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DeskNow - User Manual

1. You can store your most important contacts here for fast access When you first login to your DeskNow account there are already some contact folders provided for you e User directory is a special folder It contains the contacts of all the people in your organization that have a DeskNow account simply called DeskNow users This is useful to always have up to date details of all your colleagues See below for more details e Group contacts is where your company contacts are kept These could be emergency numbers providers customers etc e you may find other folders depending on your Administrator s decisions Folder operations You can create other folders as well either in the root or in one of the subfolders There is no limit to the amount of contacts and folders that you can create and store To open the root folder simply click on the Contacts link in the DeskNow menu You will see a listing of the content of the folder for instance you should see the Group contacts folder To view the content of a folder simply click on its name You can also access the subfolders of the root folder directly from the menu To create a new folder click on New folder and enter a name for the folder You will be taken to the new folder which is initially empty To navigate to a parent of a folder use the navigation bar at the top of the page To create a link to a folder shared by another user click on New link Some folders can
2. From the Properties sharing page of the shared mail folder click on the name of the share that you want to edit How to un share a mail folder From the Properties amp sharing page of the shared mail folder click on the Delete link next to the share that you want to remove Disk usage considerations When you share a mail folder with other users you remain the owner of the mail folder This means that any message stored in this folder will contribute to your disk usage even if the message was moved there by another user POP3 considerations Users that have access to someone else s mail folders will not be able to download mail from these folders using POP3 The most common setting for POP3 client is to remove messages from the server and this would be too dangerous in most cases Users that want to access shared folders using their mail client should use the IMAP protocol instead it is recommended in any case 50 Mail Accessing shared mail folders If you want to access a mail folder shared by some other user and this user is not the Administrator or the manager of your community you need to create a link to the shared mail folder This is to give you the choice of which mail folders you want to access and which you don t Imagine that user joe has shared a mail folder with the name project x with you To link to the shared mail folder 1 2 3 DS A click on Mail on the DeskNow menu click on New link
3. Always check that your time zone is properly set in your Preferences 83 DeskNow User Manual Calendar A calendar is a virtual space where you can organize your appointments and tasks DeskNow allows you to create and use an unlimited number of calendars so that you can separate your personal activities from your office activities etc If you are involved in several projects you can also create a calendar for each project A calendar is accessible under the Calendar menu to view appointments and tasks that have a particular due date and the Tasks menu to view all your tasks You can share Calendars with others users for instance a project calendar can be shared with all the users involved in the project You can choose to view all calendars at the same time to have an overview of all your appointments and tasks or only on some calendars e to view all your calendars click on the Calendar link on the menu e to view a single calendar open the Calendars menu and click on the name of the calendar e to view a specific group of calendars open the Calendars menu click on Manage select the calendars that you want to view and click View selected e to create a calendar click on Calendar on the menu and click on New calendar at the bottom of the page e to rename or delete a calendar click on Calendar on the menu and click on the Properties and sharing link relative to the calendar that you want to rename delete
4. Try logging out and logging in again Check now force the check to take place immediately Messenger if enabled displays your online status for the integrated instant messaging client Click on it to open the instant messaging window 29 DeskNow User Manual 30 Moving around Moving around folders When viewing the content of a folder be it an email folder a file folder or other you are presented with a list of the items mail messages files contained in that folder To avoid long listings items are presented in pages ex the first 25 the second 25 and so on To move between pages click on the and buttons if they do not appear it means that this is the first and or the last page Note the numbers next to the link that indicates which page you are viewing and how many items in total are in the folder ex 1 to 25 of 130 means that there are 130 items in this folder and you are viewing the first 25 To change the number of items that you want to be displayed in a page move the mouse over the x to y of z label and select the appropriate number from the apposite submenu that will appear Tip you can set the preferred number of items per page in Preferences Items are listed in a particular order ex by subject by date etc To change the sorting click on the appropriate column heading ex Subject if you want to sort emails by subject If a column heading does not change color when you move t
5. web using DirectFiles and it will be accessible to everyone without the need of an account or password e if you give the read permission to Password then the folder will be published on the web using DirectFiles and visitors will need to authenticate using the username guest and the password that you specify in order to access the folder e note that no matter what other permissions they have users that do not have read permission will never be able to perform any other operation e if you enable access with a Password every user that knows the password that you choose will be able to create a link to your folder 63 DeskNow User Manual e When finished click on Ok to create the share Tip only the administrator of your domain can create user groups Contact the administrator if you believe a new user group would be useful Linking to a shared folder Unless you are the DeskNow Administrator the share that you create will not automatically appear as a new folder in other users account This is because maybe they do not want to access your share If other users want to access your share and they are authorized to they need to create a link to that share The equivalent in the Windows world is to map a network drive See accessing shared folders For the Administrator when you share a folder to Public or to all the users of your domain all users will automatically see the folder without having to create the link This is
6. 1 is checked and if its conditions are matched its actions are performed on the message The process is then repeated for the filter with priority 2 and so on A filter can be set to stop the processing of the following filters see below To change the priority of a filter use the and icons to move it up or down in the priority list The Spam filter The Spam filter is a default system filter and cannot be deleted You can use this filter to act on all the spam emails Usually you simply want to delete them automatically so the default action for the filter is to delete the message but you can change it Creating a new filter To create a new filter click on New filter First give a Title to the filter explaining its function Then input a Condition select which field From To CC Subject Body of the message must contain a particular text for the filter to be activated In the following steps you will be able to input multiple conditions 46 Mail Then input an Action what the filter should do with the message if the condition is met In the following steps you will be able to input multiple actions There are many different actions available for a filter delete the message simply deletes the message so that it will never reach your inbox This is useful for spam mail move the message to mail folder moves the message to a different mail folder the default is in for normal mails or a specified folder f
