececeueesceeeeaeseeeeeaeseeeeeeeeeeeeees 51 4 43 PILEFING COMLACIS irinin ddadhunamaauhctacednercteasgamadend 51 4 4 4 Displaying the Detail view see 52 4 4 5 Displaying OVENS shine Dante han a dda tuan ea 53 4 4 6 Opening or saving attachments ceccseeececeeeeececeeeeececeeaeeceeeueesceeeaueeceeeeeeeeeeees 54 4 5 Creating COMACHS oieri iin ii n n E N REE E E EEEO AOR EA 55 45 1 Adding CateBOrIeS parron ensa ieren nA E EEE AETR EA EEE R OAEIAE 56 4 5 2 Marking a contact as private uses 56 4 5 3 Adding a PICTUT 4 rennes rene ATRAE este men ee tan terne enietes 56 4 5 4 Adding attachMents suisse eeeaneeanenerenneaennentann riens eee EREE EEEE EAN 57 4 5 5 Creating a contact from a vCard attachment cccceccccceeseeceeeeeeeeeeeeeeeeeeeeeeeeeeee
151. el entry Accounts gt Remove 8 8 4 Reading and sending messages How to read the messages from a subscribed message source In the folder tree click on the message source folder Result The messages are displayed in the overview window Tip Some messages can contain clickable hyperlinks Some message sources like Twitter allow you to send short messages How to send a message with Twitter 1 In the folder tree click on the Twitter message source folder 2 Click the icon in the New panel tab The New message window opens If using the compact panel click the panel entry New gt Message 3 Enter a message 4 Click on Send Result The new message will be sent For some message sources e g twitter additional functions are displayed in the panel or in the context menu of a message Information about these functions can usually be found on the provider s web page Copyright Open Xchange Inc 2012 231 232 Copyright Open Xchange Inc 2012 OX orenxXCHace Index A Add attachments contacts 57 tasks 125 Adding attachments appointments 97 E Mails 35 Additional E Mail accounts 173 Address cards 51 Administration 190 Appointment appointment display 74 list view 80 Appointment conflicts 97 Appointment invitation answer 98 Appointment series edit 103 examples 91 Appointments add categories 92 add participants and resources 95 answer invitation 98 appointment types 68
152. eleting appointments Warning Deleted appointments can not be restored Prior to deleting an appointment make sure you no longer need the appointment Note If you want to delete an appointment in a public or shared folder you need to have delete permis sion for the objects in these calendar folders How to delete one or several appointments 1 Open an appointment in the Detail view or select one or several appointments in the List view in a calendar view or in the day time range of the team view 2 In the Edit panel tab click Delete If using the compact panel click the panel entry Delete The Delete appointment window will open 3 If you are sure you want to delete the appointments click Yes Result The appointments are deleted All participants will receive an E Mail notification about the deletion of the appointment Tip In the List view or in a calendar view you can also delete appointments by using the context menu or the lt del gt key 5 8 11 Synchronizing appointments with CalDAV CalDAV helps you access the Open Xchange Server calendar and synchronize appointments with client software like Mozilla Thunderbird Note In order to use this function CalDAV has to be available on the Open Xchange Server If you are unsure contact your administrator or hoster 5 8 11 1 Synchronizing with Thunderbird The following preconditions have to be met The current version of Mozilla Thunderbird is installed The curr
153. ent Thunderbird Lightning add on is installed This add on includes an application fpr appoint ments and tasks The access to your Open Xchange E Mail account is set up in Thunderbird Note the following limitations Thunderbird can only synchronize single calendar folders In order to synchronize multiple calendar folders between the Open Xchange groupware and Thunderbird you have to separately set up the synchronization for each single calendar folder The following reminders are not supported by the Open Xchange Server Reminders that are sent after the appointment s start a Multiple reminders 2 Reminders that are not of the type DISPLAY If you set up such a reminder for an appointment or a recurrence in Thunderbird the reminder is removed by the Open Xchange Server The property URL for iCal resources is not supported File attachments are not supported Appointments marked as privat are exported with the property CLASS set to PRIVATE by the Open Xchange Server 108 Copyright Open Xchange Inc 2012 Synchronizing appointments with Calendar module CalDAV OX orenxXCHace The properties CONFIDENTIAL and PRIVATE are treated in the same way by the Open Xchange Server and are imported as PRIVATE Warning The Open Xchange Server does not support private appointments with multiple participants If you mark an appointments with several participants as Private appointment in Thunderbird
154. ent in the Work week Month Week or Custom calendar view 2 Move the mouse pointer over the rectangle displaying the appointment The mouse pointer changes to a hand icon 3 Drag the appointment to another day in the time range or to a day in the MiniCalendar Result The appointment is moved to the selected day Tip To move an appointment displayed in the Day view to another day drag the appointment to a day in the MiniCalendar Tip In the Work week and Custom views you can also change the time of an appointment by dragging it to another day in the time grid How to change the time of an appointment 1 Display an appointment in the Day Work week or Custom calendar view 2 Move the mouse pointer over the rectangle displaying the appointment The mouse pointer changes to a hand icon 3 Drag the appointment to another time in the time range Result The appointment is moved to the selected time Tip In the Work week and Custom views you can also change the day of an appointment by dragging it to another time in the time grid How to change the start or end date of an appointment 1 Display an appointment in the Work week or Custom calendar view 2 Move the mouse pointer to the upper or lower border of the rectangle displaying the appointment The mouse pointer changes to a double arrow 3 Drag the border up or down to another time in the time range Result The start or end of the appointment is changed 102 C
155. ent window Click OK If you do not want to enter a comment click No comment Result The document is uploaded to the server As soon as the upload is finished the InfoStore item window is closed If you want to cancel the process click Cancel in the Version comments window Note Depending on the document file size and your connection this process can take a while 7 5 2 Adding categories A category is text that can be used as a key word for sorting InfoStore entries The following possibilities exist for adding categories Enter categories Select categories from a list of predefined categories Information on defining categories can be found in 8 2 3 Managing Tags How to add object related categories in the InfoStore Item window 1 Double click to the right of the Categories button 2 Enter a text Tip An alternative method can be found in 8 2 3 2 Managing categories in the modules page 162 Note Object related categories have the color white How to add predefined categories in the InfoStore Item window 1 Click the Categories button The Categories dialog window opens The Name list field contains all predefined categories 2 In the Name list field activate the checkboxes of the categories to be assigned to the infostore item 3 Click on OK Result The categories are entered in the input field How to remove added categories in the InfoStore Item window 1 Click the Categories button The Categor
156. ents for using the groupware ce ceeeeeeeeececececeaeeeeeeeeeceeeneaeeaeeeeeeceeeneaaaaeeeterees 4 1 3 1 Sytem regure MENTS s2 ichescxtanacsindddeessnpdiecstnnibeasstsaiesseted Qeabalidieesenvabeagsigaieestsadgeetantaiess 4 1 32 Demands ON the USE oasis te Moments a nn tee a 4 1 A TEPIMIMOLOBY TR dened A E A EE 5 1 5 Design Clements fics o iiadeaiad ingests idanededdauset E E unes 6 2 The Start PAGS svccssascisiessenssecesecsveresaassiessissecosecsscassueswnesesesensscessnesucesavedvexswesse 2 1 What YOU should KNOW sisisccacetisics demas ccadeny hieeersiencycaivenaabaar cade adiceadeaaancyceuaauns denied eue 9 2 2 Th start Page INLEFTACEc sc cnscsaaedansaseonndadadugencdauasaadsdactecaisheansntahesanddtheanateanetansaabauateeatunens 9 252 1 Logging In lOBSINE OUL ecinic ten E E 9 2 2 2 Elements of the start page seeessesesesssssssseeresssssssseeresrssssssesresrssssssesrreresssssereeeeesse 11 Lela INE SID DAM EP in E EEE EEE TEE omer eee 12 AA TOE UUE DI enci aa i tester desde unten s 13 2 2 De MIME COCK E E E E bos nadine E E E E elite certe 13 2 2 6 The start page panel a a a 14 2 2 7 The folder CFCC ash rniioseri dinaran i EE E EE AE E Ea EEEa 15 2 2 7 1 The complete folder tree ss 15 2 2 7 2 The module specific folder view ee ececeeeeeeeeececececeeaeeeeeeeeeeeaeaaeaeeeeeeeeeeeeaaea 15 2 2 8 The OVerview WINDOW eriaren nette hunures dass etre i iiei a eaae 17 2 20 1 HOVETS gacieesiucsncenutads e
157. er and the right to create subfolders in the target folder How to move a folder 1 Right click on a folder in the complete folder tree 2 Select Cut from the context menu The folder icon is grayed out 3 Right click on the folder where you want to paste the cut folder 4 Select Paste from the context menu Result The folder is moved 8 5 6 Sending a link to a folder You can send a link to a folder to internal groupware users How to send a link to a folder 1 Right click on a folder in the folder tree 2 Select Send as link from the context menu Result The E Mail window opens The link to the folder is entered as the E Mail text Note In order to follow the link the E Mail recipient needs to have the respective rights for the folder 8 5 7 Deleting folders To delete folders use the setting Complete folder tree Warning If you delete a folder all subfolders and objects in that folder are deleted as well Deleted subfolders and deleted objects can not be restored Note In order to be able to delete a folder you need to have administration rights for the folder How to delete a folder 1 Right click on a folder in the complete folder tree 2 Select Delete from the context menu The Delete folder dialog window opens 210 Copyright Open Xchange Inc 2012 Deleting folders Options OX Oren xXCHanGce 3 Click on Yes Result the folder and its objects are permanently deleted Copyrigh
158. ers Note For the folders in the folder tree that are marked with you need to have the right to create subfolders Detailed information on permissions and instructions on how to grant rights can be found in 8 6 Permission management page 212 How to create a new folder 1 Right click on a folder in the complete folder tree 2 Move the mouse pointer to New subfolder A submenu with folder types opens 3 Click on the folder type that you want to create Note Depending on the folder in which you create a new subfolder some folder types might be disabled Details can be found in the table Result A folder with the name New folder is created The folder name is highlighted 4 Enter a name Then press Enter Result A new folder is created Copyright Open Xchange Inc 2012 209 OX Options Renaming folders orenxXCHace 8 5 4 Renaming folders To rename folders use the setting Complete folder tree Note In order to be able to rename a folder you need to have administration rights for the folder How to rename a folder 1 Right click on a folder in the complete folder tree 2 From the context menu select Rename the folder name will be highlighted 3 Edit the name or enter a new name 4 Press Enter Result The folder is renamed 8 5 5 Moving folders To move folders use the setting Complete folder tree Note In order to move a folder you need to have administration rights for the fold
159. es 57 4 6 Creating distribution LISTS sai scccsvassencneds sent vi egcetvts secca eat A ea seuets genet Gi adeeunad er ormad eens 58 4 6 1 Adding contacts from an address book cccccceseeeeeeeececeeeceaeeaeeeeeeceeeceaeaaeneeeteeees 58 4 6 2 Adding contacts as customized entries eirs eeeeeeeceeeeeeececeeeeeceeeeeeeeeeeeeeeceeeeaeeeeneaees 59 4 6 3 Deleting contacts from the distribution list 59 AT Managing CONLACUS c2cc iccstassaseaerasuedandasesenads E ETERA EEOSE ATESA 60 4 7 1 Searching for Contacts serein annees nette nee nie E AE 60 4 7 2 EGUting CONAIS ora in aE E AE EEEO EEA eee nent den OOE 60 iv Copyright Open Xchange Inc 2012 Open Xchange Server OX 4 7 3 Printing CON ACTS tieien ete she ten nn NOE dan e teens nent 61 4 74 CONE CON ACTS H hrs inezaseusiane gos mere intense ste mettre tte 61 47 5 Duplicating CON ACTS ati M rite den etat 63 4 7 6 MOVING CONTACTS css seveacsecsaccesasevnce aa OEE gue gated adeedindeascaveds CEEE en rte totales 63 4 7 7 Marking contacts with Categories ceeeceseeececeeeeececeaaeeceeeaaeeceeeaaeseeeeaaeeeeeeaaeeeeeeaa 63 4 7 8 Marking contacts with flags ccceceeeceeeeeeeeeeeeeeeceaeaaeeeeeeeeeeeeaeaaeaeeeseeeeeeaeaeaaentees 65 4 7 9 Sending contacts as a vCard attachment 0 cece eeceeeeeeececeeeeeceeeeeeeceeeeaeeeeeeeaeeeeeeees 65 4 71 0 Exporting COMLACES ner nes smmssnee need inr En tiis E ete ne eee net nee needed eut 65 4 711 Deleting Co
160. esource 1 Select a resource in the left pane of the overview window 2 Change the data in the right pane of the overview window 3 Click on the panel entry Save Result The data is changed How to delete a resource Copyright Open Xchange Inc 2012 191 OX Options Using the Setup Wizard orenxXCHace 3 Select a resource in the left pane of the overview window Click on Delete in the Resources panel tab If using the compact panel click the panel entry Resources gt Delete Click on Yes in the Delete resource pop up window Result The resource is deleted How to leave the functions for managing resources Click another button in the title bar 8 2 12 Using the Setup Wizard You can adjust the following settings with the setup wizard Complete personal data Set up external E Mail accounts and subscribe contact data Publish data Access the configuration help for setting up mobile devices when using the OXtender for Business Mobility The setup wizard will automatically be launched when initially logging in to the Open Xchange Server You can also launch the setup wizard later How to launch the setup wizard 1 Click the Help icon in the title bar 2 Click on the Setup Wizard entry in the pop up menu The Setup Wizard window opens 3 4 Follow the instructions Click Start in the bottom right corner 192 Copyright Open Xchange Inc 2012 Importing Options OX Oren xXCHanGc
161. ettings in the system window 4 In the system window click Print Result The data from the InfoStore entry is printed 7 6 4 Moving InfoStore entries The following possibilities exist for moving InfoStore entries With the panel function With drag amp drop Note When moving InfoStore entries from a source to a target folder you need to have the following permissions Delete rights for the objects in the source folder The folder right for creating objects in the target folder Copyright Open Xchange Inc 2012 147 OX InfoStore module Marking InfoStore items with cate gories orenxXCHace How to move InfoStore entries by using the panel function 1 Select one or several InfoStore entries in the H Split or List view 2 In the Edit panel tab click Move If using the compact panel click the panel entry Move The Select folder window opens 3 Click on an InfoStore folder in the Select folder window You can only click on folders where you can move InfoStore entries to Result The InfoStore entries are moved If you want to cancel the process click the close button in the upper right part of the Select folder window How to move InfoStore entries with drag and drop 1 Select one or several InfoStore entries in the H Split or List view 2 Drag a selected InfoStore entry to an InfoStore folder An icon next to the mouse pointer indicates the following When dragging to a valid target a green tick is d
162. ext mentions contacts only If there are differences between contacts and distribution lists it will be explicitly mentioned in the text 4 2 3 What is the purpose of the contact folders Contact folders allow you to structure contacts Each contact folder in the folder tree represents a col lection of contacts Select a collection of contacts by clicking a contact folder in the folder tree You can recognize a contact folder in the folder tree by this icon amp There are the following types of contact folders 46 Copyright Open Xchange Inc 2012 What is the purpose of the contact Contacts module folders OX orenxXCHace Personal contact folders These contact folders can be found in the folder tree below your root folder The personal default contact folder is called Contacts You can create additional personal contact folders Public contact folders These contact folders can be found in the folder tree below the folder Public folders Each user can create public contact folders and share them with other users Shared contact folders These contact folders can be found in the folder tree below the folder Shared folders A user can share personal contact folders with other users Information on folder management can be found in 8 5 Folder Management page 204 and on sharing folders can be found in 8 6 Permission management page 212 Copyright Open Xchange Inc 2012 47 Contacts module The Contact
163. foStore UserStore Personal InfoStore folder InfoStore folders Other username InfoStore folders Public InfoStore InfoStore folders Note For the folders in the folder tree that are marked with you need to have the right to create subfolders Detailed information on permissions and an instruction on how to grant rights can be found in 8 6 Per mission management page 212 208 Copyright Open Xchange Inc 2012 Creating folders Options OX Oren xXCHanGce In the folder tree New you can create the following folders Folder tree New Tasks Sent items Shared folders other username Folder name Inbox InfoStore UserStore Personal InfoStore folders Other username Public InfoStore Calendar Contacts Public folders Folder names Global address book Which folder types can be created E Mail folders calendar folders E Mail folders calendar folders E Mail folders calendar folders E Mail folders calendar folders InfoStore folders InfoStore folders InfoStore folders E Mail folders calendar folders E Mail folders calendar folders E Mail folders calendar folders E Mail folders calendar folders task folders task folders task folders task folders task folders task folders task folders task folders or contact folders or contact folders or contact folders or contact folders or contact folders or contact folders or contact folders or contact fold
164. folder all users and groups have the following rights Change right No permission Folder rights Visible folder Read objects All Modify rights Own Delete rights None For the InfoStore folder and the UserStore folder all users and groups have the following rights Folder admin No Folder rights Visible Read objects None Modify objects None Delete objects None For the Public InfoStore folder all users and groups have the following rights Folder admin No Folder rights Create subfolder Read objects None Modify objects None Delete objects None Copyright Open Xchange Inc 2012 213 OX Options Which folder permissions are preset for a user Oren xXCHance 8 6 2 2 Permissions for newly created folders Depending on where you create a new folder particular rights are assigned to you and other users If you create a new folder in a personal folder You become the folder administrator and get maximum permissions Other users and groups 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 8 6 5 Sharing folders page 218 If you create a new folder in the Public folder folder or in the InfoStore Public InfoStore folder You become the folder administrator and get maximum permissions Other u
165. folder tree by clicking the underlined parts of the path 2 Content area Shows the InfoStore entries 136 Copyright Open Xchange Inc 2012 Viewing InfoStore items InfoStore module OX Oren XCHanGce 7 4 Viewing InfoStore items In order to display InfoStore entries proceed as follows Select an InfoStore folder Select a view The view defines how the InfoStore entries are displayed in the content area 7 4 1 Displaying the list view The list view displays the InfoStore entries in the form of a table How to display InfoStore entries as a list 1 Select an InfoStore folder in the folder tree 2 In the View panel tab click on List If using the compact panel click the panel entry View gt List Result The InfoStore entries are displayed as a list For each InfoStore entry the list shows one line with information in the form of icons or text Column Information Column 1 icon B The entry is an InfoStore entry Column 1 icon L The InfoStore entry is locked Column 2 icon U The InfoStore entry contains a document In order to open or save the current document version click the icon Details can be found in 7 4 4 Opening or saving the current document version Title column The title of the InfoStore entry Size column The file size of the InfoStore entry Created on column The creation date Created by column The name of the creator Version column The current version of the InfoStore entry Last mo
166. folders These tasks folders are located in the folder tree below the folder Shared folders A user can share personal tasks folders with other users Information on managing folders can be found in 8 5 Folder Management page 204 Information on sharing folders can be found in 8 6 Permission management page 212 6 3 The tasks module interface 6 3 1 The tasks panel The Tasks panel Edit EC ET eg Ne a Eg E B Move FA Use as template New Edit Delete Print Mark as Done task The tasks panel contains the following functions in different panel tabs Panel section Functions New Create new tasks or other objects Edit Create edit delete print and manage tasks View Set the display of tasks H Split List Flag Mark tasks with flags The Tasks panel setting Compact panel E New r pf Edit g Delete Confirmation f Move Viewr Flags The Tasks panel contains the following functions Panel entry Functions New Create new task icon Create new objects Edit Edit a task s data Delete Permanently delete task Print icon Print a task s data or a list of tasks Confirmation Change a task s confirmation Copyright Open Xchange Inc 2012 113 OX Tasks module The tasks panel Panel entry Functions Move Use as template icon H View Flags Move task to another folder Use task as template for a new task Set the display of tasks h split list Mark tasks with flags 114 Copyrigh
167. formation on creating infostore items can be found in 7 5 Creating an InfoStore item page 141 Tip An attachment can also be opened or saved by clicking the respective icons in the appointment s hover 86 Copyright Open Xchange Inc 2012 Creating appointments Calendar module OX Oren xXCHanGce 5 5 Creating appointments Here you will get an overview of how to create appointments Details will follow on the next page Note To create an appointment in a public or shared calendar folder you need to have the folder per mission for creating objects How to create a new appointment 1 In the New panel tab click the Appointment icon If using the compact panel click the Appointment panel icon The Appointment window opens The Appointment tab is opened 2 If required select a calendar folder by clicking the Folder button and selecting a calendar folder in the pop up window 3 Enter a description a location and a comment for the appointment 4 Select a start and end date for the appointment See 5 5 2 Setting the appointment start and end page 90 5 Set the appointment reminder See 5 5 3 Setting or replying to an appointment reminder page 90 6 Select the availability view Booked Tentative Absent on business or Free See 5 5 6 Setting the availability view page 93 7 Use additional options if needed Create an appointment series See 5 5 4 Creating serial appointments page 91 Add cate
168. g appointments to another folder 104 5 8 7 Marking appointments with categories 105 5 8 8 Marking appointments with flags ccecececececeeeeeeceeeeeceaaeaeeeeeeeeeeseaaaaeeseereeeeeeaea 107 5 8 9 Exporting appointments svis0e cccecveceontendeeecssveceonsdeecnonsdvedsnadevedaedeveedoansdtaenensveedanndveess 107 5 8 10 Deleting APPOIMEMENES arerioari teinin aiaiai ena EAEN EE seausdenruueracereuenacteaseeee 108 5 8 11 Synchronizing appointments with CalDAV ss 108 5 8 11 1 Synchronizing with Thunderbird oesicseeseiseisriiriesiii iienaa a ea iE S 108 6 Tasks module esesossosssosssesssossosssossossseossosssossessssossosssossesssoossosssossesssosssese 111 CI OVE EW aioa aiai a EE I T E E TE EE 111 6 2 What you should KNOW siiicc ssetccc sca leaecesaavibsennuvdcecaandedecaaieevinaaueecesmadtuethaaededtnaaiecennaaueegernad 112 6 2 1 What is the purpose of the Tasks module 0 cccececeseeeeeeeeeceeeeeaeaaeeeeeeeeeeeeaeaaeaees 112 6 2 2 What should know about tasks 00 00 00 eeeeeeeeeeeececeeeeececeeeeeceaaeneeeeaaeneeeeaaeeeeeeaaenees 112 6 2 3 What is the purpose of the tasks folders cccecececececeeeneeeeeeceeeeeceaaeaeeeeeeeeeeaeaaes 113 6 3 The tasks module interface seen 113 6 3 1 THE TASKS panel sister sante snamnwdoodiduned dumb yeensea cas a o coaabueensaudhugenemsites 113 6 3 2 The t