7. A pile EA oe es Mankwe eta ved meee aaa oy 46 Sharing mail folders with other USES cceeeee cece eee eee eee ee eee eee e eae tae 49 Accessing shared mail folders cccece cece cence eee e eee e ee ene eee eee e nena nae 51 Dealing WITA SPAM aa 52 Preventing spam emails using time limited email addresses ooocccocccocccnnccnnnono 54 DeskNow User Manual Audio and visual alerts for incoming emails ooooonocccccccccccnncnnnnccnncnccnncnnn nana 55 Reading and sending emails from your Palm PocketPC mobile phone 56 Importing emails from Outlook or other applicatiONS coocooccccnccnccnccnnncnncnnnnnnns 57 li A A deed eee id 59 FICS NOVO Witt datada 59 Ele told car td lemma ca E 60 Uploading and downloading files ooooocccnccccccccccncconcnncnnnnnnncnncnnncnn cnn nnnnnns 61 Moving copying deleting renaming fileS coocooccccnncnccncnnccnccnnnnnncnnccancnnnnnnos 62 Sharing files and documents with other USEPS c cece cece cece eee e eee teeta teenies 63 Accessing Shared folders cccccee cece eee eee eee ene ene eee e eee rn rr nnnnrnrnnnnns 65 Locking and concurrency CONtrOl ccecee eee eee eee ee eee teeta eee tenet eae 66 Publishing files On the WeD c cece eee ee eee eee eee ne teeta eee teeta eae 67 DeskNow DirectFileS cece eee ee ee eee eee ne eens tees t ae nnnnnnnnes 67 Accessing files from your desktop 0 cece cece e
8. All the Outlook Connector options can be configured by selecting Tools from the Outlook menu then Options Syndge Options Preferences Mail Delivery Mail Format Spelling Security Other Syncle Edit Server LEY Server NewServer 0 Selectthe server you wish to modify from the Selection box above Ifyou wantto create a new server editan existing server or delete the server click the buttons below in this section Options Edit Delete EY The Options section provides an instrument for the user to define how this plug in will interact with the user Itis possible for the features to operate on a timer and or the outside of Outlook About Proxy Options SyncML on the Internet sye Nexthaus on the Internet Information me The top area lets you configure your calendar folder mappings with your server Use it if you need to add remove folder mappings You can also define a new server to synchronize with The bottom area lets you configure general plugin options like Auto sync an HTTP Proxy if you need to use one to access your server etc 130 SyncML with Palm PocketPC and mobile phones Overview Note this feature requires a commercial SyncML connector license in addition to the normal DeskNow license It is available in DeskNow Lite only for a trial period more information DeskNow uses the open standard SyncML synchronization protocol which means that you can sync your
9. ICQ networks It is possible to use an external client like Gaim available for free in Windows and Linux to connect to the DeskNow chat and to other networks at the same time from the same buddy list For more information on how to setup Gaim see this article in the knowledge base 116 Preferences Preferences DeskNow lets you set many preferences to personalize your account Amongst the things you can change e language of the interface time zone date and time formats start of week layout if your site has multiple layouts available DeskNow has one layout by default but more can be added ask the administrator for more details screen colors theme font size disable enable preview panes number of rows per page listed show hide completed tasks enable disable automatic email checking If enabled DeskNow will check for new email and messages periodically you can set the interval and notify you when new mails messages are available e mail signature e password e your personal details To access your preferences click on the Preferences link in the menu and then on the preference group that you want to change 117 DeskNow User Manual Changing your password It is a good security practice to change your password periodically and to use passwords that are not easy to guess by someone who knows you Whenever you login the Homepage page tells you when was the last time you logged in and when was the last ti
10. User 1 User 2 User 3 User 4 Web Page Note that if you edit the file with MS Excel and then save it in some countries the field separator used by Excel is a semicolon If this is your case open the file with a normal text editor and replace the semicolon with a comma In DeskNow navigate to the contact folder where you want to import your contacts click on Import click on the Browse button and select the file that you saved at step 4 10 the file will be uploaded to DeskNow and all the contacts saved to the folder Important if the folder already contained contacts with the same name as the contacts that you import the old contact will be replaced by the imported one 107 DeskNow User Manual Importing contacts from other applications services Many applications or online services can export contacts in a format that can be read from Outlook CSV Please consult your application documentation and export your contacts as if you were going to import them in Outlook then follow the previous instructions from step 6 Outlook is a registered trade mark of Microsoft Corporation 108 Messenger chat Messenger overview Note this feature requires a commercial DeskNow license It is available in DeskNow Lite only for a trial period more information DeskNow provides full instant messaging functionality to chat in real time with other users With DeskNow Messenger you can e view when other users
11. any device and any location with no synchronization required e you can easily share data with other people With Internet access now widespread and wireless networks covering large areas and all the cities you can access all your information virtually at any time you need it For instance you can work on a document in the office then finish it from home without the need to bring a copy with you If you visit a customer you can access the same document from your PDA without synchronization If you read an email from your phone it will appear as read when you get in the office The advantages of working online become even more apparent when you start collaborating with others for instance sharing documents calendars and so on 13 DeskNow User Manual Collaboration With DeskNow you can collaborate with your co workers the members of your team your business partners etc DeskNow makes collaboration easy by adopting an unified approach virtually every kind of information can be shared and you can collaborate with people by working on shared objects For instance you can share a file folder with all the people that are working on a particular project so that everyone will be able to read create or change documents that relate to that project You can also share a message board with the team as an easy way to keep everyone updated with what is happening and to enable online discussions regarding the project In
12. are online e chat with other users e create join conferences with multiple users e receive alerts of events ex new emails in real time DeskNow Messenger uses the open standard Jabber XMPP protocol which means that you can use the integrated messenger client or any other J abber client freely available See How to access for more information Jabber is a registered trademark of J abber Inc 109 DeskNow User Manual How to access the Messenger DeskNow Messenger uses the open standard Jabber XMPP protocol which means that you can use the integrated messenger client or any other J abber client freely available Integrated messenger client The integrated messenger client is enabled by default and is loaded automatically when you login To learn how to use it click here The messenger client requires your browser to be Java enabled External Jabber client If you don t want or can t use the integrated messenger you can use an external Jabber client First make sure that you disable the integrated messenger Many clients are available for free for almost any OS Windows Linux Mac BSD etc and for many mobile devices PocketPC Java phones etc A list is available at http www jabber org user clientlist php DeskNow has been tested with Gaim Psi and Exodus the most popular Jabber clients If you encounter problems in using other clients please contact us Following are the instructions on how to setup som
13. be read only because they are shared with limited permissions by another user You can check if a folder is read only in the line at the bottom of the page Finally all the normal folder operations apply 100 Contacts Viewing creating and editing contacts To view an existing contact simply navigate to the folder where the contact is saved in or search for the contact and then click on the contact s name To create a contact you can e click on New email New contact in the left menu this will create a contact in the root contact folder or e open the contact folder that you want to create the contact in and click New contact To edit an existing contact simply navigate to the folder where the contact is saved in or search for the contact and then click on the EP link corresponding to the contact If this link is not present you are not authorized to edit contacts in this folder After you have input or changed the contact details click on the Save button Tip from the contact folder click on the contact s email address to open a new email addressed to the contact You can then normally type your message and send the email 101 DeskNow User Manual Moving copying and deleting contacts To move or copy one or more contacts or contact folders from one contact folder to another e inthe source folder page check the boxes next to the contacts and folders that you want to copy move e click Move or Copy in t
14. buttons To see the availability for all the hours in the day early morning and late night select the Show full day option 92 Calendar Assigning a task to other people You can assign a task to other people DeskNow can automatically track the replies from other assignees and the updates to the task s progress To assign a task simply create a new task and then click on the Assignees tab In this window you can add an assignee by looking up its address using the Pick button or typing directly the assignee s email address Click the Add button to add the assignee s to the list of assignees Below the Add and Pick buttons you will see the names of all the assignees The list of assignees By clicking on the relative icon you can change e the delivery mode This defines if and how an invitation is sent to this assignee e invite via email with iCal This is the default and will send the invitation using an internet standard The event will appear in the assignee s calendar This can be used with other DeskNow users or users that use a standards compliant calendaring application Outlook and Notes not Outlook Express e invite via email with plain text Use this option if the attendee does not have an Cal client DeskNow will send a plaintext email Replies from the assignee will not be tracked e do not send invitation Tip you can set what is the preferred delivery mode of an assignee by editing its contact detai
15. input the username of the person that is sharing the mail folder in this case input joe and click Next you will be shown a list of all the shares that are available to you select the share that you want to access in this case select project x input a name for this link or leave the default name if a password is required to access the project x folder input it click Ok to create the link 51 DeskNow User Manual Dealing with spam Note this feature requires a commercial DeskNow license It is available in DeskNow Lite only for a trial period more information Spam emails are all those unsolicited emails that are usually sent to millions of addresses at a time often containing commercial offers They usually cause a great waste of your time and energies because every day you have to sort through them to delete them in order to access your proper legitimate emails DeskNow helps you filtering out spam email in many different ways It is very important to understand how DeskNow helps you in fighting spam to improve your mail experience Spam detection It is usually difficult for a computer program to classify a message as spam or non spam without uncertainty DeskNow uses two mechanisms to determine if a message directed to you is spam e DeskNow analyzes the text of the message Spam messages usually contains common terms like life insurance or viagra DeskNow uses a statistical algorithm called Bayesan
16. reach your mailbox if you are the sales manager Then with a filter you can publish all the emails directed to sales yourcompany com to a shared message board so that everyone with access to the message board will see the email and will be able to act upon it Another useful purpose of this filter is for instance to share a newsletter that you receive every day with your colleagues without having everyone to subscribe to the same newsletter copy the message to message board as the previous one but the message is duplicated rather than moved move the attachments to file folder moves the message an all its attachments to a file folder You will need to specify the destination folder from the apposite selection box that will appear This action is very useful to automatically store all the attachments that are received via email as a reference repository that can be shared for instance Another possible use is to take snapshots with a mobile phone and email them so that the filter is activated You can set the filter to save the pictures to a folder and if the folder is shared with DirectFiles you have them instantly available on the web When an email with attachment is received and this action is selected DeskNow will create a subfolder in it and will put all the attachments in that subfolder In this way attachments are easily separated The name of the subfolder is determined in the following way 47 DeskNow User Manual 1 if
17. the account If you have selected Check automatically from now on DeskNow will automatically download emails from this account for you If you have selected Check on login DeskNow will check the account when you login Important if in future you change the password on the remote account remember to update your Email account information on DeskNow or DeskNow will not be able to download your email You can setup multiple email accounts to be accessed by DeskNow 43 DeskNow User Manual Mailing lists Note this feature requires a commercial DeskNow license It is available in DeskNow Lite only for a trial period more information DeskNow lets you create mailing lists to easily send mails to groups of people Ex all your customers all the DeskNow users all your friends etc There are two type of mailing lists in DeskNow Global mailing lists These lists can only be defined by the administrator of the domain These lists map an email address like list_1 domain com to a group of email addresses they can be users of DeskNow or external users The administrator can decide who is allowed to send emails to these mailing lists When an authorized sender sends an email to the list s address the email is delivered to all the members of the list be them inside or outside DeskNow To define list members and permissions click on Administration Mailing lists Personal mailing lists Personal mailing lists are integrate
18. the body of the email contains some text DeskNow will use the first line of the message text as the name for the subfolder In this way you can easily give a title to your picture collection 2 if the body of the email is empty DeskNow will use the current date and time as the name for the subfolder To prevent others to publish files on your shared folder you can set the filter condition to trigger only if the subject contains a special password In this way only who knows the password can publish attachments via email e copy the attachments to file folder as the previous one but a copy of the message will remain in the original mail box as well Adding multiple conditions and actions Once you have created a filter you are brought back to the filter edit page where you can add more conditions more actions or edit delete the existing ones Editing a filter To edit a filter simply click on the Filters link under the Mail section in the menu and then click on the name of the filter 48 Mail Sharing mail folders with other users Security You can share a mail folder with every user or you can make it accessible only to some users either by specifying their username or by setting a password for the calendar Tip you can also make the mail folder read only so that users can read messages but cannot post messages How to share a mail folder To share a mail folder e open the mail folder e click on Folder Prope