169. g folder categories Personal folders The personal folders contain your E Mails contacts appointments and tasks Other users cannot view your personal folders unless you share them with other users Depending on the folder tree used your personal folders are displayed as follows If having selected the Classic folder tree your personal folders are located below the personal root folder The personal root folder is named after your user name o If having selected the New folder tree your personal folders are located at the same level as the other folders Note Your personal InfoStore folder is located below InfoStore UserStore Public folders They are located in the folder tree below Public folders Each user can create public folders and share them with other users Note The public InfoStore folder is located in InfoStore Public InfoStore Shared folders They are located in the folder tree below Shared folders Here you can see the folders shared with you by other users Note Shared InfoStore folders are located below InfoStore UserStore 8 5 1 2 What are folder types The folder type defines the objects in a folder There are the following folder types E Mail folder Contains E Mail objects Contact folders Contains contact objects Calendar folders Contains appointment objects Task folders Contains task objects InfoStore folders Contains InfoStore objects You define the folder type when creating a new f
170. g the setup wizard Information can be found in 8 2 12 Using the Setup Wizard page 192 8 2 10 2 Changing your password Note The following instruction describes the standard procedure for changing the password Your groupware installation might use another procedure In this case read the corresponding documentation or contact your administrator or hoster How to change your password Click the Configuration amp icon in the title bar Click on User in the folder tree Click on Password below the entry User in the folder tree Enter your current password in the input field Your old password Enter a new password in the input field Your new password Re enter the new password in the input field Confirm new password MORALE NN oS In order to save the change click on the panel entry Save Result The password is changed Copyright Open Xchange Inc 2012 189 OX Options Administration orenxXCHace 8 2 11 Administration The administration includes managing groups and managing resources Note These functions are only available to particular users In case these functions are not available to you ask your administrator or host 8 2 11 1 Managing groups You can create a group of users add members remove members and delete a group of users How to access the functions for managing groups 1 Click the Configuration icon in the title bar 2 Click on Administration in the folder t
171. gories to the appointment See 5 5 5 Adding categories page 92 If required mark the appointment as private See 5 5 7 Marking an appointment as private page 93 Add further participants and resources to the appointment Check whether the participants and resources are available for the appointment See 5 5 8 Adding participants and resources and 5 5 8 1 Checking availability Add attachments to the appointment See 5 5 9 Adding attachments page 97 8 Click Save in the panel The window will close Result The appointment is created If you want to cancel the action click Cancel in the panel Note If you create an appointment that overlaps with an existing appointment you might get an error message Please refer to 5 5 11 Resolving appointment conflicts Tip You can also create a new appointment by clicking on Create new appointment in the Edit panel tab The following possibilities exist for creating a new appointment The New appointment function can also be invoked from other modules in the panel In the list or in a calendar view double click a free area in the overview window The Appointment window opens In the team view double click on a calendar in the overview window You are added as a participant of the appointment as well as the person or resource whose calendar you clicked on In a calendar view drag open an area in the time grid A detailed description can be found later in this chapter In the E Mail
172. gress aatcautatovestat ances taaacesa te antcistetacestet E IEEE 18 22 9 MIN CAEN AAR E EE T E E E A EE 18 2 3 Using the help pages and 1001S 55 fesses aresn anses vs ecneacus bs oot CEEE TON 18 2 4 Working with the start page ss 20 2 4 1 Finding information i cescineasivaveceadiercnmaaduaibsceadiesctmaGtuasveeasiedbinnnaiuaiedceddie atinmsttsayecesdiensnmsasead 20 2 4 2 Creating new OBJECTS iccccsessescscsnsecccceneececcusdvscsduvevecccusdycocdenuy EEEE RA EKE ERAY 20 2 4 3 ENE REINS ario o street ETOO OAE 20 244 Opening Modules ccessuaccennisdarcncdvacencedued tennek REEE EE EENE ER ER 21 2 4 5 Configuring the overview WINdOWS ssssssssssesssssssssstsrrsesssssstsrrersrsssstsreeetessssesereeset 22 2 4 6 How to best use the screen interface cccceeceeececececeaeeneeeeeeeeeeceaaaaeeeeeeeeeeeaeaaeaees 22 3 E Mail Module annees ten tstiseens 29 3 1 QVEMVIEW israel ent nent e dette een tant 23 3 2 What you should KNOW 48 8 in ten ann tent ananas dati rentes a etes te 24 3 2 1 What is the E Mail module for 2 0 0 0 ccececeeeeeeeeeceeececeaaeeeeeeeeeeeeceaaeaeeeeeeceeeeaaaaeeeees 24 3 2 2 What is the purpose of the E Mail folders 0 cccececsseeeeeeececeeeceaaeneeeeeeeeeeeeaaeaeenees 24 3 3 The E mail module interface sus 24 323 1 The FM ILPin sun surintendant 24 3 3 2 The E Mail overview WINGOW ececeeneecececeeeceeenneeceeenaeececeaaeeeeeeaueneeeeaueeeeeaaeners 26 3 4 Displaying Mails rss tee
173. groupware action activated by the user Examples sending an E Mail deleting an appointment Abbreviation of Graphical User Interface This refers to the groupware interface The GUI consists of individual elements A person working with the groupware Each user has a name and a password All groupware users make up the internal users group A user invited to an appointment or task A person that is not a user but that participates in an appointment or task Dialog windows that offer certain operating system functions Example functions are printing opening an E Mail attachment and selecting a file Depending on the operating system on your local machine the looks of the system windows may vary Copyright Open Xchange Inc 2012 OX Getting started with Groupware Design elements orenxXCHace 1 5 Design elements In favor of better legibility the text content of this guide is illustrated using the following design elements GUI elements GUI elements like folder names dialog windows and buttons appear in bold Example Click the E Mail icon in the New panel tab Key labels Key labels are displayed in angle brackets lt gt If several keys must be pressed the plus sign is added between the single key labels Example Use lt strg gt lt c gt to copy the content to the cache Explanatory text Text that describes several groupware functions or possibilities is written in list form Example The f
174. hange Inc 2012 75 OX Calendar module Displaying the calendar view orenxXCHace The Work week calendar view contains The work week label in the date bar A time grid with the working days and the working hours The working hours are marked in a different color than the rest of the hours of the day You can change the working hours and the division of the time grid in the calendar settings Interval in minutes Start of working time and End of working time The appointments for the displayed work week A description of the appointment display can be found in 5 4 2 6 How are appointments displayed page 78 5 4 2 3 Displaying the Month calendar view The Month calendar view displays the calendar for one month and the appointments for the month How to display the Month calendar view 1 5 Select a calendar and the appointment display Please refer to 5 4 1 Selecting calendar and appointment view In the View panel tab click Calendar If using the compact panel click the panel entry View gt Cal endar In the View panel tab click Month If using the compact panel click the panel entry Time range gt Month The calendar view for the current month is displayed To display a particular month click the navigation arrow 4 or gt in the date bar Result The Month calendar view for the selected month is displayed To display the current month again click Today in the title bar of the overview window Th
175. he Select folder window You can only click on folders that you can move appointments to Result The appointments are moved How to move appointments with drag amp drop 1 Select one or several appointments in the List view or in a calendar view 2 Drag a selected appointment to a calendar folder An icon next to the mouse pointer indicates the following When dragging to a valid target a green tick is displayed When dragging to an invalid target a red prohibit icon is displayed 3 Release the mouse button over the target folder Result The appointments are moved 5 8 7 Marking appointments with categories You can do the following Assign categories to appointments Remove assigned categories from appointments Information on defining categories can be found in 8 2 3 Managing Tags How to assign predefined categories to appointments 1 Right click on an appointment in the calendar team or list view 2 In the context menu select the Categories gt entry A submenu opens 3 Use one of the following possibilities In order to assign one of the categories displayed click on a category in the submenu In order to assign another category Click on the All categories entry in the submenu The Categories dialog window opens The Name list field contains all defined categories In the Name list field activate the checkboxes of the categories to be assigned to the appoint ment Note The initially selected categ
176. he default setting is 5 minutes Save configuration before every logout Defines whether the current configuration is saved after logging out View a Theme Defines the color scheme for the groupware interface Default module after login Defines the module to be opened by default after the login Folder tree Specifies the order in which the folders are displayed in the complete folder tree When choosing the New option the folders are displayed in alphabetical order When choosing the Classic option the folders are displayed in the order of the groupware modules Use expert mode Specifies the folder structure of the groupware items in the side bar When choosing Yes the complete folder tree is displayed The folder order is specified by the setting Folder tree When selecting No only module specific folders are displayed Windows are displayed as Specifies whether the windows for creating or editing items are embedded in the dock or displayed as pop up windows Panel is displayed as Specifies whether the panel is displayed with tabs or as the compact panel Visual effects The visual effects comprise the fading in and fading out of context menus in the folder tree and the Button down effect when activating a panel function a Enable visual effects Activates or deactivates the visual effects Depending on the performance of your computer it might be better to deactivate the visual effects Hovers
177. he following elements are displayed below the name of the data source the drop down box Select an existing account the Add a new account button How to authorize with an existing account 1 Click the Add a new account button The Add a new account pop up window opens 2 Enter a name for the new account Click OK You will be redirected to the data source provider s page 3 Follow the instructions on the data source provider s page Usually you have to enter your credentials for this provider and allow the access by clicking the respective button Result You will be redirected to the groupware The name you entered will be entered in the drop down box Select an existing account The account for this data source can be used multiple times within the groupware Copyright Open Xchange Inc 2012 225 OX Options Publishing data orenxXCHace 8 7 4 Publishing data Privacy When using this publish feature you as the current owner of the data are responsible for being careful with privacy rules and for complying with legal obligations Copyright Privacy Laws Especially when publishing personal data you are the responsible party according to the Federal Data Protection Act BDSG Germany or other Privacy Acts of your country 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
178. hort delay the hover will open The General tab is displayed 2 To view further information click on another tab 3 To close the hover move the mouse pointer out of the hover A task s hover shows the following information The General tab It contains a a a a a a The tasks module icon The subject and progress for the task The icons for private task serial task and for the task s priority The task s start and due date A colored icon for each assigned category The comments for the task Depending on the comment s length a scrollbar is displayed The Participants tab The number in brackets displays the number of participants The tab contains a a The names and the confirmation status of the participants If a participant accepted the name of the participant is displayed in green letters If the participant declined the name is displayed in red letters The icons for changing the confirmation status The Attachments tab The number in brackets relate to the number of attachments If the task contains attachments the following elements are displayed for each attachment a a File name file size and attachment type Icons for opening and saving the attachment 118 Copyright Open Xchange Inc 2012 Opening or saving attachments Tasks module OX Oren XxXcCHanNnge 6 4 4 Opening or saving attachments You can do the following Open an attachment Note To open an
179. ht Open Xchange Inc 2012 Displaying address cards Contacts module OX Oren xXCHanGce 4 4 2 Displaying address cards When selecting the Card view the contacts in the current contact folder are displayed in the content area in an address card form How to display contacts as address cards 1 Select a contact folder in the folder tree 2 In the View panel tab click Address cards If using the compact panel click the panel entry View gt Cards 3 To filter the view use the quick filter bar Details can be found in 4 4 3 Filtering contacts page 51 Result The address cards for the contacts are displayed The address cards display the following information for the contacts Contact icon First name and surname Assigned flag If need be private contact icon Address phone number and E Mail address The address cards display the following information for distribution lists Distribution list icon Distribution list name Assigned flag 4 4 3 Filtering contacts With the quick filter bar you can filter contacts so that only contacts beginning with a particular character are displayed How to filter contacts 1 In the panel select the Cards or the Phone list view 2 Click an entry in the quick filter bar To only view the contacts beginning with a particular letter click that letter To only view the contacts beginning with a special character click To only view the contacts beginning with a figure
180. ick Browse Select the file to be added as an attachment Close the file selection dialog window In the Select attachments dialog window click Add The file is entered in the list field To add additional attachments repeat steps 3 4 If you want to remove an attachment select it in the list field Then click Remove In the Select attachments dialog window click OK Result The attachments are added to the contact 4 5 5 Creating a contact from a vCard attachment You can create a contact from an E Mail s vCard attachment A vCard attachment can be identified by the file extension vcf How to create a contact from an E Mail s vCard attachment 1 2 3 Display the E Mail in the H Split or V Split view Right click the vcf file in the lower part of the overview window Select Import vCard from the context menu Result The Contact dialog window will open Copyright Open Xchange Inc 2012 57 OX Contacts module Creating distribution lists Oren xXCHanGce 4 6 Creating distribution lists The following instructions shows how to create a new distribution list The following chapters include detailed instructions on steps 5 7 Note If you want to create a new distribution list in a public or shared contact folder you need to have the folder permission for creating objects How to create a new distribution list 1 In the New panel tab click on Distribution list If using the compact panel click the p
181. ields of the CSV file will be assigned to certain data fields in the Groupware The following table shows the contact fields in the Groupware and the fields they are assigned to The table also shows the maximum number of characters allowed for the data field Data fields in the contact dialog window Tab General Private Data field Title First name Middle name Last name Suffix Display name Company Street ZIP City Country State Department Position Room number Employee ID Phone Phone 2 Fax Phone company Mobile Phone Assistant URL E Mail IM Tags Type Profession Date of birth Street ZIP City State Country Nickname Phone Max chars 64 128 128 128 64 64 512 256 64 128 64 64 128 128 64 64 64 128 64 64 64 64 128 256 64 1024 64 256 64 64 64 64 64 64 CSV data field Title Given name Middle name Sur name Suffix Display name Company Street business Postal code business City business Country business State business Department Position Room number Number of employee Telephone business 1 Telephone business 2 FAX business Telephone company Cellular telephone 1 Assistant s phone URL Email 1 Instantmessenger 1 Categories private Profession Birthday Street home Postal code home City home State home Country home Nickname Telephone home 1 198 Copyright Open Xchange Inc 2012 Importing contacts in the CSV format Option
182. ies dialog window opens 2 In the Name list field deactivate the checkboxes of the categories to be removed 3 Click on OK 142 Copyright Open Xchange Inc 2012 Adding categories InfoStore module OX Oren xXCHanGce Result The categories are removed from the infostore item Copyright Open Xchange Inc 2012 143 OX InfoStore module Managing InfoStore entries Oren XCHanGce 7 6 Managing InfoStore entries 7 6 1 Searching for InfoStore entries Search terms let you find InfoStore entries in the current InfoStore folder The search term defines the character string to be searched for All InfoStore entries containing the search term in their title will be found Example In order to find the InfoStore entries with the titles marketing editions and basics on mar keting use the search term marketing How to search for an InfoStore entry 1 In the folder tree select the InfoStore folder to be searched 2 Open the H Split or List view 3 To select one or more search criteria click the icon Ea on the left of the Search input field 4 Enter the search term in the input field 5 Click the Search icon amp Result The overview window only displays InfoStore entries matching the search term How to display all InfoStore entries in the currently selected InfoStore folder Click the Reset icon in the Search input field Es 7 6 2 Editing InfoStore entries All the data entered when creating th
183. ils pane How to activate or deactivate a rule Activate or deactivate the checkbox in the Active column How to change the rule order 1 Select a rule in the Rule Name pane 2 Click Up or Down in the Mail filter panel tab If using the compact panel click Move gt Up or Move gt Down in the panel How to edit a rule 1 Select a rule in the Rule Name pane 2 Change the settings in the Rule Details pane 3 Click the Save button How to delete a rule 1 Select a rule in the Rule Name pane 2 Click Delete in the Mail filter panel tab If using the compact panel click the panel entry Delete How to leave the page with the E Mail filters options Click another button in the title bar Copyright Open Xchange Inc 2012 179 OX Options Configuring the E Mail module Oren XxXcCHange 8 2 5 5 Vacation notice If the vacation notice is active the sender of an incoming E Mail automatically receives an E Mail which contains the subject and text of the vacation notice How to configure the vacation notice 1 SRE E a Click the Configuration icon in the title bar Click on E Mail in the folder tree Click on Vacation notice below E Mail in the folder tree Configure the settings A description of the settings can be found later in this chapter In order to save the settings click on the panel entry Save How to leave the page with the settings for the vacation notice Click another button in the ti
184. ing the E Mail module 8 2 5 Configuring the E Mail module The E Mail configuration includes E Mail settings Signatures E Mail filter absent notification 8 2 5 1 E Mail settings How to configure the E Mail settings 1 In the title bar click the Configure icon amp 2 Click on E Mail in the folder tree 3 In the folder tree click the E Mail subfolder Preferences The overview window displays the available settings 4 Configure the settings in the tabs Common Compose and Display A description of the settings can be found in further below in this chapter 5 To save the settings click on the panel entry Save Result The settings are saved How to leave the E Mail settings Click on another button in the title bar Note If you leave the settings before having saved the Configuration changed pop up window opens If you want to save the settings click Yes If you do not want to save click No 168 Copyright Open Xchange Inc 2012 Configuring the E Mail module Options OX Oren xXCHanGce The following settings are available Common tab Instructions for changing the settings can be found above in 8 2 5 1 E Mail settings page 168 Default view Defines the default view for the E Mail module The default setting is H Split view A comprehensive description of the views can be found in 3 4 Displaying E Mails page 27 Default view for Spam folders Defines the default view f
185. ins the following functions in different panel tabs Panel tab Functions New Create new appointments or other objects Edit Create edit delete print and manage appointments change con firmation View Set an appointment view Calendar or Team List Set a time range for the calendar display Day Work week Month Week or Custom Flag Mark appointments with flags Social Subscribe appointments from the calendar folders selected Further information can be found in 8 7 Publish amp Subscribe page 221 The Calendar panel setting Compact panel fio New x Gf Edit g Delete Confirmation M Move Viewr Time Range Flags Social v The Calendar panel contains the following functions Panel entry Functions New Create a new appointment 7 icon Create new objects Edit Edit an appointment s details Delete Permanently delete appointment Confirmation Change an appointment confirmation Print icon Print the data for an appointment a list of appointments or a cal endar sheet Move Move appointment to another folder View Set the display of appointments calendar team list detail Time range Set calendar time range Day Work week Month Week customized Flags Mark appointments with flags Social Subscribe appointments to the calendar folder selected Further information can be found in 8 7 Publish amp Subscribe page 221 70 Copyright Open Xchange Inc 2012 The calendar overview window C
186. intment invitation can be found in 5 6 Answering appointment invitations page 98 On the right of the appointment description the appointment location is displayed Within the rectangle the appointment type is indicated by the following icons o Private appointment s Group appointment a Appointment series Further information on appointment types can be found in 5 2 2 What should know about appoint ments page 68 Private appointments in a shared folder are marked with a rectangle labelled Private For such ap pointments no further information is displayed If predefined categories were assigned to the appointment the color of the initially assigned category is displayed in the appointment title For any additionally assigned category a colored icon is displayed on the bottom right of the appointment title Several appointments on the same day are displayed as follows 2 If appointments do not overlap they are shown one below the other If appointments overlap they are shown next to each other In the default settings up to two ap pointments are displayed next to each other In the calendar settings Number of concurrent appointments shown in day view you can set the number of appointments to be displayed next to each other o If the number of overlapping appointments exceeds the number of appointments displayed next to each other the icon is shown in the right side of the date bar Click this icon to view all ap p
187. ions OX Oren xXCHanGce 8 7 3 Subscribing to data You have the following possibilities Subscribe data to an existing folder Subscribe data to a new folder Subscribe to InfoStore data using an E Mail invitation Update subscribed data Remove subscriptions How to subscribe to data to an existing folder 1 Select a contacts folder a calendar folder or an infostore folder in the folder tree 2 In the panel select Social gt Subscribe A pop up window with data sources is displayed Click a data source 3 Enter the access data for the subscription source i e access data URL If the source is using an existing authorization select an existing account or create a new by clicking the New account button Further information can be found in 8 7 3 1 Authorization with existing account page 225 4 If you want to subscribe to data from additional sources for the selected folder repeat steps 2 3 5 In the panel click Save Tip You can also subscribe to data by right clicking on a folder and selecting Subscribe from the Ex tended submenu Tip You can also subscribe to data by using the setup wizard Information can be found in 8 2 12 Using the Setup Wizard How to subscribe data to a new folder 1 Right click on a folder in the folder tree 2 Hover the mouse pointer over New subfolder gt Subscribe A submenu with folder types opens 3 Click on the folder type that corresponds to the source of the subsc
188. is request the recipient can suppress a delivery receipt 3 5 1 6 Adding attachments Note Please note that for many E Mail accounts there is a file size limit for E Mail attachments This limit should not be exceeded How to add attachments to an E Mail in the E Mail window 1 In the panel click on Add attachment gt Attach local file The Select attachments dialog window opens Copyright Open Xchange Inc 2012 35 OX E Mail module Sending a new E Mail Oren xXCHanGce Inthe Select attachments dialog window click Browse Select the file to be added as an attachment Close the file selection dialog window 3 In the Select attachments dialog window click Add The file is entered in the list field 4 To add further attachments repeat steps 2 3 5 6 In the Select attachments dialog window click OK To remove an attachment select it in the list field Then click Remove Result The file names of the attachments are displayed below the E Mail text Tip In order to attach a document from the infostore click on the panel entry Add attachment gt Attach InfoEntry 36 Copyright Open Xchange Inc 2012 Replying to E Mails E Mail module OX Oren xXCHanGce 3 5 2 Replying to E Mails When replying to an E Mail the following input fields are pre filled in the E Mail window The sender of the E Mail and further recipients of the E Mail are automatically entered as recipients of the reply E Mail
189. isible on the overview window of the start page How to change the settings of a UWA module 1 2 3 4 5 Select the module in the Available UWA modules list In the UWA Modules panel tab click Edit If using the compact panel click the panel entry UWA modules gt Edit Change the settings in the UWA Modules dialog window Close the dialog window by clicking OK Click on the panel entry Save Result The UWA module settings are changed 166 Copyright Open Xchange Inc 2012 Configuring the start page Options OX Oren xXCHanGce How to delete a UWA module 1 Select the module in the Available UWA modules list 2 Inthe UWA modules panel tab click Remove If using the compact panel click the panel entry UWA modules gt Remove 3 In the Delete UWA modules dialog window click Yes 4 Click on the panel entry Save Result The UWA module was deleted How to enable or disable a UWA module 1 Select the module in the list Available UWA modules 2 In the Visibility panel tab click Enable or Disable If using the compact panel click the panel entry Visibility gt Activate or Visibility gt Deactivate 3 Click on the panel entry Save Tip With a multiple selection you can delete enable or disable several UWA modules at once How to leave the UWA module functions Click another button in the title bar Copyright Open Xchange Inc 2012 167 OX Options OPen XxXcCHange Configur
190. isk You can influence this behavior in the E Mail settings Allow HTML formatted E Mail messages and Block pre loading of externally linked images 28 Copyright Open Xchange Inc 2012 Displaying the V Split view E Mail module OX Oren xXCHanGce 3 4 3 Displaying the V Split view In the V Split view the overview window displays the content of the selected E Mail next to the E Mail listing How to display E Mail messages in the V Split view 1 Select an E Mail folder in the folder tree 2 In the View panel tab click V Split Tip In order to sort the list click the icon below Sort after Select a sort criterion 3 Select an E Mail in the E Mail list Result The selected E Mail is displayed in the right pane of the overview window in the same way as in the H Split view please refer to 3 4 2 Displaying the H Split view page 28 Tip You can move the vertical separator between the left and the right pane 3 4 4 Viewing the source data The source data contain the complete contents of an E Mail including the complete E Mail header details How to display the source data of an E Mail 1 Right click an E Mail in the list view h split view or v split view 2 From the context menu select Show source Result The source data are displayed in a new window You can copy the source data to the clipboard Tip In the tab based panel this function is also available in the Edit panel tab 3 4 5 Displaying hovers
191. isplayed When dragging to an invalid target a red prohibit icon is displayed 3 Release the mouse button over the target folder Result The InfoStore entries are moved If you want to cancel the process release the mouse key over an invalid target 7 6 5 Marking InfoStore items with categories You can do the following Assign categories to existing infostore items Remove assigned categories Information on defining categories can be found in 8 2 3 Managing Tags How to edit the categories of an infostore item 1 Select an infostore item in the list or h split view 2 In the panel tab Edit click on Edit If using the compact panel click the panel entry Edit The Infoltem window opens 3 Edit the categories of the infostore item A description can be found in 7 5 2 Adding categories page 142 148 Copyright Open Xchange Inc 2012 Marking InfoStore entries with flags InfoStore module OX Oren xXCHanGce 7 6 6 Marking InfoStore entries with flags Flags are colored labels for marking InfoStore entries You can decide upon the meaning of the individ ual colors In the H Split and List view the flags are displayed in the last column How to mark InfoStore entries with flags 1 Select an InfoStore entry in the H Split or List view 2 In the Flags panel tab click on any entry If using the compact panel click the panel entry Flags and then on an entry Result The selected InfoStore entries are m
192. it panel tab click on Send as vCard If using the compact panel click the panel entry Send as vCard The E Mail window opens A vCard is attached for each selected contact 3 Complete and send the E Mail Result The E Mail will be sent with the vCard attachments Tip You can also use the context menu to send contacts as vCard attachments 4 7 10 Exporting contacts You can export the contacts in a personal or public contact folder The available file formats are CSV and vCard Another possibility for exporting the personal contacts folder can be found in 8 4 1 Exporting contacts with WebDAV page 203 How to export the contacts in a folder 1 Right click on a personal or public contact folder and select Export from the Extended subfolder In the submenu select CSV or vCard Depending on the browser you might be asked whether to open or save the file Select Save Select a location Enter a file name uw BF WU N Click on Save Copyright Open Xchange Inc 2012 65 OX Contacts module Deleting contacts orenxXCHace Result The contents of the contact folder are exported to a file of the CSV or vCard type You can process those data with other applications 4 7 11 Deleting contacts Warning Deleted contacts can not be restored Prior to deleting a contact make sure you no longer need the contact Note If you want to delete a contact in a public or shared contact folder you need to have the delete pe
193. k a folder in the Select Folder window 3 If you want to display a particular selection of recipients enter a character string in the input field next to Search Click the Search button 4 Select one or several recipients from the list 5 Choose what the recipients should receive If the recipients are to receive the E Mail click To gt If the recipients are to receive a copy of the E Mail click CC gt If the recipients are to receive a blind copy of the E Mail click BCC gt The recipients are entered in the input fields next to the buttons To CC or BCC 6 If requested you can change the selection of recipients If you want to remove a recipient delete the respective address from the input fields If you want to remove all recipients click Clear 7 To accept the selection click OK If you do not want to accept the selection click Cancel 3 5 1 3 Composing an E Mail text How to compose the E Mail text in the E Mail window 1 Enter the E Mail text below the formatting bar 2 If you want to format the text use the formatting bar Select individual text parts Format the selected text parts by clicking the respective elements in the formatting bar Note If the formatting bar is not displayed do the following Activate Format gt HTML or Format gt HTML and plain text in the panel Activate View gt Editor Toolbar in the panel 3 You can use the spell checker Right click on the E Mail text Activate Spell check In order to
194. k on Next Choose the entry Comma separated values Windows Click Next Select the contact folder to be exported Click Next Set the name and location for the output file Click Next aA uu BR WN To complete the export process click on Finish Note Leave the check box Export contacts from activated Do not click on Assign fields Leave the default assignment unchanged Result The new CSV file contains all data fields for the exported contacts 8 3 4 4 Which data fields from an MS Outlook CSV file are imported The following data fields are imported in the Groupware Anniversary Assistant s Name Assistant s Phone Birthday Business City Business Country Business Fax Business Phone Business Phone 2 Business Postal Code Business State Business Street Car Phone Categories Children Company Company Main Phone Department E mail 2 Address E mail 3 Address E mail Address First Name Home City Home Country Home Fax Home Phone Home Phone 2 Home Postal Code Home State Home Street Last Name Manager s Name Middle Name Mobile Phone Notes Organizational ID Number Other City Other Country Other Fax Other Phone Other Postal Code Other State Other Street Pager Profession Sensitivity Spouse Suffix Telex Title TTY TDD Phone Web Page 8 3 4 5 How is the data mapping done for an MS Outlook CSV file When importing the data fields of the MS Outlook CSV file will be assigned to certain data fields in the Groupware The following ta
195. k on the panel entry Save How to leave the tasks settings Click another button in the title bar Note If you leave the options page before having saved the Configuration changed pop up window opens If you want to save the settings click Yes If you do not want to save click No The following settings are available Default view Sets the default view of the tasks module A comprehensive description of the views can be found in 6 4 Viewing tasks page 116 Reminder interval in minutes Specifies the preset time interval for the reminder of the task s due date Enable Tasks Hover Activates or deactivates the hovers for the Tasks module E Mail notification for New Changed or Deleted Specifies whether you will receive an E Mail notification for new changed or deleted tasks E Mail notification for task creator Specifies whether you will receive an E Mail notification if other participants accept or decline a task that was created by you E Mail notification for task participant Specifies whether you will receive an E Mail notification if other participants accept or decline a task in which you participate Copyright Open Xchange Inc 2012 187 OX Options Configuring the InfoStore module Oren xXCHance 8 2 9 Configuring the InfoStore module How to configure the InfoStore settings 1 Click the Configuration icon in the title bar 2 Click on InfoStore in the folder tree 3 Click on Prefere
196. k the panel entry Edit The Contact window opens Edit the contact s categories A description can be found in 4 5 1 Adding categories page 56 64 Copyright Open Xchange Inc 2012 Marking contacts with flags Contacts module OX Oren xXCHanGce 4 7 8 Marking contacts with flags Flags are colored labels for marking individual contacts You can decide upon the meaning of the colors The flags are displayed in the following locations Next to the contact name in the Cards view Inthe last column of the Phone list view On the right side of the tabs header in the Detail view How to mark contacts with flags 1 Display a contact in the Detail view or select a contact in the Cards or Phone list view 2 Click any flag in the Flags panel section If using the compact panel click the panel entry Flags and then on an entry Result The selected contacts are marked with flags How to delete flags 1 Display a contact marked with a flag in the Detail view or select contacts marked with flags in the Cards or Phone list view 2 Click on Remove flag in the Flags panel tab If using the compact panel click the panel entry Flags gt Remove flag Result The flags are deleted 4 7 9 Sending contacts as a vCard attachment You can send contacts from a contact folder as E Mail vCard attachments How to send contacts as vCard attachment 1 In the Card or Phone list view select one or more contacts 2 In the Ed
197. l signature can be created edited and set as the default signature How to open the functions for the E Mail signatures 1 In the title bar click the Configuration icon 2 Open the E Mail folder in the folder tree 3 In the folder tree click the E Mail subfolder Signatures Result The functions for E Mail signatures are displayed in the panel The existing signatures are displayed in the left pane of the overview window the right pane displays a preview of the selected signature How to create a new E Mail signature 1 In the Signatures panel tab click on Add If using the compact panel click the panel entry Signatures gt Add The Signatures dialog window opens Enter a name Specify whether the E Mail signature should be entered above or below the E Mail text Specify whether to use the E Mail signature as the default signature Enter the signature text In the dialog window click OK MOO MR WON Click on the panel entry Save Result The new E Mail signature is displayed in the overview window How to edit an E Mail signature 1 Select an E Mail signature in the overview window 2 In the Signatures panel tab click Edit If using the compact panel click the panel entry Signatures gt Edit The Signatures dialog window opens 3 Change the data in the E Mail signature 4 In the dialog window click OK 5 Click on the panel entry Save Result The E Mail signature is changed 172
198. lection click OK If you do not want to accept the selection click Cancel Result The names and E Mail addresses of the selected contacts are entered in the distribution list 58 Copyright Open Xchange Inc 2012 tries Adding contacts as customized en Contacts module OX Oren xXCHanGce 4 6 2 Adding contacts as customized entries You can add contacts that can not be selected from a groupware address book as customized entries to the distribution list How to add contacts as customized entries in the Distribution list window 1 In the Name input field enter the name of the external contact BE W N oO N A U In the panel click Custom form The External E Mail window will open In the E Mail input field enter the E Mail address of the external contact If you want to view a particular selection of participants or resources enter a character string in the input field next to Search Click the Search button Click the Add button The name and E Mail address are entered in the list If need be add further entries by repeating steps 2 4 If need be you can correct the selection by clicking the Clear button and making the entries again To accept the selection click OK If you do not want to accept the selection click Cancel Result The customized entries are added to the distribution list 4 6 3 Deleting contacts from the distribution list How to delete contacts from the distribution list in
199. llation costs Termin ge ndert Monthly Sales Meeting Inbox 17 tom_green docboat Termin geandert Monthly Sales Meeting 02 19 2010 02 12 PM 2 12 KB mecha Sale onenthenttntmeetnsitta Lenn Rte BTE OG HO n menanam TE ndeg ED AIDE DIN RAT MEPtiNG anamsan nand EN o nan labial on etna nmin ne mm The module contains the following elements No Element 1 Search input field 2 Panel 3 Folder tree 4 Overview window Function Search E Mails for sender recipient subject word in E Mail text Contains the functions that are available in the E Mail module please refer to 3 3 1 The E Mail panel Displays the E Mail folders please refer to 3 2 2 What is the purpose of the E Mail folders page 24 Displays the content of the selected E Mail folder please refer to 3 3 2 The E Mail overview window page 26 Copyright Open Xchange Inc 2012 23 OX E Mail module What you should know orenxXCHace 3 2 What you should know 3 2 1 What is the E Mail module for In the E Mail module you can display E Mail messages send E Mail messages manage E Mail messages e g search move and copy 3 2 2 What is the purpose of the E Mail folders E Mail folders give a structure to E Mail messages The following E Mail folders are available by default Inbox By default this folder receives all incoming E Mail messages Drafts Contains all E Mail messages that you have saved as drafts Sent ite
200. lor Those categories can be selected from a list In the Contacts Calendar Tasks or InfoStore module you can manage categories in the Categories dialog window In order to open the Categories dialog window use one of the following possibilities When creating an object click the Categories button in one of the windows Contact Appointment Task or InfoStore Item When editing an object click the Categories button in one of the windows Contact Appointment Task or InfoStore Item In the context menu of a contact an appointment a task or an InfoStore item click on Categories gt In the submenu click on All categories Result The Categories dialog window opens The Name list field contains the specified categories How to create new categories in the Categories dialog window 1 Click the New button The Category dialog window opens 2 Enter a name 3 Select a color Note If you choose the color white you create an object related category If you choose another color you create a predefined category 4 Click on OK 5 In order to create a further category repeat steps 1 to 4 6 In the Categories dialog window click OK Result The new categories are created How to edit a category in the Categories dialog window 1 Apply the following changes In order to change a category s name Select a category in the list field Click the Rename button 162 Copyright Open Xchange Inc 2012 Managing
201. lumn can not be used for sorting 80 Copyright Open Xchange Inc 2012 Displaying the Detail view Calendar module OX Oren xXCHanGce 5 4 4 Displaying the Detail view The Detail view displays all information about an appointment How to display an appointment in the Detail view 1 Select a calendar and the appointment display please refer to 5 4 1 Selecting calendar and appointment view 2 Select an appointment 3 In the View panel tab click Detail If using the compact panel click the panel entry View gt Detail Result The appointment s Detail view will be displayed Copyright Open Xchange Inc 2012 81 OX Calendar module Displaying the team view orenxXCHace The Detail view displays the following information The window title contains the appointment s description the start and the end The Appointment tab contains details on the appointment description the location duration creator organizer participants resources appointment type categories calendar folder appointment avail ability display comments and reminder The Participants tab contains the list of participants and resources For each participant the status is either displayed as accepted declined or waiting If a participant has entered a comment it will be displayed The Attachments tab contains the list of attachments 5 4 5 Displaying the team view In the Team view you can see the appointments of users and group
202. mation The General tab It contains The InfoStore module icon The title and the creator of the InfoStore entry A colored icon for each category assigned o If the InfoStore entry contains documents the version number the file type icon and the file name of the InfoStore entry document are displayed The icons for opening and saving the document The comments for the InfoStore entry Depending on the comment s length a scrollbar is displayed The Versions tab The number in brackets correlates to the number of document versions If the In foStore entry contains a document the following elements are displayed The plus and minus buttons for displaying or hiding details on the document versions Version number file type icon and file names of the documents Icons for opening and saving the document versions 7 4 4 Opening or saving the current document version An InfoStore entry can contain a document with several versions If this is the case you can perform the following actions Open the current document version Note In order to open a document you might need to install additional software Save the current document version How to open or save the other versions is described in 7 6 2 3 Working with document versions page 146 Copyright Open Xchange Inc 2012 139 OX InfoStore module Sending an InfoStore entry OPen XxXcCHanNnge How to open or save the current document ver
203. module drag an E Mail from the List view to a day in the MiniCalendar The Appointment window opens The day is entered as the appointment start Copyright Open Xchange Inc 2012 87 OX Calendar module Creating appointments orenxXCHace In the Contacts module drag a contact to a day in the MiniCalendar The Appointment window opens The day is entered as the appointment start 88 Copyright Open Xchange Inc 2012 Creating an appointment in the team Calendar module view Ox Oren XCHanGce How to create a new appointment by dragging open an area 1 Display the Day Work week or Custom calendar view 2 Drag open an area in the time grid A new appointment is created Start and end are displayed from the time grid area 3 Double click the new appointment rectangle The Appointment window opens 4 Enter the data for the new appointment Further information can be found in the instruction above How to create a new appointment 87 5 5 1 Creating an appointment in the team view When creating an appointment in the team view you can add all team members specific team members or an individual team member as participants How to create a new appointment with all team members 1 Open the team view Instructions can be found in 5 4 5 Displaying the team view 2 Make sure no team member is selected 3 Use one of the following options In the Appointment panel tab click New If using the compact
204. mple Shows how the date is displayed in the currently selected date format Predefined Automatically selects the day month and year format and the separator according to the language setting User defined Enables the user to customize the day month and year format and the separator 160 Copyright Open Xchange Inc 2012 Managing Tags Options OX Oren XCHance 8 2 3 Managing Tags Tags are categories that can be assigned to contacts appointments tasks and InfoStore entries Tags can help you to sort items You can assign a predefined color to a category You can manage categories by creating editing and deleting categories You have the following possibilities managing in the groupware settings managing in the modules 8 2 3 1 Managing categories in the settings How to open the category functions 1 2 In the title bar click the Configuration icon In the folder tree click on the Configuration subfolder categories Result The category functions are displayed in the panel The overview window displays the existing categories How to create a new category 1 In the Categories panel tab click on Add If using the compact panel click the panel entry Categories gt Add The Categories dialog window opens 2 Enter the text for the new category 3 Assign a color to the category 4 5 In the panel click Save In the dialog window click OK Result The new categor
205. ms Contains all E Mail messages sent by you Trash By default contains all E Mail messages deleted by you You can create additional E Mail folders in the Inbox folder You can not create subfolders in the other E Mail folders Information on folder management can be found in 8 5 Folder Management page 204 Information on sharing folders can be found in 8 6 Permission management page 212 If you use additional E Mail accounts besides your Open Xchange E Mail you can set up further E Mail accounts Each E Mail account gets a folder in the folder tree Information on how to set up additional E Mail accounts can be found in 8 2 5 3 Additional E Mail accounts page 173 3 3 The E mail module interface 3 3 1 The E Mail panel The E Mail panel Edit Attachment View Flags VoipNow ew New E Mail amp Q 5 Print Copy f Save Reply Reply Forward Delete 53 Markas Move Show source al The E Mail panel includes the following functions in different panel tabs Panel tab Functions New Create new E Mail messages or other objects Edit Send reply forward delete print and manage E Mail messages Attachments Open and save E Mail attachments save to infostore Note You need to click an attachment to activate the panel section functions 24 Copyright Open Xchange Inc 2012 The E Mail panel E Mail module OX Oren XCHanGce Panel tab View Functions Set the E Mail view