19. the conference preceded by Example if other users using the integrated messenger are in the conference meetingl you can join them by entering meeting1 Nickname use your DeskNow username Connection type normal Host the address of your DeskNow server ex www mycompany com Port leave the default unless your Administrator tells you otherwise SSL tick this if you want your connection to be encrypted secure You will need additional DLLs that are available at Exodus home page when joining a conference group chat use the following room information Room name use the name of the conference preceded by Example if other users using the integrated messenger are in the conference meetingl you can join them by entering meeting1 Room server the domain name that you belong to in your DeskNow server usually what is after the sign in your email address Nickname use your DeskNow username Password leave blank Jabber is a registered trademark of J abber Inc 111 DeskNow User Manual Using the integrated messenger By default when you login the integrated messenger is automatically started You will notice in the DeskNow menu a button that reads Loading Connecting and finally Messenger Click on that button to open the messenger If the messenger is connected you will see a list of all the users that are online at the moment You can start chatting with them straight away Note the icon tha
20. the possibility to define user groups and every user can share objects with such groups of users Every domain has its own user groups Only the domain administrator can define user groups and assign members to groups To manage user groups simply click on Administration User groups 138 How dol How do create a mail address for a group of users There are at least 2 alternative ways to accomplish this Shared mail folder 1 2 3 4 login as admin create a mail folder share the mail folder with the users that should have access to the incoming messages see sharing mail folders in Administration Mail aliases create an alias like this alias sales target admin This will ensure that any mail sent to sales domain com is delivered to admin in Mail Filters create a filter like If From contains then move the message to mail folder and pick the shared mail folder whenever an email sent to sales domain com is received it will be stored in the shared folder In the folder properties you can choose if you want the read flag to be in common or if every user should have its own read flag Mailing list 1 2 3 login as admin in Administration Mailing lists create a mailing list sales Configure it so that the permission to send to this list is Public add the addresses of the user that should have the incoming messages to the list NB to the list not to the users that have permissi
21. the preferred way to create a company wide shared folder If you share a folder to selected users communities groups the selected users will automatically see the folder In any case users will need to re login or click Reload on their menu to see the new folder When installed DeskNow automatically creates a folder called Group documents shared to all users with write permissions you can change or delete it If you are the manager of a community and explicitly share a folder to users of your community or your entire community the selected users will automatically see the shared folder How to change the properties of a share From the Properties sharing page of the shared folder click on the name of the share that you want to edit How to un share a folder From the Properties sharing page of the shared folder click on the Delete link next to the share that you want to remove Disk usage considerations When you share a folder with other users you remain the owner of the folder This means that if a user uploads a file to the folder your disk usage will increase rather than the other user s 64 Files Accessing shared folders If you want to access a file folder shared by some other user and this user is not the Administrator or the manager of your community you need to create a link to the shared folder This is to give you the choice of which folders you want to access and which you don t Imagine that use
22. to compose a new email event task or contact Below are different sub menus Mail Files Message boards Calendars Tasks Contacts You can either click on the title of the sub menu ex Mail to access the general properties and content of the group or open the sub menu To open a sub menu click on the small sign to the name of the menu To close a sub menu click again The content of a submenu can vary but it usually shows the folders of the group ex your mail folders or your calendars and some actions that you can perform ex New email View all calendars etc Under the menus are some other useful links Homepage goes back to your home page which gives an overview of the unread emails today s appointments todos and so on Preferences opens the Preferences page where you can change many settings such as your time zone preferred colors and so on From this page you can also change your screen name and your password Reload clears your current DeskNow session It is almost equivalent to logging out an logging in again Logout logs you out of DeskNow Last check displays the last time that your browser has connected to DeskNow server to check if there are new messages or events You can set the frequency of this check or disable it from the Preferences page If the check is enabled and the time doesn t change it probably mean that a network problem has occurred and your browser cannot connect to the server
23. user sally will see it unread unless she reads it herself To set the read model for the mail folder simply select the corresponding option in the folder s properties and sharing page 49 DeskNow User Manual Every folder has its own read model Subfolders do not automatically inherit the read model of the parent folders you need to change it manually if you wish to do so Linking to a mail folder Unless you are the DeskNow Administrator or a community manager the share that you create will not automatically appear as a new mail folder in other users account This is because maybe they do not want to access your share If other users want to access your share and they are authorized to they need to create a link to that share See accessing shared mail folders For the Administrator when you share a mail folder to all the users of your domain all users will automatically see the mail folder without having to create the link This is the preferred way to create a company wide folder If you share a mail folder to selected users communities groups the selected users will automatically see the mail folder In any case users will need to re login or click Reload on their menu to see the new object If you are the manager of a community and explicitly share a mail folder to users of your community or your entire community the selected users will automatically see the mail folder How to change the properties of a share
24. when sharing files you can lock a document that you are working on so that other users will be prevented from changing it e you can access your files from a PC browser and from a PocketPC device e you can access your DeskNow files directly from your desktop as a normal network drive This is very useful because you can operate on your DeskNow files pretty much in the same way as local files ex double click on a file to open it copy and move files with simple drag amp drop mouse operations etc e you can easily publish some of your DeskNow files on the web and make them accessible to non DeskNow users 59 DeskNow User Manual File folders DeskNow organizes all your files in folders The most important folder is simply called Files and is also called the root folder The root folder is a special folder and it can only contain other subfolders but not individual files When you first login to your DeskNow account there are already some file folders provided for you e My documents is where you keep your files you can share some of them with others e Group documents is where your company documents are stored NB this may or may not be available depending on decisions made by your DeskNow Administrator e you may find other folders depending on your Administrator s decisions You can create other folders as well either in the root or in one of the subfolders There is no limit to the amount of files and folders th