206. n as a minimum number of characters have been entered the auto complete function displays matching E Mail addresses in a pop up window The E Mail addresses are sorted after the frequency you use them whereas internal users are listed first You can select an address by clicking on it Tip You can activate or deactivate the auto complete function in the E Mail setting Enable auto completion of E Mail addresses If you want to enter several E Mail addresses use a comma as separator 2 If you want to send a copy of the E Mail to additional recipients enter the E Mail addresses in the input field next to the CC button Note If the input field is not displayed click on View gt CC in the panel 3 If you want to send a blind copy of the E Mail to additional recipients enter the E Mail addresses in the input field next to the BCC button Note If the input field is not displayed click on View gt BCC in the panel Copyright Open Xchange Inc 2012 33 OX E Mail module Sending a new E Mail orenxXCHance How to select a recipient from an address book from within the E Mail window 1 Click the To button The Select Recipients window opens If the Search all contact folders checkbox is activated the addresses from all address books are displayed 2 To only display the addresses from a particular address book do the following Deactivate the Search all contact folders checkbox Click the Contact folder button Clic
207. n or download it Further information can be found in 7 4 4 Opening or saving the current document version page 139 The document details file size document type locking and MD5 sum Tip By clicking the or the icon you can open or close the details Comments on the InfoStore entry below the details The Versions tab contains a list of the versions of the attached document The view below the list contains detailed information about a version The view contains a link that allows you to open or download the selected version of the attached document Further information can be found in 7 6 2 3 Working with document versions page 146 The lower part of the overview window displays the creator and the creation date of the InfoStore entry the modifier and the modification date of the InfoStore entry Tip You can move the horizontal separator between the upper and lower part 138 Copyright Open Xchange Inc 2012 Displaying hovers InfoStore module OX Oren xXCHanGce 7 4 3 Displaying hovers Hovers are available in the H Split and List view How to display an InfoStore entry in the hover 1 Move the mouse pointer to an InfoStore entry The hover opens after a short delay It displays the General tab 2 In order to view additional information click on another tab 3 In order to close the hover move the mouse pointer out of the hover The hover for an InfoStore entry displays the following infor
208. n the Tasks module use one of the following methods Click the Tasks icon El in the title bar On the start page click on the title bar of the Tasks module window In the complete folder tree click on the Tasks folder or on another tasks folder The Tasks module 3 rivate tasks l z g E Move F3 Use as template E Tasks Create new Edit Delete Print Mark as done task Public tasks Es Connor Tasks 4 4 E Team tasks Subject Priority Start date finished Flag E comptasks GZ 2057 Budget planning ool 12 442007 0 w BA Budgetplanung 2007 o 0244200 gs w a QueteferWLAN Installation costs oo 44 33 2009 400 Agenda for Sales Meetings oo 11 15 2010 0 w Overview Participants 0 Attachments 0 Subject Agenda for Sales Meetings Due date Starts on 11 15 2010 due on 11 23 2010 Status Not started Priority ooo done 0 Principal Tom Green Categories Competition L Details 4 November 2010 _ Discuss competition MO MT WT F s s 44 toe 3 4 5 6 v 45 8 9 10 11 12 13 14 46 15 16 17 18 19 20 21 47 22 23 24 25 2 27 28 48 29 30 3 Created on 02 16 2007 12 33 PM by Tom Green last changed on 11 09 2010 10 13 AM by Tom Green J The Tasks module settings Compact panel B amp O Expert mode Be a Lcaout 1 El New f Edit EJ Delete Confirmation gj Move View Flags 2 Tasks Brian Connor Tasks 6 3 rive iia tasks q Subject Priority Start date Due da
209. n your disk Compared with the access from the Groupware GUI WebDAV has advantages and disadvantages The advantage is the quick and direct access with the browser or Explorer You need not be logged in to the Groupware GUI The disadvantage is that you can only see the current document version The document s history and additional information e g comments are not displayed Warning When you delete a file entry with WebDav you will delete all file versions not only the current version In order to delete a specific document version exclusively use the methods described in 7 6 2 3 Working with document versions page 146 Depending on the operating system installed on your machine the WebDav access to the InfoStore is set up in a different way 7 6 8 1 Accessing under Linux How to access InfoStore entries with WebDAV under Linux 1 Open KDE Konqueror or a similar browser 2 Enter the following address in the Location field webdav lt address gt servlet webdav infostore where lt address gt needs to be replaced by the IP address or URL of the Open Xchange server 3 Enter your username and your password Use your login data for the Open Xchange server Result The InfoStore entries are displayed in the browser Copyright Open Xchange Inc 2012 151 OX InfoStore module Accessing InfoStore entries with WebDAV Oren xXCHanGce 7 6 8 2 Accessing under Windows XP How to set up the WebDav access under
210. nal folder The user should be able to create subfolders The user needs to have the following permissions Folder admin Folder permissions Read objects Modify objects Delete ob jects No Create subfolder Read all Modify own Delete own Example 5 All permissions A user should get all rights for a public folder The user should be able to grant rights to other users The user needs to have the following permissions Folder admin Folder permissions Read objects Modify objects Delete ob jects Yes Create subfolder Read all Modify all Delete all 220 Copyright Open Xchange Inc 2012 Publish amp Subscribe Options OX Oren xXCHanGce 8 7 Publish amp Subscribe 8 7 1 What is the purpose of publish amp subscribe Publish amp subscribe enables you to easily exchange data between users and different applications The users are internal Open Xchange Server users external users without Open Xchange account Applications are the Open Xchange Server various social networks like LinkedIn Goals and features of publish amp subscribe Data from different social networks can be re used The Open Xchange Server combines the data from the social networks The data format is based on HTML and can be displayed by standard browsers without any further tools The data format is called OXMF Hint The OXMF data format can vary depending on the Open Xchange Server version Thus it is possible that not all data are e
211. nces below the InfoStore entry in the folder tree The overview window displays the available settings 4 Configure the settings A description of the settings can be found further below 188 in this chapter 5 In order to save the settings click on the panel entry Save How to leave the InfoStore options page Click another button in the title bar Note If you leave the options page before having saved the Configuration changed pop up window opens If you want to save the settings click Yes If you do not want to save click No The following settings are available Default view Sets the default view for the InfoStore module A comprehensive description of the views can be found in 6 4 Viewing tasks Enable InfoStore Hover Activates or deactivates the hovers for the InfoStore module 188 Copyright Open Xchange Inc 2012 Changing user data Options OX Oren XCHanGce 8 2 10 Changing user data The user data include Personal user data Password for accessing the groupware 8 2 10 1 Changing personal data How to change your personal data 1 Click the Configuration amp icon in the title bar 2 Click on User in the folder tree 3 Click on Personal data below User in the folder tree 4 Edit your personal data in the input fields 5 In order to save the changes click on the panel entry Save Result Your personal data is changed Tip You can also change your personal data by usin
212. nd me drop down list If you do not want to be reminded select No reminder Tip You can select the default time interval for the reminder in the calendar setting Default time for reminder As soon as the time interval before the appointment start is reached the Reminder window is displayed There are several possibilities for replying to this appointment reminder 90 Copyright Open Xchange Inc 2012 Creating serial appointments Calendar module OX Oren xXCHanGce How to reply to an appointment reminder To be reminded again select a time interval from the drop down list Click Remind me again When the end of the interval is reached you will be reminded again If you do not want to be reminded again click OK 5 5 4 Creating serial appointments A serial appointment is an appointment that is repeated several times When creating a serial appointment the following must be set The time interval for the appointment series This defines the period between the individual appoint ments in the series The time range for the appointment series This defines the start and end of the serial appointment How to create a serial appointment in the Appointment window 1 Select the Appointment tab 2 Click the Series button The Create new series window opens 3 Select a time interval for the series If the appointment is to be repeated daily activate the serial type Daily In the series options define the interval in da
213. ngs A description of the settings can be found further below 186 in this chapter In order to save the settings click on the panel entry Save How to leave the contacts settings Click another button in the title bar Note When leaving the settings before having saved the Configuration changed pop up window opens If you want to save the settings click Yes If you do not want to save click No The following settings are available Default view Sets the default view for the Contacts module A comprehensive description of the views can be found in 4 4 Viewing contacts page 50 Number of rows to be displayed in card view Sets the number of rows in the Card view When set to auto the groupware sets the number to an appropriate value The default setting is 4 rows If need be scrollbars are displayed Enable Contacts Hover Activates or deactivates the hovers for the Contacts module 186 Copyright Open Xchange Inc 2012 Configuring the Tasks module Options OX orenxXCHace 8 2 8 Configuring the Tasks module How to configure the Tasks module options 1 5 Click the Configuration icon in the title bar 2 Click on Tasks in the folder tree 3 4 Configure the settings Click on Preferences below Tasks in the folder tree The overview window shows the available settings A description of the settings can be found further below 187 in this chapter In order to save the settings clic
214. nition 5 T Tabs in the dock 13 Task invitation reply 126 Tasks 111 add attachments 125 add participants 124 adding categories upon creation 122 assigning categories when editing 130 configuration 187 confirm or decline 126 create 120 delete 132 edit 127 editing status 127 export 131 flags 131 folders 113 H split view 117 hovers 118 import 193 list view 116 move 130 Copyright Open Xchange Inc 2012 239 OX orenxXCHace Index notify participants 125 open attachments 119 print 129 private tasks 124 reminder 121 reply to invitation 126 save attachments 119 search 127 set start and due date 121 set to done 128 settings 187 sort 116 task types 112 view 116 Tasks module 111 interface 113 open 111 overview 111 overview window 115 panel 113 Tasks settings Default view 187 contact from vCard attachment 57 send contacts as a vCard attachment 65 View calendar and appointments 74 contacts 50 InfoStore entries 137 tasks 116 W Web page send as E Mail 35 WebDAV access InfoStore entries 151 definition 151 InfoStore entries under Linux 151 InfoStore entries under Windows 7 152 InfoStore entries under Windows Vista 152 InfoStore entries under Windows XP 152 Windows display as pop ups 158 display in the dock 158 E Mail notification for New Changed or Deleted 187 E Mail notification for task creator 187 E Mail notificati
215. nked images Specifies whether or not the preview of externally linked graphics in HTML E Mail messages is sup pressed When choosing Yes external graphics are not directly displayed This setting protects your privacy When choosing No external graphics are loaded and displayed when receiving 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 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 Append the original mail text to a reply option is selected 170 Copyright Open Xchange Inc 2012 Configuring the E Mail module Options OX Oren xXCHance Show name instead of mail address Defines whether the E Mail header includes the name or the E Mail address of the sender when dis playing an E Mail Copyright Open Xchange Inc 2012 171 OX Options Configuring the E Mail module orenxXCHace 8 2 5 2 E Mail signatures 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 An E Mai
216. nt Result The additional E Mail account will be set up The folder tree will display a new E Mail folder How to switch to the options for manually setting up and editing E Mail accounts 1 2 In the title bar click the Options icon In the folder tree below E Mail click Accounts Result The overview window displays the available E Mail accounts The left pane with the header Account name displays the existing E Mail accounts The right pane with the header Account settings displays the settings of an E Mail account How to manually create a new E Mail account 1 If additional E Mail accounts are configured already click New in the panel If no additional E Mail accounts are configured continue with step 2 2 In Account Settings enter a name in the Account name entry field 3 In the E Mail Address entry field enter your E Mail address for the E Mail account 4 If you want your name to be displayed before your E Mail address when sending E Mails enter a 7 name in the Your name input field If you do not want to receive incoming E Mails for this account in the respective account folder but in the folder Unified Mail activate Use Unified Mail for this account In Server settings enter the incoming mail server data of your E Mail account In the Server type pop up list select the type of the incoming mail server If the incoming mail server uses encryption activate Use SSL connection In the Server name entr
217. ntacts icraat arsan rrinin AEE AAAA EEAO AEO 66 5 Calendar mod le sasscscccsesisciasoiacaicantacestohevaisesiaumsusteseideoinceiciweleinooiaceinesiaaees OF Dill OVERVIGW sie ng evetnn see stasuaeseetea get seas tse casteagvestacasecnoteagee dead EEEE 67 5 2 What YOu Should KNOW ccc ceedenssderensaa divtansa cecuhganseeesneddevennas GeeenhaabenudtadvecnsnadeeeuananGeeennan tes 68 5 2 1 What is the purpose of the Calendar module cccceececccceeseecececeeeeeeesseneeeeasaneess 68 5 2 2 What should know about appointment eee ceeeeececeeeeececeeeeeceaaeeeeeeaaeeeeeeaaeeeess 68 5 2 2 1 What are appointments types ee eeeecccenneececeaeeeeeeeaaeeeeeeaaeeeeeeaaeeeeeaaeeeeeeaa 68 5 2 2 2 What is the purpose of availability 0 0 0 0 eee ceceeecececeaeeneeeeeeeeeeeeaeaaeaeeeeeeeeeaeaaea 68 5 2 3 What is the purpose of calendar folders cccccccsesccceeteececeseeeeeeesseeeeeesseeeeeaaanees 69 5 3 The calendar module interface ccecececcceeeneeeeeececececeaaeaeeeeeeceeeceaaeaeeeeeeeeeeceaaaaeeseeeees 70 5 3 1 The Calendar panel jccccsisincctcssnenessetancadeasnentaswrmcedesapertgberens dieoseandasntmncageavnanuunetanonlnedd 70 5 3 2 The calendar overview window sis 71 5 3 3 How to browse the calendar eeceeesseececeneeeecenaeececeaaeeceeeaaeceeeaaeeeeeeaaeeeeeeauee sess 72 5 3 3 1 Navigating with the overview window control elements
218. ntments in shared folders How to edit an appointment 1 Display an appointment in the Detail view or select an appointment in the List view a calendar view or the team view 2 In the Edit panel tab click Edit If using the compact panel click the panel entry Edit The Appoint ment window opens 3 Edit the appointment data A comprehensive description can be found in 5 5 Creating appointments 4 Click Save in the panel The window is closed Result The appointment is modified If you do not want to accept the changes click on Cancel in the panel Note If you edit an appointment that overlaps with another appointment you might receive a conflict message Further information can be found in 5 5 11 Resolving appointment conflicts Tip You can also edit appointments by using the context menu or by double clicking on an appointment How to edit an appointment title 1 Select an appointment in the calendar view 2 Click on the appointment title 3 Edit the title 4 Press Enter Copyright Open Xchange Inc 2012 101 OX Calendar module Editing appointments with drag amp drop Oren XCHanGce 5 8 3 Editing appointments with drag amp drop In the calendar views you can perform the following actions by using drag amp drop move an appointment to another day change an appointment s time change an appointment s start or end date How to drag an appointment to another day 1 Display an appointm
219. o another How to copy E Mail messages 1 2 Select one or several E Mail messages in the H Split V Split or List view In the Edit panel tab click Copy If using the compact panel click the panel icon Copy The Select folder window will open In the Select folder window click an E Mail folder You can only click folders you can copy E Mail messages to Result The E Mail messages are copied Tip You can also use the context menu to copy E Mail messages 3 6 8 Moving E Mail messages There are the following possibilities for moving E Mail messages With the panel function With drag amp drop How to move E Mail messages with the panel function 1 2 3 Select one or several E Mails in the H Split V Split or List view In the Edit panel tab click Move The Select folder window opens In the Select folder window click an E Mail folder You can only click folders you can move E Mail messages to Result The E Mails are moved Tip You can also use the context menu to move E Mail messages How to move E Mail messages with drag amp drop 1 Select one or several E Mail messages in the H Split V Split or List view Copyright Open Xchange Inc 2012 41 OX E Mail module Marking E Mail messages with flags orenxXCHace 2 Drag a selected E Mail to an E Mail folder An icon next to the mouse pointer gives the following hints When dragging to a valid target a green tick is displayed
220. oStore entry cccececececececeeneeeeeecececeaeaaeeeeeeeeeeeaeaaeeeeeteeeeneaea 144 7 6 2 2 Deleting a GOCUMEMN wecciessncceasasces chia evechaanecehbad vecend eii aA ANET dia ten 145 7 6 2 3 Working with document versions eececeeneececeneeececeneeeceeeaaeeceeeaaeeeeeeaaeneeeeaa 146 7 6 3 Printing InfoStore entries 147 7 6 4 Moving InfoStore entries 147 7 6 5 Marking InfoStore items with categories 148 7 6 6 Marking InfoStore entries with flags cc cceseeeeeeeecececeeeeeeeeececeeeceaeeaeeeeeeeeeeaeaaea 149 7 6 7 Deleting InfoStore entries ses 150 7 6 8 Accessing InfoStore entries with WebDAV ecececececeeeeeeeeeeeceeeeeaaeaeeeeeneeeeeeaea 151 7 68 1 Accessing under LINUX secsec iae cess cb aveeseis sacess cdaleeseteaacems a eieed 151 7 6 8 2 Accessing under Windows XP 152 7 6 8 3 Accessing under Windows Vista 152 7 6 8 4 Accessing under Windows 7 a 152 8 OPtIONS enissssaemssstanetemssnsmemmsmtbnamatenammmanmsssec LID B21 OVERVIEW RE E E E E A 155 CPA E E N E E E E T E E E E 157 8 2 1 What cin De SEN arinaa a a 157 8 2 2 General configuration 0 uses seceseeeeeesesseeeseeeee 157 8
221. objects Edit an infostore item s data Permanently delete infostore item Print an infostore item s data or print a list of infostore items Mark infostore item as locked Unlock an infostore item Move infostore item to another folder Send infostore item as an E Mail s attachment or link Set the display if infostore items h split list Mark infostore items with flags Publish InfoStore entries from the InfoStore folder selected sub scribe data from the InfoStore folder selected Further information can be found in 8 7 Publish amp Subscribe page 221 Copyright Open Xchange Inc 2012 135 OX InfoStore module The InfoStore overview window OPen XxXcCHanNnge 7 3 2 The InfoStore overview window The InfoStore overview window List view 1 Hi Userstore Brian Connor 1 Title Size Created on Created by Version Last modified Flag 3 0 Engineering_concepts doc 44 KB 01 06 2010 Brian Connor Z 01 06 2010 08 49 AM 2p Versions 2 7 Title Engineering_concepts doc Document ih O Engineering_concepts doc Categories Folder Infostore Userstore Brian Connor Direct link _http prototyp open xchange com ox6 m infostore amp 36 amp i 79 Document Details The InfoStore overview window contains the following elements No Element Function 1 Labelling Displays the name and path of the current InfoStore folder and the number of InfoStore entries in this folder Tip You can browse the
222. odule OX orenxXCHace 6 4 2 Displaying the H split view In the H split view the upper part of the overview window displays a list view of the tasks and the lower part displays all details of the selected task How to display tasks in the H split view 1 Select a tasks folder in the folder tree 2 In the View panel tab click H split If using the compact panel click the panel entry View gt H split Result The overview window is split horizontally The upper part displays a list view 3 Select a task in the list view Result The lower part of the overview window shows the following information for the selected task The Overview tab contains the following information 2 Subject due date status priority progress and task creator 2 Details like duration costs distance billing information companies and reminders Tip With the or icon you can open or close the details page so Comments for the task below the task details The Participants tab contains the names of the participants involved in the task The Attachments tab contains the list of task attachments Tip You can move the horizontal separator between the upper and lower parts Copyright Open Xchange Inc 2012 117 OX orenxXCHace Tasks module Displaying hovers 6 4 3 Displaying hovers Hovers are available in the H split and List view How to display a task in the hover 1 Let the mouse pointer hover over a task After a s
223. odule windows 1 Click on Change Layout below the panel A layout bar with layout icons and checkboxes is displayed The layout icon of the current layout is highlighted 2 Click on one of the layout icons for changing the module windows layout 3 You can move single module windows by clicking on a module window s title and dragging the window to another position Note You can only move a module window within the columns set by the layout selected 4 Click on Close configuration below the panel to hide the layout bar How to open individual module windows 1 Click on Change Layout below the panel 2 Activate the checkbox of the module window to be displayed 3 Click on Close configuration below the panel to hide the layout bar How to close individual module windows On the right side of the module window s title bar click the Close icon X Tip lf the layout bar is displayed you can also close a module window by deactivating the window s checkbox Note Some module windows might not be closed How to configure the display of the UWA modules 1 Click on Change Layout below the panel 2 Click the UWA Widgets button The configuration for the UWA modules is displayed Instructions on how to configure UWA modules can be found in 8 2 4 2 UWA modules All changes are saved by default upon leaving the groupware Information about further modifications can be found in 8 2 4 Configuring the start page 2 4 6 How to best
224. ointments The list view is displayed It shows all appointments for the current day 78 Copyright Open Xchange Inc 2012 Displaying the calendar view Calendar module OX orenxXCHace o If the Week calendar view contains more appointments than can be shown one below the other a scrollbar is displayed Ifthe Month calendar view contains more appointments than can be shown one below the other the icon is displayed at the bottom In order to view all appointments click this icon The List view with all appointments for the current day is displayed Copyright Open Xchange Inc 2012 79 OX Calendar module Displaying the list view orenxXCHace An all day appointment is displayed in the form of a filled rectangle Depending on the calendar view all day appointments are displayed as follows In the Day Work Week and Custom calendar views all day appointments are displayed on top of the time grid If there are more than five all day appointments for one day a scrollbar is displayed In the Week calendar view all day appointments are displayed on top of the other appointments If not all appointments for a day can be displayed one below the other a scrollbar is displayed In the Month calendar view all day appointments are displayed on top of the other appointments If not all appointments can be displayed one below the other the icon is displayed on the bottom In order to display all appointments click this