25. with you To link to the shared calendar 1 2 3 4 5 AA 98 click on Calendar on the DeskNow menu click on New link input the username of the person that is sharing the calendar in this case input joe and click Next you will be shown a list of all the shares that are available to you select the share that you want to access in this case select project x calendar input a name for this link or leave the default name if a password is required to access the project x calendar input it click Ok to create the link Contacts Contacts overview DeskNow lets you store contact details of other people and organizations as in a traditional address book You can e store contacts e organize contacts in folders e search contacts e share contacts with other users e access contacts from any mobile device without synchronization DeskNow uses also a special contact folder as a complete User directory which contains all the contact details of DeskNow users in your organization Contacts are well integrated with the other DeskNow features It is possible to select email recipients from the contact folders send and receive contacts as email attachments using the vCard format etc Contacts are also used to create Mailing Lists 99 DeskNow User Manual Contact folders DeskNow organizes all your contacts in folders The most important folder is simply called Contacts and is also called the root folder
26. with the letters that you have typed All the emails that you send are saved in the sent mail folder See also Sending mail attachments and Using a mail signature 39 DeskNow User Manual Sending mail attachments When composing an email to send you can add attachments to it Click on the Attachments button at the top of the page A new window will pop up Click on the appropriate button to attach different types of documents local files to attach files that are saved in your computer DeskNow files to attach files that are saved in your DeskNow folders contacts to attach contacts using the vCard format personal details to attach your personal details using the vCard format To edit your personal details click on Change personal details in the Preferences page Once you have finished selecting the attachments click on Done to close the attachments window You can also go directly to the appropriate attachments page for the type of data that you want to attach by selecting it from the Attachments menu in the mail compose window To add or remove attachments to or from your email click on the Attachments button again Tip if you have a file that you often send as an attachment consider saving it to a DeskNow folder and use the Attach DeskNow files button to attach it every time you need to send it In this way you need to upload it only the first time and every subsequent time it will be much faster 40 Mail
27. your DeskNow account is to upload it Uploading files using the browser To upload a file navigate to the folder where you want to store it create the folder if necessary and then click on the Upload link If the link is not available it means that you cannot upload files to that folder the folder is read only In the upload page click on the first Browse button to locate on your local computer the file that you want to upload You can upload up to 5 files at a time Note that there could be a limit set by the Administrator on the maximum total size of an upload Tip if you want to upload more files or even entire directories it is easier to use DeskNow WebFolders Opening files using the browser To open a file stored in your DeskNow account simply navigate to its folder and click on its name If your operating system knows how to handle that file type it will open it automatically using the correct application ex Microsoft Word for doc files otherwise it will download it to your disk To download a file without opening it consult your browser s manual for instance users of Internet Explorer can right click with the mouse on the file name and select Save target as Using DeskNow WebFolders Using DeskNow WebFolders you can move files to and from DeskNow and open them as if they were normal files on your computer 61 DeskNow User Manual Moving copying deleting renaming files To move or copy one o
28. 105 teada A E A 46 address DO0K oocccocccccocncconnncnnnnnnno 99 alerts rra 55 80 109 114 All server files girn ernn a na 60 announcements ccc ceeee esse eeee ees 81 appointments cceee cece neers 84 Attaching documents or contacts to a MESSAGE irc oa atic 76 attachment cc cece eee eee 40 75 attachments 40 46 143 RUI AER da 55 80 B DEI ii lar 87 Cc Calendari 83 CHECK NOW aunn a a a EEA 29 Collaboration oooooccccccccncnnnnnnnnnos 14 COMO Sia 117 commercial oocccccccccccccccnnnnnnnnnno 11 COMMUN I Y aseene rererere 15 community Manager ssec 15 Completed c ceeeeeeeeeee eee 88 89 Concurrency Control c 0ceee eee 63 CONIL Sinai ds 46 Contacts oa 99 COPY cia 62 102 date and tiMB oocccccccccccccnnnnnnno 117 day VIEW rinin i erie dss eater aa 85 delete 37 62 75 87 102 DeskNow Lite cccc cece cece eee e ees 11 DeskNow Professional 11 desk OD seers a aa E Ales 68 DirectFil Seann 67 143 DisabliN Gessi inasnan ieun 115 CISCUSSIONS sana 73 disk JUOT etmi ia aaa 17 Disk Usage cece cece eee eee 17 77 AOCUMBNES eaaa ua 59 63 download 37 61 75 CATES on enna a a e ada d 36 Due date a ea E E E N 89 E email Address s c 21 39 email checking 117 Emails using time limited email AAA Sua de 54 A A ads 87 EVER En aa 85 EXC cunda ed 137 External accountS occccocccconcnconnncnos 43 F File Folder cours
29. 60 Hd tel patie be badd staan 59 EEES A eae Ost id 46 Firewalle drena aavaveoan ats 112 Older aid 31 TOMES Ia 117 LONE SIZE iia adn 117 FOrFWATQ ssassaeesnnessnnrnenrrnnrrrnnnn 37 46 PUILES CRE GN ii td 32 G group communication 64 73 Group Contacts lcc 100 Group GOCUMENTS cece cece ence ees 60 H A a eect 88 117 HOM cieiedigevieteane ovens 29 l IMPOMt eee evi a etak 57 107 Import email cece cece ee eee eee 57 Importing emails 57 in36 J LAME a as 56 J 2ME Midlet ccc cece annene 5 J ADDO oiiiecces eed ceviaeaw ae erik wee ewes 109 L LANGUAGE iia ice dated aaa tae eet 7 EASE CHEEK nt ita 29 AVOUT ich teh nana e a aa ai 117 Lise iaa a add 11 Ii as 65 77 79 98 105 E EEE ot ten adsaess 44 O 66 LO Noni int 19 LOU raid 29 M Mailing Staap taa a 44 MENU ii 20 29 Message boardS s es 73 74 Messenger 109 112 114 115 Microsoft Outlook ccecee ees 107 147 DeskNow User Manual MONT view maniania A nono 85 MOVE iia aid 62 102 My document nsss 60 Navigation bar cceceee cece e eee 31 Network CriVe cccccccce cece eee ee eeeeees 68 NOX heir aa 31 not completed cceeeeee eee e ee 88 O A aaia aeea 37 75 QUtIOOK citadas a 107 OVAL CNS Dany 88 P Pal ik cov tr 5 56 PASSWOMIC ani pron eect ee eee 117 118 PDA ia iia tah 5 35 71 Peer to peer naa 14 Personal details ocooccccccccco 119
30. DeskNow User manual Version 3 2 Date 29 December 2006 desk NEW We ntia Ventia Pty Limited A C N 090 873 662 Web http www ventia com Email info ventia com Phone 61 500 555 876 Fax 61 500 555 873 Table Of Contents Welcome to DeskNOW ccccce eee ne eee eee ene eee eens eee e nena nent 1 What is DeskNOWs iii ta a 3 FQ QCUFES E E EPE E S E Visited wana TT E E A SEEE deat 3 How to access DeskNOW ssssssssssrrrssserrnrnstsrit tnnt attt r unnn nnr ents EEEE EREE E EEEE ened 5 Supported browsers and devices ooococcccconcnccncconcnnnncanccnncnncnnnnnancnncrnnrnncnnnnnnnss 5 BO WSB Sii A A AA a 5 PDA SA eee ee eek pen Ee ee de ve eee 5 PHONES oia aaa dada ar genes diga 5 HOW TO2ACCOSS iii A A dk uedduler nian inssin 5 LAN QUAG A e 7 CONVENTIONS sirenen prediera Bleed teh teed ae aa aa baa eters ufa nana shee 9 License INTORMALON anita di a aag ai 11 BaSi GONCE Pd Si aio 13 Working Online ss oia tt 13 Collaboration cesado ande 14 Users and cOMMUNITIES a ban 15 User classes and permissions 0ocoococcnconcnncnnconnnnnnnanccnnnnnnnnnnnnnrrncrnnrnnrnnnnnnnnans 16 Disk usage and disk QUOtA cece cece eee eee ene eee e teenie ee nae naee 17 QUICK tutorial tert Santas oe ada a a A paa 19 LO ios diri dd 19 The DeskNow window browser cocccccccccccccnncnncncn eeeeeeeeeeeeueeeeeeeugueeeeeeuguanees 20 Set up your PFEfereNEeS oia a ias 21 Setup additional Mail ACCOUNTS ocoooccc
31. From e To Cc Bcc e Subject e Text For each of these fields you can choose different match types e any of these words if you entered multiple words in the field the search will return all the emails that contain at least one of the words in the corresponding field e all these words if you entered multiple words in the field the search will return all the emails that contain all the words in the corresponding field non necessarily in that order or contiguously e this exact phrase the search will return all the emails that contain the exact phrase even multiple words in the corresponding field e this exact phrase in the beginning as the previous one but only if the phrase is at the beginning of the field You can also specify a that you want to search for emails whose date is before and or after a certain date in the Date section If you leave the option box as None the condition will not be matched otherwise select This date and specify the date Finally you can select which folders you want to search in By default all the incoming folders are selected You can invert the folder selection by clicking on the amp icon e If you enter multiple conditions ex some text in the From and Subject fields and a Before date ALL the conditions specified must match for the email to appear in the search results e All searches are case insensitive 45 DeskNow User Manual Mail filters Note this feature requi
32. Mail signatures and mail identities A mail identity is a combination of name email address reply to address and signature that you can use when composing and sending emails You can define an unlimited number of mail identities for your DeskNow account and choose the identity that you want to use when you compose the email Having multiple email identities is useful when you use DeskNow to organize mail of different email accounts or aliases You can for instance have an identity like Joe Smith lt joe smith corporate com gt for your work emails and an identity like Dad lt dad123 hotmail com gt when communicating with family and friends To setup mail identities click on Preferences Mail identities Default mail identity To configure what is your default mail identity used when you compose a new email click on Preferences Mail Smart reply identity If you receive email with different addresses ex because you collect emails from other POP3 accounts or use email aliases you can create a mail identity for each of these addresses When you reply to an email sent to you DeskNow will try and use as the default identity the one that matches the address in the message Example your username is joe mydomain com you also have a mail alias sales mydomain com pointing to you so you receive your email at both addresses You can create two mail identities like Joe Smith lt joe mydomain com gt and Sales Rep lt
33. PE acia 39 PocketPC sinirini iai 5 56 71 POP or E E 35 43 POST eaei a iia iaae iaaa 76 77 Preferences occccoccncconnnconnncnns 29 117 PO Vara Satins 31 publish coco 142 Publishing e cece cece eee eee eee eee ee 67 R r Ad ONNY 2 cece eee cette nn 33 Reload iio 29 FENAME cee cece cece ceeeeeeeeeeeeeeeeeeeeags 62 A a hes 37 75 Reply to alleeen 37 COWS dai da 117 S SV it 37 40 75 SOC aea e ANT 45 SOCUMIEY kopnena EN 33 67 148 SMA A EEE et 36 share eese 63 96 103 138 SHOW A 88 117 S gNatUre seee 41 117 MAPS Savio id 143 SOI ic a 31 Mineria 37 46 52 54 SPAMMETS c cee eee eee nn 54 Split VIEW ec cee eee cece e eee ee eee e ees 32 Stall sonties TE a r A N o eE Eas 87 S10 0 0 6 36 synchronization 000ee 13 35 T Le E a as 84 88 tasks V EW sses 85 A E E EE A 117 LiMe ZONE 20 cece cece eee eee eee ees 83 117 U UNIOCK e hehe landed annuus tednes 66 A aE ve rexa gree 77 Upload sini ties ed anes 61 USEF Lilia 15 User directory 99 100 106 Users GOUD aia din do 140 A A tan Niwas eth 40 119 WwW WAP iiaea iaia 5 35 56 Webfolder ccccccceseeeeeeeeeeeeeeas 68 WebFolders ooooocccocccccccnnncooo 68 137 week V IEW sssssssrsrresrrssrssessrrser 85 WO Ft 137 Xx AMP PP dad 109 Y your personal details 117
34. When working with calendars the title of the page will always tell you which calendars you are looking at For instance you may see My Calendar Group calendar 84 Calendar Day week and month views DeskNow provides you with different views of the calendar e day view e week view e month view e tasks view To switch from one view to the other click on the corresponding link in the page menu Tip in every view tasks and events are displayed using different colours to indicate which calendar they belong to This is useful when you are viewing multiple calendars ex My Calendar Group calendar in a single view Day view When you first open a calendar you are presented with the calendar view for the current date today You are shown all the appointments in the calendar and the tasks that are due for the current date there might be other tasks that do not have a due date or that are due on a different date to view them click on the Tasks link to open the Tasks view e to view a different date click on the EE icon at the top right corner and select the new date in the popup calendar that appears e to go to the previous or next day click on the or button in the page menu e to view an event or a task click on the event or task title e to add an event click on New event in the left menu under New mail or click on a line in the page to set an appointment for that time e to add a task click on New tas
35. ame The list of attendees By clicking on the relative icon you can change e the delivery mode This defines if and how an invitation is sent to this attendee e invite via email with iCal This is the default and will send the invitation using an internet standard The event will appear in the attendees calendar This can be used with other DeskNow users or users that use a standards compliant calendaring application Outlook and Notes not Outlook Express e invite via email with plain text Use this option if the attendee does not have an iCal client DeskNow will send a plaintext email Replies from the attendee regarding his her availability will not be tracked e do not send invitation Tip you can set what is the preferred delivery mode of an attendee by editing its contact details in your contacts e the attendance level e required attendee resource e optional attendee resource In this pane an icon will also display the attendee response e accepted declined delegated waiting for reply tentatively accepted unknown this is typical of attendees not invited using iCal The attendees availability 89 DeskNow User Manual In the right pane DeskNow will show the known availability of each attendee for the given day Refer to the colour table below to decode the meaning of each color free tentative busy out of office unknown These status codes are typically set by the user when they create an event in the
36. at you can create and store apart from the disk quota that you are given by your Administrator To open the root folder simply click on the Files link in the DeskNow menu You will see a listing of the content of the folder for instance you should see the My documents folder To view the content of a folder simply click on its name You can also access the subfolders of the root folder directly from the menu To create a new folder click on New folder and enter a name for the folder You will be taken to the new folder which is initially empty To navigate to a parent of a folder use the navigation bar at the top of the page To create a link to a folder shared by another user click on New link Some folders can be read only because they are shared with limited permissions by another user You can check if a folder is read only in the line at the bottom of the page Finally all the normal folder operations apply If you are the administrator in the root folder you will find the All server files which contains all the files on the server that are accessible to the DeskNow server process including eventual network drives You can share parts of the filesystem to DeskNow users Disk quotas do not apply to this folder or shares on this folder Be careful on what you share This folder can be completely disabled in the server configuration 60 Files Uploading and downloading files The most common way to store a file in