225. older 204 Copyright Open Xchange Inc 2012 What do have to know about fold Options ers OX Oren xXCHanGce 8 5 1 3 Which folders exist The following description is for the Complete folder tree setting The following folders exist by default in the Classic folder tree Classic folder tree Your username E Mail Calendar Contacts Tasks Public folders Global address book Shared folders InfoStore UserStore Your username Other username Public InfoStore Contents Your personal root folder Incoming and outgoing E Mail messages Personal calendars and appointments Personal contacts Personal tasks Folders that are visible to all users Address data of all users Folders shared with you by other users All InfoStore folders Personal and shared InfoStore folders Your personal InfoStore folder Shared InfoStore folder of another user Public InfoStore folder By default the following folders exist in the New folder tree New folder tree Tasks Sent items Shared folders Inbox InfoStore UserStore Your username Other username Public InfoStore Calendar Contacts Public folders Global address book Contents Personal tasks Sent E Mails Folders shared by other users Received E Mails All InfoStore folders Personal and shared InfoStore folders Your personal InfoStore folder InfoStore folders shared by other users Public InfoStore folders Personal calendars and appointments Personal contacts
226. ollowing help is available in the groupware Tooltips Display labels for panel functions or icons Online help Displays the user manual in a browser window Step by step instructions Instructions that include several steps for executing a specific function are displayed as a numbered list If the instruction only consists of one step or of several alternative steps numbering is not required Instructions are always introduced with wording indicating the target of the instruction Usually at the end of the instruction the result is mentioned Example How to display the user manual in the online help 1 Click the Help icon in the title bar 2 Click on Help in the drop down menu Result A new browser window opens It displays the user manual 6 Copyright Open Xchange Inc 2012 Design elements Getting started with Groupware OX Oren xXCHanGce Tips for making the work much easier The tips for making work easier refer to actions that you can easily follow In some cases the tips refer to configuration possibilities connected to the current instruction A tip is introduced with the word Tip Example Tip You can move the horizontal separator between the upper and lower part Malfunction note A malfunction note indicates actions that can not be executed in the current situation A malfunction note helps to avoid handling errors A handling error is introduced with the word Note Example Note In order
227. on for task participant 187 Enable Tasks Hover 187 Reminder interval in minutes 187 Team add member 82 create 184 select for team view 82 team view 82 Terminology 5 Thunderbird synchronizing appointments with CalDAV 108 Title bar 13 Tooltips 18 U Unified mail apply 174 definition 173 User change password 189 change personal data 189 definition 5 requirements 4 User data 189 UWA modules configuration 166 definition 17 V Vacation notice 180 vCard 240 Copyright Open Xchange Inc 2012
228. on the file The installation will be launched How to set up WebDAV access under Windows Vista 1 In the Windows Explorer open Computer 2 Right click on a free area in the right pane of the Explorer From the drop down menu select Add a Network Location The Add network location dialog window opens Click on Next 3 Select Choose a custom network location Click on Next 4 In the Add network path dialog window enter the following address https lt address gt servlet webdav infostore whereas lt address gt has to be replaced by the Open Xchange server s IP address or URL 5 Enter your username and password Use your login data for the Open Xchange server 6 In the next dialog window you can assign a name to the resource 7 In the next dialog window click on Finish Result Below Computer you can access your InfoStore entries 7 6 8 4 Accessing under Windows 7 Tip You can also use the OX Updater for setting up WebDAV access Information can be found in the OX Updater user documentation 152 Copyright Open Xchange Inc 2012 Accessing InfoStore entries with InfoStore module OX WebDAV Oren xXCHanGce Prior to setting up WebDAV access as described below you have to install a Microsoft Software Update Instructions can be found in 7 6 8 3 Accessing under Windows Vista page 152 How to set up WebDAV access under Windows 7 1 2 3 6 7 8 In the navigation area of the Windows Explorer sele
229. ontacts module you can display contacts create contacts manage contacts combine contacts into distribution lists 4 2 2 What should I know about contacts To appropriately work with contacts you should know the different types of contacts There are the following types of contacts Contact type Characteristics Default contact A contact with no special characteristics Private contact A contact that can only be viewed by the creator of the contact Example The contact data of a private acquaintance or family member Distribution list A list that contains the contact data of several contacts The distri bution list makes it possible to send an E Mail to several contacts simultaneously Example a distribution list with all team members Public contacts A contact in a public contact folder Example all members of your organization Shared contact A contact in a shared contact folder Each user can share their own contact folders with other users Example You share your contact folder containing your business contacts with your team If you create a contact you can select a contact type When displaying contacts the contact types are in dicated by icons You can combine particular contact types with each other You can for example create a distribution list with private contacts only The descriptions and instructions in the following chapters refer to contacts as well as distribution lists even if the t
230. opyright Open Xchange Inc 2012 Editing an appointment series Calendar module OX Oren xXCHanGce 5 8 4 Editing an appointment series When editing an appointment series you need to choose one of the following possibilities Changing the whole appointment series Changing an individual appointment in the appointment series You can make your selection in the Edit appointment pop up window How to edit a whole appointment series 1 Use one of the following methods described in 5 8 2 Editing appointments page 101 and 5 8 3 Editing appointments with drag amp drop page 102 The Edit appointment pop up window opens 2 In the Edit appointment pop up window click Series Result The changes are applied to the whole series Note If there is an exception to the appointment series the exception loses its changes and is re inte grated into the series How to edit an individual appointment from the series 1 Use one of the methods described in 5 8 2 Editing appointments page 101 and 5 8 3 Editing appoint ments with drag amp drop page 102 The Edit appointment pop up window opens 2 In the Edit appointment pop up window click Appointment Result An appointment exception is created The changes are only applied to the appointment exception Note If you edit the whole series afterwards the appointment exception loses its changes and is re in tegrated into the series Note If you use drag amp drop to move an ap
231. or an E Mail 1 2 3 4 5 In the folder tree select the E Mail folder to search Select the H Split V Split or List view To select one or more search criteria click the icon Ea on the left of the Search input field Enter the search term in the input field Click the Search icon amp Result The list view only displays the E Mail messages matching the search term How to display all E Mail messages in the current E Mail folder Click the Clear icon in the Search input field Es 38 Copyright Open Xchange Inc 2012 Collecting E Mail addresses E Mail module OX Oren xXCHanGce 3 6 2 Collecting E Mail addresses You can collect E Mail addresses by adding addresses to an address book The following possibilities exist New E Mail addresses can be automatically collected while sending or reading E Mails You can manually add E Mail addresses to an address book How to automatically collect new E Mail addresses when sending an E Mail In the E Mail settings activate Automatically collect contacts while sending E Mails Result New E Mail addresses are automatically saved as contacts in the Collected contacts folder when sending an E Mail with recipients that are not contained in an address book How to automatically collect new E Mail addresses when reading an E Mail In the E Mail settings activate Automatically collect contacts while reading E Mails Result New E Mail addresses are automatically saved
232. or select one or several appointments in the List view or in a calendar view 2 In the Flags panel tab click on any flag If using the compact panel click the panel entry Flags and then on an entry Result The selected appointments are marked with flags How to delete flags 1 Open an appointment that is marked with a flag in the Detail view or select appointments marked with flags in the List view or in a calendar view 2 Click Remove flag in the Flags panel tab If using the compact panel click the panel entry Flags gt Remove flag Result The flags are deleted 5 8 9 Exporting appointments You can export the appointments in a personal or public calendar folder The available file format is iCal Another possibility for exporting a personal calendar folder can be found in 8 4 2 Exporting appointments and tasks with WebDAV page 203 How to export the appointments in a folder 1 Right click on a personal or public calendar folder and select Export from the Extended subfolder 2 In the submenu select iCalendar 3 Depending on the browser you might be asked whether to open or save the file Select Save 4 Select a location Enter a file name 5 Click on Save Result The appointments in the calendar folder are exported to an iCal file You can process those ap pointments with other applications Copyright Open Xchange Inc 2012 107 OX Calendar module Deleting appointments orenxXCHace 5 8 10 D
233. or the E Mail messages in the spam folder If you select List view the contents of spam E Mail messages are not displayed You will only see a list of the spam E Mail messages in the overview window If you select H Split view or V Split view the contents of the spam E Mail messages will be dis played in the overview window Enable E Mail Hover Enables or disables the hovers for the E Mail module Automatically select first E Mail Defines whether the first E Mail in the list will be automatically selected when opening an E Mail folder The setting is true for the List H Split and V Split view Permanently remove deleted E Mail messages 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 It is recommended that you select the No option Notify on read acknowledgment Defines the groupware behaviour in case the sender of an E Mail wishes an acknowledgment of receipt If set to Yes you are asked during the reading of the E Mail whether you want to send an acknowl edgment of receipt or not If set to No you are not asked and no acknowledgment of receipt is sent Show sender imagen Defines whether the E Mail header contains a picture of the sender when displaying an E Mail The picture used is the picture saved in the sender s contact data Note Depending on the
234. ormation can be found in 8 2 12 Using the Setup Wizard page 192 How to send an E Mail with the publication URL 1 2 Select a publication in the overview window under Name Click the Send E Mail notification for this publication button Result The E Mail window opens The E Mail text contains the URL for accessing the publication 226 Copyright Open Xchange Inc 2012 Publishing data Options OX Oren xXCHanGce How to deactivate or activate a publication 1 In a folder s context menu click on Properties The overview window displays the folder properties 2 Switch to the Publications tab 3 In the overview window under Name deactivate or activate the checkbox next to a publication Tip You can also deactivate or activate a publication by using the overview page Information can be found in 8 7 5 Managing subscribed and published folders page 229 How to remove a publication 1 Right click on a folder and select Properties The folder properties are displayed in the overview window 2 Switch to the Publications tab 3 Select a publication under Name in the overview window 4 In the Publications panel section click Remove If using the compact panel click the panel entry Publications gt Remove 5 Click on Yes in the confirmation dialog Copyright Open Xchange Inc 2012 227 OX Options Publishing data orenxXCHace 8 7 4 1 Customizing the template The layout of the web page
235. ors The following colors are used Reserved blue Tentative yellow Absent on business red Free green Further information on availability can be found in 5 2 2 What should know about appointments The availability controls the groupware behavior in case you create a new appointment that overlaps time wise with an existing appointment For the Reserved Tentative and Absent on business availabilities a conflict message is shown For the Free availability no error message is displayed Further information on conflict handling can be found in 5 5 11 Resolving appointment conflicts How to set the availability view in the Appointment window 1 Select the Appointment tab 2 Select an option from the Display as drop down list 5 5 7 Marking an appointment as private A private appointment is an appointment that can not be viewed by other users when sharing your cal endar with other users You can mark an appointment as private if all of the following conditions are met Copyright Open Xchange Inc 2012 93 OX Calendar module Marking an appointment as private orenxXCHace You are the sole participant there are no other participants or resources for the appointment The appointment is created in a personal calendar folder How to mark an appointment as private in the Appointment window Open the Appointment tab Activate the Private appointment checkbox 94 Copyright Open Xchange Inc 20
236. ory specifies the color in which the appointment is displayed Click OK Result The categories are assigned to the appointment How to remove assigned categories 1 Right click on an appointment in the calendar team or list view 2 Select the Categories gt entry in the context menu A submenu opens 3 Use one of the following possibilities In order to remove all assigned categories click on Remove all categories in the submenu In order to remove specific assigned categories Copyright Open Xchange Inc 2012 105 OX Calendar module Marking appointments with cate gories orenxXCHace Click on All Categories in the submenu The Categories dialog window opens In the Name list field deactivate the checkboxes of the categories to be removed Click OK Result The categories are removed from the appointment 106 Copyright Open Xchange Inc 2012 Marking appointments with flags Calendar module OX Oren xXCHanGce 5 8 8 Marking appointments with flags Flags are colored labels for marking appointments You can decide upon the meaning of the individual colors The flags are displayed as follows In the List view in the last column In the Detail view on the right side next to the tabs In the Calendar views on the right side next to the appointment titles Note The color of a category has priority over the flag color How to mark appointments with flags 1 Open an appointment in the Detail view
237. p How to delete a group 1 Select a group in the left pane of the overview window 2 Click on Delete in the Groups panel tab If using the compact panel click the panel entry Groups gt Delete 3 Click on Yes in the Delete group pop up window Result The group is deleted How to leave the functions for managing groups Click another button in the title bar 8 2 11 2 Managing resources Resources can be created edited and deleted How to access the functions for managing resources 1 Click the Configuration icon in the title bar 2 Click on Administration in the folder tree 3 Click on Resourcesbelow Administration in the folder tree Result the functions for managing resources are displayed in the panel The existing resources are dis played in the left pane of the overview window the properties for the selected resource are displayed in the right pane How to create a new resource 1 Click on New in the Resources panel tab If using the compact panel click the panel entry Resources gt New 2 Enter the resource name in the right pane of the overview window 3 Enter the display name for the resource 4 Enter an E Mail address for the resource If the resource is booked an E mail notification is sent to this address 5 Enter a description for the resource 6 Click on the panel entry Save Result The new resource is displayed in the left pane of the overview window How to edit a r
238. pen attachment If using the compact panel click the panel entry Attachments gt Open attachment A system window opens It displays the software used for opening the attachment To open the attachment use the control elements in the system window To save the attachment In the Edit panel tab click Save as If using the compact panel click the panel entry Attach ments gt Save as A system window opens To save the attachment use the control elements in the system window To save the attachment to the infostore In the Edit panel tab click Save to infostore If using the compact panel click the panel entry Attachments gt Save to InfoStore The InfoStore item window opens The attachment s file name is entered as file name for the infostore item Information on creating infostore items can be found in 7 5 Creating an InfoStore item page 141 Tip You can also open or save an attachment by using the respective icons in the contact s hover 54 Copyright Open Xchange Inc 2012 Creating contacts Contacts module OX orenxXCHace 4 5 Creating contacts This section provides an overview of how to create a new contact Details can be found on the next page Note If you want to create a new contact in a public or shared contact folder you need to have the folder permission for creating objects How to create a new contact 1 In the New panel tab click the Contact icon If using the compact panel click the Contact
239. pointment of the series to another day you can only change the individual appointment from the series The Edit appointment pop up window shows the following message If you change the date of this appointment an appointment exception is created for the series Do you want to continue To create an appointment exception click Continue To cancel the action click Cancel Copyright Open Xchange Inc 2012 103 OX Calendar module Printing appointments orenxXCHace 5 8 5 Printing appointments The following possibilities exist for printing appointments Printing a list of appointments Printing an appointment s data Printing a calendar sheet with appointments How to print a list of appointments 1 Select the List view in the panel 2 Select a time range in the panel 3 Select the appointments to be printed 4 Inthe Edit panel tab click Print If using the compact panel click the Print panel icon A new window with the print preview and the Print system window will open 5 If required change the print settings in the system window 6 In the system window click Print Result The appointments list is printed How to print the data for an appointment 1 Open an appointment in the Detail view 2 In the Edit panel tab click Print If using the compact panel click the Print panel icon A new window with the print preview and the Print system window will open 3 If required change the print settings in th
240. ppointments with days counted from the end of the month The second last Sunday of a month for example If an appointments includes such information the appoint ment is not imported The groupware does not support alarm repetition Example Remind me four times If an appointment contains such information the information is ignored Copyright Open Xchange Inc 2012 195 OX Options Importing contacts in the vCard for mat orenxXCHance 8 3 2 3 Accomplishing an iCal import Note Make sure the file that is to be imported contains correct iCal data Note You can not import iCal data that you exported from within the groupware under your username How to import appointments or tasks in the iCal format 1 Click the Configuration icon in the title bar 2 Click on Import below Configuration in the folder tree The available options for the import are displayed in the overview window 3 Select the iCal file type Specify the data to be imported If you want to import appointments select Appointments in the drop down field If you want to import tasks select Tasks in the drop down field 4 Click on Folder Select the target folder for the import 5 Click on Browse Select the file to be imported Close the file selection dialog window 6 In order to complete the data import click on the panel entry Import Result The appointments or tasks are imported into the target folder Tip You can also import appointments or ta
241. r After a short delay a description of the icon is displayed as a tooltip 2 To hide the tooltip move the mouse How to display the user manual in the online help 1 Click the Help icon in the title bar 2 Click on Help in the pop up menu Result A new browser window opens It displays the user manual How to display the most recent error messages 1 Click the Help icon in the title bar 2 Click on Error messages in the drop down menu Result A window displays the most recent error messages and further details Depending on the server configuration you can send this information to a preset or any other recipient How to display the GUI and server versions installed 1 Click the Help icon in the title bar 2 Click the About entry in the drop down list Result A window displays the GUI and server versions installed Copyright Open Xchange Inc 2012 19 OX The Start page Working with the start page Oren XCHanGce 2 4 Working with the start page 2 4 1 Finding information The start page displays the following information If the side panel is visible the following information is displayed The Mini calendar displays the current date The current day is framed s Above the mini calendar the storage usage is displayed The E Mail module window displays the most recent unread E Mail messages The sender subject date and time of receipt are displayed The Calendar module window displays your c
242. races nsancedsontevadens iieddenandeddevanneaudesiavdd TE EEE EO 27 3 4 1 Displaying the list view ss 27 3 4 2 Displaying the H Split VIEW 3 cccc cssescccsaseeseensuecesaeuaeecsacuuesscaduaae scanned sctdenaa cheeses ceadueees 28 3 4 3 Displaying the V Split view ses 29 3 4 4 VIEWING th source data 5cccecsesscesenneccensnneeteansnacecasuesetideunsccenawauedeanunssecacunsedeacwunveds 29 3 45 Displaying NOVENS sis sccnasivsdedatsavanmauevsdedoessdeuatuaccaasenigawdaesdeunsshiatmaaderagaadeeseomiarsahddaees 29 Copyright Open Xchange Inc 2012 iii OX Open Xchange Server orenxXCHace 3 4 6 Opening or saving E Mail attachments eeeeeeeseececeneeceeeaaeeceeeaaeeceeeaaeeeeeeaaeeeeees 30 3 5 SEMGINE FMa ses einen cie aies annee dires cintre ie 32 3 5 1 Sending anew E Mallisfs ssn it cawedaalvas detente medal ianetoiebhiddeanet aaweens 32 3 5 1 1 Choose sender address smith island nenteatin 33 3 5 1 2 Sel ct TE CIPIONE wstiviicsdestunnees i ae i dune autel ded 33 3 5 1 3 Composing an E Mail text ss 34 3 5 1 4 Entering web page content us 35 3 5 1 5 Using further OptIONs sissssnssssiisitiesssnsesissessessnnesstin teessnbscseien esesness 35 3 5 16 Adding attachments 5er een e teen nee 35 3 5 2 R plying t0 F Master lames cote deniers on Mines 37 3 5 3 Forwardifg E Mails scsveesstscsadectaacassonguiag avant ana aan tient tenue tte 37 3 6 Managing E Mail messages
243. re entry 1 Select one or several InfoStore entries in the H Split or List view 2 In the Edit panel tab click Lock If using the compact panel click the panel icon Lock As soon as you have finished the modification you should unlock the entry How to unlock the entry 1 Select one or several locked InfoStore entries in the H Split or List view 2 In the Edit panel tab click Unlock If using the compact panel click the panelicon gt Tip You can also activate the Lock and Unlock functions in the context menu 7 6 2 2 Deleting a document You can delete the document from an InfoStore entry This deletes all document versions Further infor mation on working with document versions can be found in 7 6 2 3 Working with document versions page 146 Note This function does not delete any documents from your local disk How to delete the document from an InfoStore entry 1 Select an InfoStore entry in the H Split or List view 2 In the Edit panel tab click on Edit If using the compact panel click the panel entry Edit The InfoStore Item window opens 3 Click the Delete button The Remove file window opens 4 If you are sure you want to remove all file versions of the document from the InfoStore entry click Yes Result All file versions of the document are removed from the InfoStore entry The InfoStore entry re mains Copyright Open Xchange Inc 2012 145 OX InfoStore module Editing InfoStore entries O