37. ave it with a different name After you have uploaded the updated version don t forget to unlock the file so that other users will be able to change it To lock unlock a file e navigate in the appropriate folder and select the file by checking its select box e pick the Lock or Unlock action from the page menu Important only two users can unlock a locked file the user that originally locked the file the owner of the file i e the user that is sharing the file with others To see whether a file has been locked If a file is locked the folder page that contains it will display who has locked it and since when This information is also available in the file property page accessible by clicking the Properties link corresponding to the file Locking folders You can also lock an entire folder When a folder is locked all the files in that folder and its subfolders are implicitly locked as well so they cannot be modified by others Other users are also prevented from uploading new files to the folder To lock or unlock an entire folder you can either follow the same procedure used to lock a file see above or click on the Lock or Unlock links in the Folder menu 66 Files Publishing files on the web DeskNow DirectFiles DeskNow lets you publish web pages and other files on the web in the easiest way Whenever you share a file folder the folder is automatically accessible from the web as well more precisely from ever
38. c with By default no folders calendars are selected Configure the sync client according to the following screenshots It is important that you use contacts events and tasks as server paths as shown No spaces all lowercase 132 SyncML with Palm PocketPC and mobile phones a SyncML Client OFS Eas E E KER ok H SyncML Client Q 4E 11 07 ok Server Settings Contacts SyncML Server Address URL Sync Mode http www server com desknow sync Username Password Events Sync Mode normal vy Synchronize Server Path events Contacts Events M z Only from 30 fy Days before Tasks A after today Tasks Sync Mode tasks sera General General Organizer Ss Extras Help j Extras Help m iy SyncML Client Qo d 1 24 ok Server Version S4KoM SE v Proxy Settings Use Connection s Proxy settings al Use following Proxy servers mm E HTTP Auth empty none e NO General organizer Options E Extras Help w Important When you create a new contact on the Pocket PC device it is saved in your Contacts folder in DeskNow This can be changed in the Preferences SyncML page When you create a new appointment or task on the PocketPC device it is saved in the calendar that you setup as default in Preferences Calendar in DeskNow This can be changed in the Preferences SyncML page 133 DeskNow User Manual If you add a calen
39. cccnncnnnnnnccnnnoncnnnnnannrnncnnnnnnnnnnnnnnencrnncnnnes 22 Check your Mali nad 23 Senda Ma licitar eee 24 Delete s me emails pisss tar eeip ec hetes deere Gober eaa REAA has 25 Selecting SMS ca ecstacy a ir epee seas 26 Other features cora eee knee eats ead athe des wee eo ea a eee des 27 Leave the DeskNow window Open cceceee ence eee eee ee ee eee teeta teen ee te teeta eae 28 MOVING APOUNG ec ogee evens eet oi ved Vege edie evils ceed ov dee bev A Pel de ev ta eve aoe 29 Moving around the main MeNU ccce eee eee eee eee teeta eee teeta 29 Moving around folders oooococccccccccnccnncncnncnnnnnncnnnnnnn aria dopat abaiduan 31 Full screen and Split VIEWS ecient eee eee eats teeta eee enna anaes 32 Sharihg INformation set oer cece a 33 Math news cos o ia 35 Mail OVEPVICW iii eve viv eee i eben eden ceive vei nivel ed eg eg ea EN EEEa Geen dese 35 Mail folders 2 ci pana Sis enn eee bate dba ee he ad eee dace 36 Reading emallS ii asc tee nest an aa aiid or ee ae Seay eee de aa tal ed 37 Mail thread mico A fev ieee gue ia 38 Sendingvan eMmalll ssassn a 39 Sending mail attachments cece cece eee eee tenant tenets 40 Mail signatures and mail identities cece eect eee eee eee eee eee e eae ea eee 41 Accessing external POP3 ACCOUNTS 0ccocccccncocconccnnnnnncnnccnncnnnnnnncnnrencenn rra rreren 43 Mali USES 20 A A 44 Searching QMailS movi a a 45 Mall filters asa Weare capt eau A
40. ccess in this case select project x contacts input a name for this link or leave the default name if a password is required to access the folder input it click Ok to create the link 105 DeskNow User Manual The User directory The User directory is a special contact folder It contains the personal contacts of all the users in your organization The user directory lists employees by community By default the user directory can only be modified by the Administrator but not by normal users Every user however can change his her personal details in the Personal contact page Every change will be reflected automatically in the user directory In this way the user directory is always up to date and every employee can quickly lookup the details of colleagues Note the user directory can be disabled by the Administrator For the Administrator to disable access to the user directory simply remove the share of the directory 106 Contacts Importing contacts from Outlook or other applications IMPORTANT you can also synchronize continuously your contacts between Outlook and DeskNow with the Outlook Connector You can import existing contacts from Microsoft Outlook other applications or services that are able to export data to Outlook Importing contacts from Outlook N 7 8 9 From Outlook select the menu item File Export Choose to export you contacts or address book to a file If requested cho
41. ces ne Entire Network e Near Me E ppm 5 0 Web pages HC agosto02 C maggio02 bl How to access DeskNow WebFolders using Mac OS X 1 In the Finder access the Go menu choose Connect of Server Shortcut is Applekey K 2 If your Desknow address is http www mycompany com enter the URL http www mycompany com desknow webfolders click Connect 3 It is essential that the entered server address starts with http 4 When prompted please enter the Desknow username and password and click OK 5 The Webfolder will be mounted on the desktop For fast access to the webfolder e Create an alias for the mounted Webfolder volume or e Drag the icon of the mounted webfolder to the Dock between the trash and the thin vertical separator line For permanent connection 1 Open System Preferences from the Apple menu 2 Open Accounts 3 Select My account in the left column Next click Startup Items 4 Drag the icon of the mounted Webfolder volume into the automatic startupitems area 5 Close the Accounts Preferences pane Every time you log into MacOSX the WebDAV folder will be mounted automatically How to access DeskNow WebFolders using Mac OS 9 MacOS9 is no longer supported by Apple at this time but there is a WebDAV client available The WebDAV client Goliath 1 0 1 supports MacOS8 1 thru 9 2 2 1 Goliath 1 0 1 can be downloaded from http www webdav org goliath download 2 Install the app
42. ch lists the contact details of all the users of DeskNow in your organization Security You can share a contact folder with every user or you can make it accessible only to some users either by specifying their username or by setting a password for the folder You can also make the folder read only so that users can view its content but cannot create delete move contacts or create new subfolders How to share a contact folder To share a contact folder e open the contact folder e click on Folder Properties amp sharing e click on New share e select a name for the share this can be the same name as the contact folder or something that can be more meaningful to the other users other users will know the contact folder by its share name e click the Next button e check what users communities user groups you want to grant the read write create and delete permissions to You can also use the Quick add button to grant multiple permissions faster e note that no matter what other permissions they have users that do not have read permission will never be able to perform any other operation e if you enable access with a Password every user that knows the password that you choose will be able to create a link to your contact folder e When finished click on Ok to create the share 103 DeskNow User Manual Tip only the administrator of your domain can create user groups Contact the administrator if you believe a n