244. redentials for the outgoing mail server You can change the die assignment of the E Mail folders 8 To check the settings click the Check connection button 9 Click the Save button Result The folder tree displays a new E Mail folder It has the name you set in step 2 Tip You can also set up additional E Mail accounts by using the setup wizard Instructions can be found in 8 2 12 Using the Setup Wizard page 192 How to edit the settings of an E Mail account 1 In the Account name section select an E Mail account 2 In the Account settings section change the settings 3 You can change E Mail folders by selecting other folders below Folder settings 4 Click the Save button How to delete an E Mail account 1 In the Account name section select an E Mail account 2 In the panel click Delete Copyright Open Xchange Inc 2012 175 OX Options Configuring the E Mail module orenxXCHace 8 2 5 4 E Mail filter E Mail filters help you organize incoming E Mail messages For example you can set up E Mail filters to trigger the following actions when receiving an E Mail The E Mail is moved to a specific E Mail folder The E Mail is forwarded to another E Mail address The E Mail is marked as read In order to use E Mail filters proceed as follows Create E Mail folders Create one or several rules Specify an order for the rules Set if subsequent rules are to be processed when a rule matches A rule
245. ree 3 Click on Groups below Administration in the folder tree Result The functions for managing groups are displayed in the panel The existing groups are displayed in the left pane of the overview window the properties for the selected group are displayed in the right pane How to create a new group 1 Click on New in the Groups panel tab If using the compact panel click the panel entry Groups gt New 2 Enter a group name in the right pane of the overview window 3 Enter the display name for the group 4 Click on the panel entry Save Result The new group is displayed in the left pane of the overview window It has no members yet How to add members to a group 1 Select a group in the left pane of the overview window 2 Click on Add in the Members panel tab If using the compact panel click the panel entry Members gt Add The Select participants dialog window opens 3 Add participants 4 Click on OK in the dialog window 5 Click on the panel entry Save How to remove members from a group 1 Select a group in the left pane of the overview window 2 Select a member of the group in the right pane of the overview window 3 Click on Remove in the Members panel tab If using the compact panel click the panel entry Members gt Remove 190 Copyright Open Xchange Inc 2012 Administration Options OX Oren xXCHance 4 Click on the panel entry Save Result The member is removed from the grou
246. ree classic 158 folder tree new 158 Panel compact 158 Panel with tabs 158 select folder tree 158 windows display as pop ups 158 236 Copyright Open Xchange Inc 2012 Index OX orenxXCHace windows display in the dock 158 Groupware 1 definition 1 5 elements 5 objects 5 Open Xchange groupware 2 Groupware definition 1 5 GUI definition 5 H Help 18 Hover InfoStore 139 start page edit items 20 Hovers 18 calendar and appointments 85 configuration 158 contacts 53 E Mails 29 start page 18 tasks 118 l iCal create appointment from iCal attachment 97 import 196 Import 193 appointments 193 contacts in csv format 196 contacts in vCard format 196 importing a CSV file 202 importing from an iCal file 196 MS Outlook CSV 200 MS Outlook CSV format 200 standard CSV format 197 198 supported data 193 tasks 193 InfoStore 133 configuration 188 create item 141 entry 134 folder 134 H split view 138 hover 139 list view 137 open document 139 save document 139 send entry 140 settings 188 sort 137 view entries 137 InfoStore entry 134 access with WebDAV 151 add document version 146 adding categories when creating 142 current document version 146 delete 150 delete document 145 delete document version 146 edit 144 flags 149 lock 144 move 147 print 147 search 144 unlock 144 WebDAV under Linux 151 WebDAV under Windows 7 152 WebD
247. ries Duration Start Date 23 03 2010 Ends never Example 3 An appointment that takes place every second Wednesday An appointment should take place every second Wednesday Start date is 24 03 2010 The last appoint ment is on 29 12 2010 In the Create new series dialog window set the following Recurrence Type Weekly Recurrence Settings Every 2 Week s on Wednesday Series Duration Start date 24 03 2010 Ends on 31 12 2010 Example 4 An appointment that takes place on the first Monday of a month An appointment should always take place on the first Monday of a month Start date is 01 03 2010 The appointment should take place 12 times In the Create new series dialog window set the following Recurrence Type Monthly Recurrence Settings on first Monday of every 1 month Series Duration Start date 01 03 2010 Ends after 12 appointments Example 5 An appointment that takes place every year on the last Friday of November An appointment that should take place every year on the last Friday in November Start date is 26 11 2010 In the Create new series dialog window set the following Recurrence Type Yearly Recurrence Settings on last Friday in November Series Duration Start date 26 11 2010 Ends never 5 5 5 Adding categories A category is a key word that can be used for structuring appointments There are 2 possibilities for adding categories Enter object related categories Select categories from a list
248. ription wanted Result A folder named after the subscription source is created The overview window displays the Subscriptions tab 4 Enter the data needed for the subscription source e g credentials URL If the source is using an ex isting account select an existing account or create a new by clicking the New account button Further information can be found in 8 7 3 1 Authorization with existing account page 225 5 Click on the panel entry Save Another Open Xchange Groupware user can invite you to subscribe his published InfoStore folder by sending you an invitation E Mail Above its E Mail header this invitation E Mail contain a note and the button Subscribe this publication How to subscribe InfoStore data using an invitation E Mail 1 Create a new InfoStore folder if needed 2 Display the invitation E Mail in the H Split or V Split view 3 Above the E Mail header click on the button Subscribe this publication 4 In the pop up window click an InfoStore folder You can only select folders where you have appropriate write permission to store your subscription data Result The data are subscribed to the folder Copyright Open Xchange Inc 2012 223 OX Options Subscribing to data orenxXCHace Privacy The data and any references contained in this webpage are shared with you under the assumption that the owner of the data was entitled to make them available to you Neither Open Xchange nor any of its subsi
249. rmission for the objects of this contact folder How to delete one or several contacts 1 Display a contact in the Detail view or select one or several contacts in the Cards or Phone list view 2 In the Edit panel tab click Delete If using the compact panel click the panel entry Delete The Delete contact window will open 3 If you are sure you want to delete the contacts click Yes Result The contacts are finally deleted Tip In the Cards or Phone list view you can also use the context menu or the lt del gt key for deleting contacts 66 Copyright Open Xchange Inc 2012 OX Oren xXCHanGce Chapter 5 Calendar module 5 1 Overview Use one of the following methods to open the Calendar module In the title bar click the Calendar icon On the start page click the title bar of the Calendar module window In the complete folder tree click the Calendar folder or another calendar folder Click on a calendar week or day in the MiniCalendar The Calendar module iG Expert mode 2 o E T Calendar 0 New Eo view Flags 2 3 rivate calendars q io F amp calendar Create new Edit Delete Change f Move j pointment confirmation Public calendars Fee conor Calendar 2 Today 7 4 Tradeshow Calendar 5 saup 7 S Monday 11 29 2010 Tuesday 11 30 2010 Wednesday 12 01 2010 Thursday 12 02 2010 Friday 12 03 2010 Shared calendars Urlaub 08 AM
250. rrent calendar folder are displayed Copyright Open Xchange Inc 2012 71 OX Calendar module How to browse the calendar orenxXCHace 5 3 3 How to browse the calendar The calendar overview window displays a specific time range a specific month for example To view another month you can use the following control elements for navigation the overview window control elements the MiniCalendar control elements 5 3 3 1 Navigating with the overview window control elements l Brian Connor Calendar 2 GToday 7 lt CW 48 2010 mj 3 Monday 11 29 2010 J meso 11 30 2010 ednesday 12 01 2010 ursday 12 02 2010 Friday 12 03 2010 08 a A Emonthty Sales Meeting Chicago Brian Connor Calendar 7 Todaya 7 November 2010 cw Monday Tuesday Wednesday Thursday Friday Sat Sun 1 2 a 4 S 6 4 44 01 30PM Salesmeetna 08 30 AM Worthy Sales Meen td 8 9 10 1 12 13 45 or 30PMSalesmesing No Element Function 1 Navigation arrows Depending on the time range set navigate back or forward one day one work week one week one month The view that was set Calendar Team or List remains 2 Today button The time range with the current date is displayed in the overview window and in the MiniCalendar The selected view Calendar Team or List remains 3 Date is displayed in the sin Displays the Day calendar view for the selected date gle day columns Precondition The Work week or Custom vie
251. rrently activated the following is displayed n the E Mail module only E Mail folders are displayed In the contacts calendar and tasks modules only personal shared and public folders of the type contacts calendar or tasks are displayed The folders are displayed in a flat hierarchy In the InfoStore module private public and shared InfoStore folders are displayed 16 Copyright Open Xchange Inc 2012 The overview window The Start page OX OPenNnXCHanN 2 2 8 The overview window The overview window of the start page contains several module windows displaying different entries The following module windows are displayed by default Module window E Mail Calendar Tasks InfoStore Functions Shows the current unread E Mail The sender subject date and time of the receipt are shown Displays your current appointments Shows appointments taking place today the next two days next week or later For each appoint ment the date time and description is displayed Displays your current tasks Shows tasks taking place today the next two days next week or later For each task the subject date and priority is displayed Displays your current InfoStore items Shows InfoStore items from your personal InfoStore folder public InfoStore folders and from shared InfoStore folders of other users Additionally you can display the following module windows Module window Contacts UWA modules
252. s OX Oren xXCHanGce Data fields in the contact dialog window Tab Additional Data field Phone 2 Fax Mobile IP phone E Mail Marital status Anniversary IM private Pager Comments Street other ZIP other City other State other Country other Phone other Fax other E Mail other Phone car TTY TDD Sales Volume TAX ID Commercial Register Branches Manager Assistant Telex Spouse s name Children Optional 1 20 Max chars 64 64 64 64 256 64 64 64 5680 256 64 64 64 64 64 64 256 64 64 64 128 64 64 64 64 64 64 64 64 CSV data field Telephone home 2 FAX home Cellular telephone 2 Telephone IP Email 2 Martial status Anniversary Instantmessenger 2 Telephone pager Note Street other Postal code other City other State other Country other Telephone other FAX other Email 3 Telephone car Telephone TTY TDD Sales volume Tax id Commercial register Branches Manager s name Assistant s name Telephone telex Spouse name Number of children Dynamic Field 1 20 Copyright Open Xchange Inc 2012 199 OX Options Importing contacts in the CSV format Oren xXCHanGce 8 3 4 3 How to create an MS Outlook CSV file To create a CSV file in MS Outlook that can be imported to the Groupware proceed as follows Select the menu item File Import Export In the dialog window Import Export Wizard choose the entry Export to file Clic
253. s phone list detail Flags Mark contacts with flags Social Publish contacts from a contact folder selected subscribe contacts from the contacts folders selected Further information can be found in 8 7 Publish amp Subscribe page 221 Copyright Open Xchange Inc 2012 The contacts overview window Contacts module OX Oren xXCHanGce 4 3 2 The contacts overview window The contacts overview window Phone list view 1 Bic folders Global address book 57 2 Name Dupont Jean Dzierwa Zuzanna Erik Andersson I Green Tom Hale Henry ec Hernandez Sharon pal Hopkins Leonard Company City Phone Mobile al f 3 IoammVoOmPrN E The contacts overview window contains the following elements No Element 1 Labelling 2 Content area 3 Quick filter bar Function Displays the name and path of the current contacts folder and the number of contacts in this folder Tip You can browse the folder tree by clicking the underlined parts of the path Displays the contacts Allows you to filter the displayed contacts via the first letter of the contacts last names Copyright Open Xchange Inc 2012 49 OX Contacts module Viewing contacts Oren XCHanGce 4 4 Viewing contacts To display contacts you have to do the following Select a contact folder in the folder tree Select a view in the panel The view defines how the contacts are displayed f need b
254. s and the resources booked for a specific date How to display the Team view 1 2 3 In the View panel tab click on Team If using the compact panel click the panel entry View gt Team In the View panel tab select a time range If using the compact panel click the panel entry Time range and then on an entry Add team members or select a team Instructions can be found below Result The Team view is displayed From top to bottom the Team view contains the following parts The date bar displays the time range set With the Quick config button you can activate the settings bar below the date bar With the control elements in the settings bar you can influence the display in the time range Mode specifies how detailed appointments are displayed Grid specifies the subdivision of the time grid and the display of times outside the working hours Zoom changes the display of the time range by zooming and scrolling 2 Show specifies which appointments are shown depending on the appointment s availability Below the date bar or the settings bar the time bar displays a subdivision displayed in days or hours depending on the time range selected Below the time bar the time grid displays the team member s appointments The time grid covers the time range preset in the panel 82 Copyright Open Xchange Inc 2012 Displaying the team view Calendar module OX Oren XCHanGce How to change the time grid view
255. s module under shared calendars in the calendar module under Shared tasks in the tasks module under All folders in the Userstore folder of the Infostore module 216 Copyright Open Xchange Inc 2012 Subscribing to E Mail folders Options OX orenxXCHace 8 6 4 Subscribing to E Mail folders In order to see E Mail folders shared by other users you have to subscribe those folders How to subscribe to shared E Mail folders 1 Right click on the Inbox folder or on any other personal E Mail folder in the folder tree 2 From the context menu select Subscribe folder The Subscribe folder pop up window opens 3 Open the User folder tree in the Subscribe folder pop up window Activate the checkbox for the folder that you want to subscribe 4 Click on OK Result The subscribed folder is displayed in the folder tree Copyright Open Xchange Inc 2012 217 OX Options Sharing folders Oren xXCHance 8 6 5 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 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 Inbox folder In order to grant other users access to yo
256. s module interface OX Oren xXCHance 4 3 The Contacts module interface 4 3 1 The Contacts panel The Contacts panel View Flags Social a K New New Distribution Edit Delete Contact List Send E Mail amp Move Sendas vCard jj Copy The Contacts panel contains the following functions in several panel tabs Panel tab Functions New Create new contacts or other objects Edit Create edit delete print send and manage contacts View Set the display of contacts address cards phone list and detail Flag Mark contacts with flags Social Publish contacts from the contacts folder selected subscribe con tacts from the contacts folders selected Further information can be found in 8 7 Publish amp Subscribe page 221 The Contacts panel setting Compact panel New amp Edit gj Delete SendE Mail amp Send as vCard amp mm Viewr Flags Social v The Contacts panel contains the following functions Panel entry Functions New Create new contact icon Create new objects Edit Edit a contact s data Delete Permanently delete contact Print icon Print the data for a contact or a list of contacts Send E Mail Send an E Mail to the selected contact Send as vCard attachment Move icon lt Send contact as an E Mail s vCard attachment Move contact to another folder Copy icon i Copy contact to another folder or to the same folder View Set the display of contacts address card
257. s window 1 Open the Tasks tab 2 Click the Categories button The Categories dialog window opens The Name list field contains all predefined categories 3 In the Name list field activate the checkboxes of the categories to be assigned to the task 122 Copyright Open Xchange Inc 2012 Adding categories Tasks module OX Oren xXCHanGce 4 Click on OK Result The categories are entered in the input field How to remove added categories in the Task window 1 2 3 4 Select the Task tab Click the Categories button The Categories dialog window opens In the Name list field deactivate the checkboxes of the categories to be removed Click on OK Result The categories are removed from the task Copyright Open Xchange Inc 2012 123 OX Tasks module Marking tasks as private OPen XxXcCHange 6 5 5 Marking tasks as private A private task is a task that is not visible to other participants if you share your tasks folder with other participants You can mark a task as private if all of the following conditions are met You are the sole participant in the task The task is created in a personal tasks folder How to mark a task as private in the Task window 1 Open the Task tab 2 Activate the Private task checkbox 6 5 6 Adding task details You can add details to a task for example costs duration and billing information How to add details to a task in the Task window
258. sent on business tentative free Serial appointments booked absent on business tentative free Copyright Open Xchange Inc 2012 83 OX Calendar module Displaying the team view orenxXCHace All day appointments booked absent on business tentative free How to add users groups or resources as a team member 1 6 Click Add in the Edit panel tab If using the compact panel click the panel entry Teams gt Add The Select Participants window will open To view a specific selection of users groups or resources enter a character string in the input field next to Search Then click the Search button Select one or several users groups or resources from the list Note Users groups and resources are marked with different icons Groups and resources are listed below the users To add the selection as participants click the Add button next to Participants To add the selection as resources click the Add button next to the Resource Note There are the following limitations Resources can not be added as participants Groups can not be added as resources If need be you can correct the selection of participants or resources Select individual entries in the Participants or Resources field Click the Delete button next to Participants or Resources To accept the selection click OK If you do not want to accept the selection click Cancel Result The selected users groups and resources are
259. sers and groups will get the same rights as for the parent folder If you create a new folder in the shared folder of an other user The user who shared the folder becomes the folder administrator and gets maximum permissions You as well as other users and groups will get the same rights as for the parent folder 214 Copyright Open Xchange Inc 2012 Where do find folders shared by Options other users OX Oren xXCHanGce 8 6 3 Where do find folders shared by other users The following description is for the Complete folder tree setting The following example shows where in the folder tree you can find the folders shared by other users The following applies The user Timo Meier shares the following personal folders for you 2 his calendar folder a his InfoStore folder 2 his personal Team E Mail folder The user Tom Green creates the new folder VacationCalendar in the Public folders folder He grants all users the permission to create items in this folder The user Jean Dupont creates the new folder Company in the InfoStore Public InfoStore folder He shares the folder MeetingMinutes in his personal InfoStore folder His personal InfoStore folder will not be shared Your folder tree shows the following entries Your username Your personal root folder It contains your personal folders E Mail Inbox user Timo Meier Team Shared E Mail folder of Timo Meier Tasks Calendar Contacts Public folders Global
260. server configuration this function might not be available Automatically collect contacts while sending E Mails Defines whether 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 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 Compose tab Insert the original E Mail text into a reply Specifies whether the original E Mail text is appended to an E Mail reply Append vcard Specifies whether your contact data will be attached to a new E Mail in the vCard format Enable auto completion of E Mail addresses Copyright Open Xchange Inc 2012 169 OX Options Configuring the E Mail module orenxXCHace Specifies whether E Mail addresses are suggested from the address books when entering an E Mail address 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 Attachment option the text is sent as an attachment to the new E Mail When Reply all Specifies the recipients of an E Mail reply when using Reply all Add sender and recipients to To Cc to Cc
261. settings A description of the settings can be found in later in this chapter In order to save the settings click on the panel entry Save How to leave the calendar settings Click another button in the title bar Note If you leave the settings window before having saved the Configuration changed pop up window opens If you want to save the settings click Yes If you do not want to save click No Copyright Open Xchange Inc 2012 181 OX Options Configuring the Calendar module orenxXCHace The following settings are available Instructions for changing the settings can be found above in 8 2 6 1 Calendar settings page 181 Interval in minutes Specifies the interval for dividing the time grid One line per interval is displayed in the calendar views Day Work week and Custom The default setting is 30 minutes Start of working time Defines the start of the working hours End of working time Defines the end of the working hours Show confirmation popup for new appointments Specifies whether in case of new appointments a window opens that allows you to set the confirmation status Enable calendar hovers Activates or deactivates the hovers for the calendar module Hide non working hours in the team view Specifies whether the daytimes outside the working hours are displayed in the team view View Specifies the default view of the calendar module A comprehensive description of the views can be fo
262. settings A description of the settings can be found further below in this chapter To save the settings click on the panel entry Save Result The settings are saved How to leave the start page settings Click another button in the title bar Note When leaving the settings without having saved a pop up window opens Configuration changed If you want to save the settings click on Yes If you do not want to save click No The following settings are available E Mail Defines the maximum number of unread E Mail messages displayed in the E Mail module window The Hide options hides the module window Later appointments Defines the maximum number of later appointments displayed in the Calendar module window Ap pointments taking place in the current or following week are always displayed The Hide module window option hides the module window Contacts Defines whether the contacts module window is displayed on the start page Later tasks Defines the maximum number of later tasks displayed in the tasks module window Tasks taking place in the current or following week are always displayed The Hide module window option hides the module window InfoStore Defines the maximum number of new InfoStore entries displayed in the InfoStore module window The Hide module window option hides the module window Enable start page hovers Enables or disables the start page hovers Copyright Open Xchange Inc 2012 165 OX
263. sion 1 Open the InfoStore entry in the H Split view Switch to the Overview tab 2 Click on the document name next to Document A system window opens It shows the software used for opening the document Note The design of the system window can vary depending on the browser 3 Decide on an action If you want to open the document select Open with Note In order to open the document you might need to install additional software In order to save the document outside of the groupware select Save to disk 4 In the system window click OK Tip Alternatively you can use one of the following methods Use the respective icons in the hover of the InfoStore entry In a list view click the icon U In a list view double click on an infostore entry 7 4 5 Sending an InfoStore entry In order to send an InfoStore entry to other users choose from one of the following possibilities If the InfoStore entry contains a document you can send the document as an E Mail attachment to any E Mail address You can send the InfoStore entry as a link to internal groupware users How to send the document of an InfoStore entry as an E Mail attachment 1 Open the InfoStore entry in the H Split view 2 In the Edit panel tab click Send as attachment If using the compact panel click the panel entry Send gt Send as attachment Result The E Mail window opens The current version of the document is entered as an E Mail attachment How to
264. sks by right clicking on a calendar or task folder and selecting Import from the Extended submenu 8 3 3 Importing contacts in the vCard format Note Make sure the file that is to be imported contains correct vCard data Note For each contact only one private address and one business address will be imported If the im ported vCard file contains additional private and business addresses those addresses are being ignored when importing How to import contacts in the vCard format 1 Click the Configuration amp icon in the title bar 2 Click on Import below the entry Configuration in the folder tree The settings available for the import are displayed in the overview window Select the file type vCard Click on Folder Select the target folder for the import Click on Browse Select the file to be imported Close the file selection dialog window De ee In order to complete the data import click on the panel entry Import Result The contacts are imported into the target folder Tip You can also import contacts by right clicking on a contact folder and selecting Import from the Extended submenu 8 3 4 Importing contacts in the CSV format The following CSV files are supported Standard CSV files with comma separated values CSV files from Microsoft Outlook 196 Copyright Open Xchange Inc 2012 Importing contacts in the CSV format Options OX Oren xXCHanGce 8 3 4 1 What is the structure of a standar
265. ss click Save in the panel Result The folder is shared It will be marked with the shared folder icon in the folder tree 218 Copyright Open Xchange Inc 2012 Sharing folders Options OX Oren xXCHanGce How to change the rights for a folder for individual users 1 Right click on the folder and select Properties The groupware switches to the options module The folder properties are displayed in the overview window Switch to the Permissions tab The users and rights are displayed Select a user 4 In order to set new permissions use the panel Examples for practical settings can be found in 8 6 6 5 Which permission settings are practical page 220 Note You can not change the admin permission of a personal folder In order to finish the process click Save in the panel Result The user permissions are changed How to remove user rights for a folder for individual users 1 5 Right click on the folder and select Properties The groupware switches to the options module The folder properties are displayed in the overview window Switch to the Permissions tab The users and their permissions are displayed Select a user Click on Remove user in the Save panel tab If using the compact panel click the panel entry Save gt Remove user In order to finish the process click Save in the panel Note In order to be able to remove the permissions for a folder for individual users
266. st view 3 Drag one or several E Mail messages from the List view in the overview window to the Inbox folder or to any other E Mail folder in the folder tree Result The deleted E Mail messages are recovered How to permanently delete one or several E Mail messages Warning Permanently deleted E Mail messages are lost for ever Prior to permanently deleting E Mail messages make sure you no longer need those E Mail messages 1 Select the Trash in the folder tree The E Mail messages in the Trash are displayed in the overview window 2 Select one or several E Mail messages in the H Split V Split or List view Copyright Open Xchange Inc 2012 43 OX E Mail module Deleting E Mail messages Oren xXCHanGce 3 In the Edit panel tab click Delete If using the compact panel click the panel entry Delete The Delete E Mails dialog window opens 4 Choose an action To permanently delete the E Mail messages click Yes Otherwise click No 44 Copyright Open Xchange Inc 2012 OX Oren xXCHanGce Chapter 4 Contacts module 4 1 Overview To open the Contacts module use one of the following methods Click the Contacts icon in the title bar Click the Contacts folder or another contact folder in the complete folder tree The Contacts module 2 Contacts O Expert mode Ch 4 New Eo Send View Flags 2 3 riivate contacts q amp EF E fm Useastemplate gm Copy Conta
267. t Tip You can move the horizontal separator between the upper and lower part In case the E Mail is not a plain text E Mail but an HTML formatted E Mail the display depends on whether displaying HTML formatted messages is allowed loading externally linked graphics is allowed Those settings cause the following f displaying HTML formatted messages is allowed while loading externally linked graphics is not allowed the H Split view shows the following The E Mail content is HTML formatted but does not show any graphics Below the header the following text is displayed Pre loading of externally linked images has been blocked to protect your privacy If you are sure that the E Mail comes from a trustworthy source you can load graphics by clicking the Load graphics button f displaying HTML formatted messages is not allowed the H Split view displays the following The E Mail content is displayed as plain text without formatting and graphics 2 Below the overview window you can find the complete HTML E Mail as an E Mail attachment In formation on how to open or save E Mail attachments can be found in 3 4 6 Opening or saving E Mail attachments page 30 f displaying HTML formatted messages and loading externally linked graphics is allowed the H Split view displays the E Mail with formatting and integrated graphics Warning You should not allow the loading of externally linked graphics as this is a security r
268. t Open Xchange Inc 2012 The tasks overview window Tasks module OX Oren xXCHanGce 6 3 2 The tasks overview window The tasks overview window List view 1 Ein Connor Tasks 4 Subject E M 2 planning M Sa M oe WLAN nstalationcosts y U Agenda for Sales Meetings 2 Dverview Participants 0 Attachments 0 Subject Agenda for Sales Meetings Due date Starts on 11 15 2010 due on 11 23 2010 Status Not started Priority Principal Tom Green Categories Details Discuss competition The tasks overview window contains the following elements No Element 1 Labelling 2 Content area J Priority ool oo oof a00 aoa done Competition Function Start date 32 44 2007 12 44 2007 11 15 2010 0 Due date 0245 2007 11 23 2010 finished 100 100 100 0 Displays the name and path of the current tasks folder and the number of tasks in this folder Tip You can browse the folder tree by clicking the underlined parts of the path Displays the tasks Copyright Open Xchange Inc 2012 115 OX Tasks module Viewing tasks Oren XxXcCHange 6 4 Viewing tasks In order to display tasks you have to do the following Select a tasks folder Select a view The view defines the display of the tasks in the content area 6 4 1 Displaying the List view The List view displays the tasks in the form of a table How to display
269. t Open Xchange Inc 2012 211 OX Options Permission management Oren xXCHanGce 8 6 Permission management 8 6 1 What do have to know about permissions Permissions define what a user can do with a particular folder The following rules apply Permissions are assigned to folders and not to single objects within folders For each folder there is at least one user who is the folder administrator The folder administrator can 2 give other users permissions for the folder 2 rename move and delete the folder There is a permission hierarchy The permission that is higher in the ranking comprises the permissions that are lower in the ranking If a user belongs to several groups with different rights for a folder the user will always get the per mission highest in the ranking The following overview always lists the permission highest in the ranking on the bottom The following permissions exist Folder admin Defines whether a user is the folder administrator 2 No The user is not the administrator 2 Yes The user is the administrator Folder rights Defines what a user can do with the folder 2 No folder rights The user has no rights for the folder o Visible folder The user can see the folder Create objects The user can create objects in the folder 2 Create subfolder The user can create subfolders in the folder 2o Maximum The user can create subfolders in the folder Read rights They define which folder obje
270. t Open Xchange Inc 2012 73 OX Calendar module Viewing the calendar and appoint ments orenxXCHace 5 4 Viewing the calendar and appointments Depending on the calendar folder type the following appointments are displayed when selecting a calendar folder When selecting a public or shared calendar only the appointments in this calendar are displayed When selecting a personal calendar you can set the appointment display The appointment display defines whether only the appointments in this calendar are displayed or all appointments from all personal public or shared calendars are displayed In order to display calendars and appointments do the following Select a calendar and the appointment display Select a calendar view The calendar view defines the display of the calendars and appointments in the content area The following calendar views are available o Calendar view o Team view o List view o Detail view 5 4 1 Selecting calendar and appointment view Select a calendar folder by clicking on a calendar folder in the folder tree The appointment display allows you to define whether only your appointments are displayed in the selected calendar or your appointments from other calendars are displayed as well How to view all of your appointments in all calendars 1 Click a personal calendar folder in the folder tree 2 Activate the Show all my appointments from all calendars checkbox How to only displa
271. tachment The hover for a distribution list displays the following information The General tab It contains The distribution list icon The name of the distribution list 2 An icon for sending an E Mail to all members of the distribution list 2 The flag assigned to the distribution list o All E Mail addresses of the distribution list The Additional tab It contains 2 The surnames and first names of the distribution list members The E Mail addresses of the distribution list members When clicking an E Mail address the window for composing an E Mail will open The Attachments tab The numbers in brackets indicate the number of attachments If the distribution list contains attachments the following elements are displayed for each attachment 2 The attachment s file name file size and type Icons for opening and saving the attachment Copyright Open Xchange Inc 2012 53 OX Contacts module Opening or saving attachments Oren xXCHanGce 4 4 6 Opening or saving attachments You can do the following Open attachment Note To open an attachment you might need additional software Save the attachment outside the groupware Save the attachment in the InfoStore How to open or save a contact s attachment 1 Display the contact in the Detail view 2 Select the Attachments tab 3 4 Decide on an action Select the attachment To open the attachment In the Edit panel tab click O
272. task notification To inform external participants about a task you can see that all participants will be notified about the task by E Mail How to notify all participants by E Mail in the Task window 1 Open the Task tab 2 Activate the Notify all participants by E Mail checkbox 6 5 8 Adding attachments How to add attachments in the Task window 1 2 A uu kb W In the panel click Add attachment The Select attachments dialog window opens In the Select attachments dialog window click Browse Select the file to be added as an attachment Close the file selection dialog window In the Select attachments dialog window click Add The file is entered in the list field If you want to add further attachments repeat steps 3 4 If you want to remove an attachment select the attachment in the list field then click Remove In the Select attachments dialog window click OK Result The attachments are added to the task Copyright Open Xchange Inc 2012 125 OX Tasks module Replying to a task invitation orenxXCHace 6 6 Replying to a task invitation If a groupware user adds you as a participant to a task you will be notified about the task in the Select confirmation pop up window In the pop up window you can confirm the task invitation Depending on your confirmation the respective status is displayed in the task s H split view 6 6 1 Confirming a task As long as you do not confirm the task your st
273. te finished rag 4 C Prepare Presentation 0 11 16 2010 11 30 2010 5 mi Agenda for Sales Meetings o 11 15 2010 11 23 2010 0 w Public tasks D Budget planning 2011 a 11 08 2010 11 18 2010 25 M QueteferWLAN nstallationcests oo 1423 2009 05 04 2019 100 B Team tasks vee Lennon The module contains the following elements PCR OS EP RE EE EE EE CAC RER CREER TEEN a N Element Function 1 Search input field Search for tasks using the task description 2 Panel to 6 3 1 The tasks panel page 113 3 Folder tree of the tasks folders page 113 4 Overview window 6 3 2 The tasks overview window page 115 Contains the functions available in the Tasks module please refer Shows the tasks folders please refer to 6 2 3 What is the purpose Shows the contents of the selected tasks folder please refer to Copyright Open Xchange Inc 2012 111 OX Tasks module What you should know Oren xXCHance 6 2 What you should know 6 2 1 What is the purpose of the Tasks module In the Tasks module you can display tasks create tasks and manage tasks e g search move and edit 6 2 2 What should I know about tasks To appropriately work with tasks you should know what types of tasks exist There are the following types of tasks Task type Characteristics Standard task A task that has not been assigned any particular characteristics Private Task A task that can only be viewed
274. the Open Xchange Server removes the participants without notifying you Copyright Open Xchange Inc 2012 109 OX Calendar module Synchronizing appointments with CalDAV orenxXCHace How to access your calendar in Thunderbird 1 Ay Pw 8 Check the following requirements Thunderbird has network access The Open Xchange Server is accessible Right click on a calendar folder in the Open Xchange Groupware Select Properties Note the value of CalDAV URL or copy it to the clipboard In the Thunderbird menu bar click on Appointments and Tasks gt Calendar In the menu bar click on File gt New gt Calendar The Create new calendar widnow opens Select In the netzwork Click on Next Select the format CalDAV As Address use the value requested in step 2 In order to have access to the appointments without Internet connection activate Cache Click on Next In Name enter a name for the calendar folder You can select a color for the calendar Set whether appointment reminders should be displayed Select an E Mail address Click on Next If you are asked for crendentials use the username and the password for the Open Xchange Server Result After a short while the calendar folder will be synchronized In order to synchronize further calendar folders repeat the steps for each calendar folder 110 Copyright Open Xchange Inc 2012 OX Oren xXCHanGce Chapter 6 Tasks module 6 1 Overview To ope
275. the Distribution list window 1 2 Select an entry from the list In the panel click Delete Result The entry is deleted from the distribution list Copyright Open Xchange Inc 2012 59 OX Contacts module Managing contacts OPen XxXcCHange 4 7 Managing contacts Those instructions are also valid for distribution lists Exceptions are mentioned 4 7 1 Searching for contacts You can find contacts in the current contacts folder via a search term The search term defines the character string to be searched for If suitable the search term can include the character as wildcard for any character The search criteria defines which contact data are to be searched for the search term The following contact data can be used as search term First name surname displayed name E Mail E Mail private E Mail other Company department Location Street Tags Example Your contact folder contains the following contacts Laurie Jacoby Aaron Jameson George Merryweather Harry Mosley Use Last name as the search criteria The search terms will find the following contacts j will find Laurie Jacoby and Aaron Jameson jam will find Aaron Jameson y or y will find Laurie Jacoby George Merryweather Harry Mosley yw will find George Merryweather ye or y will not find anything How to search for a contact Select a contact folder for the search in the folder tree Select the
276. the InfoStore If the attachment ends in vcs vCard you can save it as a contact Information on how to do so can be found in 4 5 5 Creating a contact from a vCard attachment page 57 If the attachment ends in ics iCal you can save it as an appointment Information on how to do so can be found in 5 5 10 Creating appointments from iCal attachments page 97 Note If the attachment exceeds a particular size it will be saved in the InfoStore The E Mail then contains a link to the InfoStore item Information on how to open InfoStore items can be found in 7 4 4 Opening or saving the current document version page 139 How to open or save an E Mail attachment 1 Open the E Mail in the H Split or V Split view 2 Select an E Mail attachment in the content area below 3 Specify what you want to do If you want to open the E Mail attachment In the Attachment panel tab click on Open If using the compact panel click on Open in the attachment s context menu A system window opens It displays the software used for opening the attachment Use the control elements in the system window to open the attachment If you want to save the E Mail attachment In the Attachment panel tab click on Save as If using the compact panel click on Save as in the attachment s context menu A system window opens Use the control elements in the system window to save the attachment If you want to save the E Mail attachment to the InfoStore
277. the Task window 1 Open the Task tab 2 Use one of the following methods to set a date for the task reminder Enter a valid date in the input field next to Remind me Click the calendar icon next to Remind me A calendar opens where you can pick a date 3 Use one of the following methods to set a time for the task reminder Enter a valid time in the input field next to the reminder date Select a time from the drop down menu next to the reminder date As soon as the end of the selected period is reached the Reminder window opens There are several possibilities for replying to this task reminder How to reply to a task reminder If you want to be reminded again select a time interval from the drop down menu in the lower left part of the window Click Remind me again When the end of the selected interval is reached you will be reminded again If you do not want to be reminded again click OK Copyright Open Xchange Inc 2012 121 OX Tasks module Creating a serial task OPen XxXcCHange 6 5 3 Creating a serial task A serial task is a task that is repeated several times When creating a serial task you have to set the fol lowing The time interval for the serial task This defines the time interval between the individual tasks of the serial task The time range of the serial task This defines the start and end of the serial task How to create a serial task in the Task window 1 Open the Task tab 2 Click the
278. the attachment The Other tab It contains The folder the appointment is saved to s The categories added to the appointment The name of the person who created or modified the appointment 5 4 7 Opening or saving attachments You can do the following Open the attachment Note To open an attachment extra software might be required Save the attachment outside of the groupware Save the attachment in the InfoStore How to open or save an appointment s attachments 1 Display the appointment in the Detail view 2 Select the Attachments tab 3 4 Decide on an action Select the attachment To open the attachment In the Edit panel tab click Open attachment If using the compact panel click the panel entry Attachments gt Open attachment A system window opens It displays the software used for opening the attachment To open the attachment use the control elements in the system window To save the attachment In the Edit panel tab click Save as If using the compact panel click the panel entry Attach ments gt Save as A system window opens To save the attachment use the control elements in the system window To save the attachment to the infostore In the Edit panel tab click Save to infostore If using the compact panel click the panel entry Attachments gt Save to InfoStore gt The InfoStore item window opens The attachment s file name is entered as the file name for the infostore item In
279. the panel The E Mail window will open Select a sender address Please refer to 3 5 1 1 Choose sender address page 33 Select one or more recipients Please refer to 3 5 1 2 Select a recipient page 33 Enter a subject U BF W N Compose the E Mail text Please refer to 3 5 1 3 Composing an E Mail text page 34 and 3 5 1 4 En tering web page content page 35 6 Use additional options if needed Add attachments Attach your vCard Enter a specific sender Set the priority Request a delivery receipt Details can be found in 3 5 1 5 Using further options page 35 7 Click on Send in the panel The window will close Note If you have not entered a subject the Send pop up window will open Perform one of the fol lowing actions To send the E Mail with a subject enter the subject Click OK If you do not want to enter a subject the text No subject is entered in the subject field To cancel the send process click Cancel The pop up window will close Result The E Mail is sent A copy of the E Mail is saved in the Sent E Mails folder If you want to cancel the action click Cancel in the panel Tip You can also send a new E Mail by clicking on Compose E Mail in the Edit panel tab Tip You can also access the New E Mail function in the panel in other modules In the H Split or V Split view you can send a new E Mail by clicking the sender in the E Mail header Tip In the contacts module you can send an E M
280. tivate a rule Change the sort order of the rules Edita rule Delete a rule Copyright Open Xchange Inc 2012 177 OX Options Configuring the E Mail module orenxXCHance How to create a new rule 1 In the Mail filter panel tab click New If using the compact panel click the panel entry New 2 Enter a name in the Name input field in the Rule Details pane 3 In order to add a condition click the Add condition button Define the condition Details can be found later in this chapter If you want to add a further condition click the Add condition button again If you want to remove a condition click the Delete button next to the condition 4 If you set several conditions use the drop down list For an incoming message that matches to define how the conditions interact to fulfill the rule If any condition is to be met select Any If all conditions are to be met select All 5 In order to specify the action to be executed if the rule is met click the Add action button Details can be found later in this chapter If you want to add an additional action click the Add action button again If you want to remove an action click the Delete button next to the action 6 The Process subsequent rules even when this rule matches checkbox lets you specify whether subsequent rules are to be processed if the rule is met If subsequent rules are to be processed activate the checkbox If subsequent rules are not to be processed
281. tle bar The following settings are available Vacation notice is active activates or deactivates the automatic vacation notice Subject contains the subject of the vacation notice Text contains the text of the vacation notice Number of days between vacation notices to the same sender Specifies an interval for sending a vacation notice if there are several E Mails from the same sender E Mail addresses Specifies the E mail address to be used as the sender address for the vacation notice First day Defines the first day a vacation notice is sent Enter the first day of your absence here Last day Defines the last day a vacation notice is sent Enter the last day of your absence here Note The input fields First day and Last Day might not be displayed if your E Mail server does not support these settings due to some reasons In such a case please contact your administrator or hoster 180 Copyright Open Xchange Inc 2012 Configuring the Calendar module Options OX Oren xXCHance 8 2 6 Configuring the Calendar module The calendar configuration includes calendar settings teams 8 2 6 1 Calendar settings How to configure the calendar settings 1 2 3 5 Click the Configuration icon in the title bar Open the Calendar entry in the folder tree Click on Preferences below Calendar in the folder tree The possible options are displayed in the overview window Choose the appropriate
282. to add a signature you need to have created one in the E Mail settings Data loss warning A data loss warning indicates an action that irrevocably deletes data as soon as the action was executed A data loss warning is introduced with the word Warning Example Warning Permanently deleted E mail is irrevocably lost Prior to permanently deleting E mail make sure you no longer need that E mail message Copyright Open Xchange Inc 2012 7 Copyright Open Xchange Inc 2012 OX Oren xXCHanGce Chapter 2 The Start page 2 1 What you should know When you have logged in to the server the groupware start page is displayed The start page is the launch pad for working with the groupware On the start page you can view items like new E Mail current appointments tasks and InfoStore entries create new items edit existing items open another module Some of the elements and functions described in this chapter are also available in other modules Those elements and functions are Side bar Title bar Dock Folder tree Mini calendar Help pages and tools Some configuration functions Logging out from the server 2 2 The start page interface 2 2 1 Logging in logging out To work with the groupware you have to log in to the server To be able to do so you need to know the server address your username and your password This information is provided by your administrator or host
283. to structure calendars and appointments An appointment is always created in a particular calendar folder Each calendar folder in the folder tree represents a particular calendar Select a calendar by clicking a calendar folder in the folder tree A calendar folder in the folder tree can be identified by the icon El The following types of calendar folders are available Personal calendar folders These calendar folders are located in the folder tree below your root folder The personal standard calendar folder is called Calendar You can create additional personal calendar folders Public calendar folders These calendar folders are located in the folder tree below the Public folders folder Each user can create public folders and share them with other users Shared calendar folders These calendar folders are located in the folder tree below the Shared folders folder A user can share personal calendar folders with other users Information on folder management can be found in 8 5 Folder Management page 204 and information on sharing folders can be found in 8 6 Permission management page 212 Copyright Open Xchange Inc 2012 69 OX Calendar module The calendar module interface orenxXCHace 5 3 The calendar module interface 5 3 1 The calendar panel The Calendar panel Edit MEURT EEE fo 7 amp S le Edit Delete Confirmation Print Move New Appointment The calendar module conta
284. tom of the groupware The dock displays a tab for each open window The parent groupware window has the title Main window The following actions are possible with the dock You can switch between the open windows by clicking on a tab You can close a window by clicking the Cancel icon E on the right side of a tab This closes the window and the action is cancelled Note You can not close the groupware window from within the dock Copyright Open Xchange Inc 2012 13 OX The Start page The start page panel Oren xXCHanGce 2 2 6 The start page panel The start page panel Collapsed 1 2 Expanded 1 2 New io ra a E FA Microsoft Outlook New New distribution New New Mobile phone E Mail appointment contact list task Infoitem Ma Panel tab icon Function 1 New Create new objects Install the OXtender for Microsoft Outlook configure mobile phones 2 Collapse icon Expand or collapse the panel The start page panel Compact panel setting 1 2 amp New Synchronization No Panel section icon Function 1 New Create new E Mail create new objects 2 Synchronization Install the OXtender for Microsoft Outlook configure mobile phone Copyright Open Xchange Inc 2012 The folder tree The Start page OX Oren xXCHanGce 2 2 7 The folder tree You can use different views for the folder structure of the groupware objects by selecting a specific folder tree Complete folder
285. tree This folder tree displays the folders of all groupware objects Module specific folder view This folder view only shows module specific folders Note The folder tree is only visible if the side bar is activated 2 2 7 1 The complete folder tree The complete folder tree shows a folder structure of the groupware objects How to select the complete folder tree In the title bar activate the Expert mode checkbox At the topmost level the complete folder tree contains the following folders Your personal folders for E Mails contacts appointments and tasks Other users can not see your personal folders unless you share them with other users Depending on the folder tree used the personal folder view varies a When having set the Classic folder tree your personal folders are shown below the personal root folder The personal root folder is named after your user name a When having set the New folder tree your personal folders are shown at the same level as the other folders Information on how to select a folder tree can be found in 8 2 2 General configuration Information on further differences between the folder trees can be found in 8 5 Folder Management The Public folders folder In this folder all users can create subfolders for saving and sharing data like contacts appointments or tasks The Shared folders folder In this folder you can view all the personal folders shared by other users The InfoStore fol
286. ule Expert mode checkbox Activates or deactivates the complete folder tree 2 Helpicon Opens the online help the most recent error messages and information about the groupware version number 3 Refresh icon e Click this button to retrieve new objects from the server Ob jects are automatically refreshed in frequent intervals regardless of clicking this button An animated icon on the button displays this process 4 Logout button To finish working with the groupware click this button 2 2 5 The dock LE SE CN LLL LALLA EPL AL ALLL AAA AAT re an re ee ae x Wichtige Website Timo Meier 1 Engineering_concepts doc Timo Meier 1 07 2011 Calendar Thursday Telefon Script Frank Me 9 18 200 2 17 2011 00 AM Management Update Anfahrt zur Ferienwohnung in Renesse Frank Meye 19 18 2007 Later All folders 2011 00AM Management Update heard tmpl Timo Meier 12 21 2010 11 JAM Monthly Sales Meeting contacts_hcard_censored tmpl Timo Meier 1 01C Standard Infostore Template Timo Meier 10 27 2010 New E Mail In the general settings Windows are displayed as you can define whether the windows for creating or editing items are embedded in the dock or displayed as pop up windows When creating a new object or editing an existing object with the setting Embedded windows the fol lowing happens A window opens where you can enter the data for the new object or modify the data of the existing object The dock will be visible at the bot
287. und in 5 4 Viewing the calendar and appointments page 74 Time range for the calendar view Specifies the default time range of the calendar view Time range for the team view Specifies the default time range of the team view Time range for the list view Specifies the default time range of the list view When switching to another view Specifies the time range when selecting another view The option set the last used time range of the new view sets the time range that was last used in the previous view When initially switching to the new view the default time range of this view is set The option keep the current time range the currently used time range is kept Default time for reminder Defines the pre set time interval for the appointment reminder Number of concurrent appointments shown in day view Defines the number of concurrent appointments displayed in the day view Number of days in work week Defines the number of days in a work week Work week starts on Defines the day a work week should start on Number of concurrent appointments shown in workweek view Sets the number of concurrent appointments displayed side by side in the work week view Number of days in custom view Sets the number of days displayed in the custom view Number of concurrent appointments shown in custom view Sets the number of concurrent appointments displayed side by side in the custom view E Mail notification for New Changed
288. ur E Mail messages share an E Mail folder that is located below your Inbox folder This E Mail folder has to be subscribed to by other users then see 8 6 4 Subscribing to E Mail folders page 217 You have the exclusive rights for your personal calendar contacts and tasks folders You can not grant administrator rights for these folders to other users Examples for practical settings can be found in 8 6 6 Which permission settings are practical page 220 How to share a folder 1 Right click on the folder and select Properties The groupware switches to the Options module The folder properties are displayed in the overview window 2 Switch to the Permissions tab 3 Click on Save in the Add user panel tab If using the compact panel click the panel entry Save gt Add user The Select user window opens 4 Select one or more users or user groups from the list 5 In order to add the user or user group selection click the Add button next to Users 6 In order to accept the selection click on OK The users are added to the list of users They will get preset rights 7 Select a newly added user 8 In order to set the permissions use the panel Examples for practical settings can be found in 8 6 6 9 Which permission settings are practical page 220 Note You can not change the admin permission of a personal folder If need be repeat the steps 3 8 to add further users 10 In order to finish the proce
289. urrent appointments It displays appointments taking place today in the following two days next week or later For each appointment the date time and a description is displayed The Tasks module window displays upcoming tasks It displays tasks taking place today in the following two days next week or later For each task the subject date and the priority is displayed The InfoStore module window displays the most recent InfoStore items It displays InfoStore items from your personal InfoStore from public InfoStore folders and from InfoStore folders shared by other users 2 4 2 Creating new objects On the start page you can create new objects like contacts appointments tasks InfoStore items or send new E Mail without having to switch to the respective module How to create a new object Click on an icon in the New panel tab A window for entering the data for the new object opens Further information about creating objects can be found in the descriptions for the individual modules 2 4 3 Editing items You can edit items like E Mails contacts appointments tasks or InfoStore entries on the start page without switching to the respective module To do so use the respective icons in the start page hover The following functions are available Item Functions E Mail Reply reply all forward delete Appointment Edit delete Task Edit delete InfoStore entry Edit delete How to edit an item 1 In the overview
290. urs if the following conditions occur The availability of an existing appointment is not set to Free You create a new appointment and do not set its availability to Free The new appointment overlaps with an already existing appointment As soon as you click the Save icon in the panel of the Appointment window the Conflicts detected window opens It shows the conflicts between the existing appointments and the new appointment You have to react to the conflict message How to react to the conflict message If you want to solve the conflict by changing the appointment date click on Cancel Change the ap pointment date If you want to create the new appointment despite the appointment conflict click Ignore Copyright Open Xchange Inc 2012 97 x Calendar module Answering appointment invitations Oren xXCHanGce 5 6 Answering appointment invitations If another user adds you as a participant to an appointment you will be notified about the appointment in the Select confirmation pop up window In the pop up window you can confirm the appointment invitation The calendar view shows whether you accepted declined or have not yet answered an appointment in vitation Information on displaying appointments in the calendar view can be found in 5 4 2 6 How are appointments displayed page 78 5 6 1 Accept appointment As long as you do not accept the appointment your status remains set to Waiting You can change this beh
291. w is se lected in the panel 4 Calendar week number Displays the Week calendar view for the selected week Precondition The Month calendar view is selected in the panel 72 Copyright Open Xchange Inc 2012 How to browse the calendar Calendar module OX Oren xXCHanGce 5 3 3 2 Navigating with the MiniCalendar control elements a oe ce 2010 I Ag m rwr F s s 5A 123 4 s 6 7 89 10 11 12 16 17 18 19 20 21 22 23 24 25 26 38 2 bJ 27 28 29 30 1 Nb Element Function 1 Navigation elements for the Clicking the month name opens a drop down list for selecting a month month Clicking the navigation arrows browses back or forward one month 2 Navigation elements for the Clicking the year opens a drop down list for selecting a year year 3 Close button Closes the mini calendar Only the navigation elements for the month and the year are displayed 4 Show in calendar button The overview window shows the Month calendar view for the month selected in the MiniCalendar Note Displays the calendar view even if the Team or List view was pre selected 5 Calendar week The overview window shows the Week calendar view for the selected calendar week Note Displays the calendar view even if the Team or List view was pre selected 6 Calendar day The overview window shows the time range containing the selected day The pre selected calendar team or list view remains Copyrigh
292. window hover the mouse pointer over an item After a short delay the hover opens It displays the General tab 2 Click a button in the lower part of the hover Depending on the button you clicked the respective window opens 3 Continue by making the required changes or clicking the respective buttons 20 Copyright Open Xchange Inc 2012 Opening modules The Start page OX Oren xXCHanGce Further information about the editing options can be found in the single module chapters 2 4 4 Opening modules Usually you will open the respective module when working with the groupware There are some alternative ways to do so To open a module do one of the following actions Click on an icon in the title bar amp 4 81 Click a folder in the folder tree In the overview window click the title of a module window To open the Calendar module click a day or calendar week in the MiniCalendar How to switch back to the start page Click the Start page in the title bar amp 8 amp icon Copyright Open Xchange Inc 2012 21 OX The Start page Configuring the overview windows orenxXCHace 2 4 5 Configuring the overview windows You have the following possibilities for configuring the start page s overview window You can change the display of the module windows You can open or close individual module windows You can configure the UWA modules view How to change the display of the m
293. xchanged between the different versions Particular contact data from LinkedIn can be exchanged with external partners in the following way By using the Subscribe function your LinkedIn contacts can be imported to a contact folder f needed use the Open Xchange Server functions to edit or restructure the contacts Create a folder that contains the contacts that should be made available to external partners By using the Publish function the contacts in this folder are made available The Publish function provides a URL that can be sent to external partners by E Mail 8 7 2 Which data is supported You can import the following data in a contact folder by using the Subscribe function XING contacts LinkedIn contacts Facebook contacts Google Mail contacts Yahoo com contacts MSN contacts Sun calendar contacts Hotmail contacts With the Subscribe function you can import the following data in a calendar folder Appointments from your Google calendars Note Exceptions to serial appointments are currently not supported With the Subscribe function you can import the following data in an InfoStore folder InfoStore entries using the OXMF InfoStore format Copyright Open Xchange Inc 2012 221 OX Options Which data is supported orenxXCHace You can publish the following folders Contact folders InfoStore folders 222 Copyright Open Xchange Inc 2012 Subscribing to data Opt
294. xes of the categories to be removed 4 Click on OK Result The categories are removed from the contact 4 5 2 Marking a contact as private A private contact is a contact that can not be viewed by other participants when sharing your contact folders with other participants You can only mark a contact as private if you create the contact in a personal contact folder How to mark a contact as private in the Contact window 1 Select the General tab 2 Activate the Private contact checkbox 4 5 3 Adding a picture A picture for a contact should have the following properties Maximum file size 32 8 kb 56 Copyright Open Xchange Inc 2012 Adding attachments Contacts module OX Oren xXCHanGce Recommended size 76 x 76 px File format JPG BMP GIF or PNG How to add a picture in the Contact window 1 2 3 4 Select the Private tab In the panel click Add picture The Upload picture window is displayed In the Upload picture window click Browse Select the file to be added as a picture Close the file selection dialog window In the Upload picture window click OK Note The picture is not immediately displayed It will be displayed the next time the contact is opened 4 5 4 Adding attachments How to add attachments in the Contact window 1 2 O U Aa W Click on Add attachment in the panel The Select attachments dialog window will open In the Select attachments dialog window cl
295. y field enter the mail server address A typical IMAP server address has the following syntax imap providername com Check the port number of the incoming mail server and if needed change it in the Server port entry field In the Login entry field enter your username for the E Mail server In the Password entry field enter your password for the E Mail server If you selected a POP3 server as server type you have to fill in the following fields In Check for new messages every n minutes set the interval for fetching new E Mails from the POP3 server In case the fetched E Mails are to be kept on the POP3 server activate Leave messages on server If you want locally deleted E Mails to be deleted from the POP3 server too activate Deleting messages on local storage also deletes them on server In Outgoing server settings SMTP enter the outgoing server data of your E Mail account If the outgoing mail server uses encryption activate Use SSL connection In the Server name entry field enter the outgoing server address A typical address has the following syntax smtp providername com 174 Copyright Open Xchange Inc 2012 Configuring the E Mail module Options OX Oren XCHanGce Check the port number of the outgoing mail server and if needed change it in the Server port entry field If you use different account data for the outgoing mail server and the incoming mail server activate Use username and password Enter the c
296. y is displayed in the overview window How to edit a category 1 2 fw 8 w Select a category in the overview window In the Categories panel tab click Edit If using the compact panel click the panel entry Categories gt Edit The Categories dialog window opens Change the text as required Change the color as required In the dialog window click OK In the panel click Save Result The category is changed How to delete a category 1 2 Select a category in the overview window In the Categories panel section click Remove If using the compact panel click the panel entry Cat egories gt Remove Copyright Open Xchange Inc 2012 161 OX Options Managing Tags orenxXCHace 3 In the panel click Save Result The tag is deleted How to leave the category functions Click another button in the title bar 8 2 3 2 Managing categories in the modules You can manage categories while newly creating a contact a task or an InfoStore item while editing a contact a task or an InfoStore item by right clicking on an appointment and selecting Categories gt from the context menu You can use two different types of categories Object related categories Those categories are bound to the object to which you assign the category They always have the color white Predefined categories Those categories can be used for multiple objects They can have the color white or another predefined co
297. y the appointments for a specific personal calendar 1 Click a personal calendar folder in the folder tree 2 Deactivate the Show all my appointments from all calendars checkbox How to display the appointments for a public or shared calendar Click a public or shared calendar folder in the folder tree 5 4 2 Displaying the calendar view When selecting the calendar view the content area shows the calendar for the current calendar folder and the appointments for the current time range The following time ranges can be selected Day Work week Month Week Custom 5 4 2 1 Displaying the Day calendar view The Day calendar view displays the calendar for a single day and the appointments for that day 74 Copyright Open Xchange Inc 2012 Displaying the calendar view Calendar module OX orenxXCHace How to display the Day calendar view 1 5 Select a calendar and the appointment display please refer to 5 4 1 Selecting calendar and appointment view page 74 In the View panel tab click Calendar If using the compact panel click the panel entry View gt Cal endar In the View panel tab click Day If using the compact panel click the panel entry Time range gt Day The calendar view for the current day is displayed To display a specific day click the navigation arrow 4 or P in the date bar Result The Day calendar view for the selected day is displayed To display the current day
298. ys If the appointment is to be repeated monthly activate the serial type Monthly In the series options define the interval in months and the day of the month If the appointment is to be repeated weekly activate the serial type Weekly In the series options define the interval in weeks and the day of the week If the appointment is to be repeated yearly activate the serial type Yearly In the series options define the day of the year 4 Define the time range of the serial appointment Next to Start date set the start of the serial appointment Next to Ends set the end of the serial appointment 5 Click OK The following examples show some typical appointment series Example 1 An appointment that takes place every 2nd day An appointment should take place every 2nd day Start date is 22 03 2010 The appointment should take place 5 times In the Create new series dialog window set the following Recurrence type Daily Recurrence Settings Every 2nd Day Series Duration Start date 22 03 2010 Series Duration Ends after 5 appointments Example 2 An appointment taking place every Tuesday and Friday An appointment should take place every Tuesday and Friday Start date is 23 03 2010 In the Create new series dialog window set the following Recurrence Type Weekly Copyright Open Xchange Inc 2012 91 OX Calendar module Adding categories orenxXCHace Recurrence Settings Every 1 Week s on Tuesday Friday Se
299. zing with Thunderbird 108 team view 82 teams 184 view 74 week calendar view 76 work week calendar view 75 Calendar module interface 70 open 67 overview 67 overview window 71 panel 70 Calendar settings Copyright Open Xchange Inc 2012 233 OX Index orenxCHace confirmation status for appointment invitations 183 creating public appointments 183 Default time for reminder 182 default time range calendar view 182 default time range list view 182 default time range team view 182 default view 182 E Mail notification for appointment creator 183 E Mail notification for appointment participant 183 E Mail notification for New Changed or Deleted 182 Enable calendar hovers 182 End of working time 182 Interval in minutes 182 Number of concurrent appointments shown in custom view 182 basic settings 158 calendar 181 contacts 186 dock 158 E Mail 168 general settings 158 hovers 158 InfoStore 188 language 160 manage groups 190 manage resources 191 quick settings 158 start page 165 tasks 187 time zone 160 using the wizard 192 UWA modules 166 visual effects 158 Number of concurrent appointments shown in day Contacts 45 view 182 Number of concurrent appointments shown in workweek view 182 Number of days in custom view 182 Number of days in work week 182 Show confirmation popup for new appointments 182 Start of working time 182 time

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