43. companyl1 com it will deliver it to your real email address joe companyl com only if the current date is before or on the 18th of January 2004 Otherwise it will reject it You can give out as many time limited email addresses as you want with the same or different expiration dates Remember the rule username YYMMDD domain com Note time limited email addresses are effective against automatic robots that scan the web for email addresses A human could probably recognize the trick and circumvent it However most spammers use automatic robots to collect addresses 54 Mail Audio and visual alerts for incoming emails DeskNow fully replicates the functionality of traditional email clients to give you a more productive environment By default DeskNow checks your account for new emails every 10 minutes When new emails are found an alert sound is played and a sign appears in the title bar of your browser The number of new emails that were found in each folder is displayed next to the name of the folder If you left the browser open on a mail folder the view will automatically refresh to display the updated list of emails Messenger if you are using DeskNow Messenger an alert is shown immediately with the email s sender and subject You can disable email checking or change the check interval from the Preferences page Important this account checking is completely different from the checking of external POP3 accoun
44. contacts appointments and tasks using a large range of devices and applications All you need is internet connectivity wired or wireless between your device and your DeskNow server You can sync multiple devices with the same account for instance you can sync with Outlook on your desktop and with your Palm when you re away Important on network connectivity Your device needs a wired or wireless internet connection in order to be able to synchronize with your server Your device can normally connect to the internet when it is sitting into its cradle and the cradle is connected to your computer Wireless options include WiFi GPRS or 3G connectivity Bluetooth communication through a internet enabled mobile phone or other means Before trying to sync your data using a PDA or a mobile phone ensure that your device has proper internet connectivity and that it can connect to normal internet web sites 131 DeskNow User Manual Sync with PocketPC Currently you can sync your PocketPC device with DeskNow using a third party software We plan to release a DeskNow client for PocketPC soon The software that we currently recommend is provided by Synthesis AG Visit http www synthesis ch and click on the Download now link Follow the installation instructions Important Before starting login into DeskNow with your web browser and go to Preferences SyncML Here you can select which contact folders calendars to syn
45. d in your Contacts This means that they can be shared with other users To create a personal mailing list simply create a contact folder and insert in it the contacts that are going to be part of the list Make sure that at least the email address of the contact is specified When you want to send an email to all the contacts in the list simply use the Pick button and select the To Cc or Bcc box corresponding to the contact folder You can also type directly the name of the list surrounded by brackets For instance if your contacts folder is Contacts Customers simply type Customers in the To field of your email to send the email to all the customers you can alternatively type it in the Cc or Bcc fields If the folder is in Contacts Lists Friends type Lists Friends Since they are normal contact folders personal mailing lists can be shared with other users 44 Mail Searching emails Note this feature requires a commercial DeskNow license It is available in DeskNow Lite only for a trial period more information You can search for emails that were sent by a particular person that were sent to a particular person that contain particular words in the subject or body or that were sent at a particular date or even a combination of these conditions To search emails click on the Search link under the Mail section in the menu Enter the text that you are searching for in one or more of the following fields e
46. dar or contact folder to your account it will not be included in the synchronization operations by default You need to explicitly enable it in the Preferences SyncML page The Only From option in the Synthesis SyncML client is not SyncML standard and must not be enabled 134 SyncML with Palm PocketPC and mobile phones Sync with Palm Currently you can sync your Palm device with DeskNow using a third party software We plan to release a DeskNow client for Palm soon The software that we currently recommend is provided by Synthesis AG Its functionality is completely equivalent to the software for PocketPC so please consult this section for installation instructions 135 DeskNow User Manual Sync with mobile phones Many modern mobile phones support the SyncML protocol to sync contacts and events It is impossible to give detailed instructions for every model however see the instructions for PoketPC especially the initial configuration of folders and calendars to sync The basic parameters are always URL http www yourserver com desknow sync username password your desknow username password If you are a user of a virtual domain use user domain com as username Store names or db names contacts events tasks If your phone does not have separate settings for events and tasks use calendars Want to ask for advice to other users of your phone Have you successfully synchronized with
47. day to add a task click on New task in the left menu under New mail Calendar Adding editing and deleting events You can add a new task in many different ways e inthe left menu click on New email New event e or in the day view click on the hour where the event should start e or in the week or month view click on the day where the event takes place You will be brought to a page where you can input the event details Title notes location start and end times and so on Start and end time Events can be either full day like a birthday or have a start and end time To set the start and end time select date and time in the begin and end fields You can pick a date by clicking on the Tel icon and selecting the date from the pop up window that will appear Calendar Finally if you are viewing multiple calendars ex My Calendar Group calendar you can select which calendar this event belongs to Note you cannot save events to a calendar that is read only Deleting an event To delete an event simply open the event and click the Delete button You cannot delete events that belong to a read only calendar 87 DeskNow User Manual Tasks You can organize your and your team s work using tasks Task properties Tasks can have a due date or not and are either in the state of completed not completed or overdue The tasks state is always displayed by small coloured icons e Bfor completed tasks e for not co
48. e You can import more mailfolders in a single operation Each mail folder that you import will be imported as a new subfolder of the current folder Importing emails from Mozilla Thunderbird or any mbox file See The easy way above for an easier method If that is not applicable follow these instructions 1 2 3 we In DeskNow open the folder under which you want to import the messages Click on Folder Import messages Use the Browse button to locate the mbox file If you re using Mozilla in Windows this is typically in a folder like C Documents and Settings joesmith Application Data Mozilla Profiles default wirsgw9q slt Mail Local Folders Outlook Mail sbd Note that the mbox file has no extension do not select the msf file You can import more mail folders in a single operation Each mail folder that you import will be imported as a new subfolder of the current folder It is also possible to import mailboxes in mbox format and mail folders ex in maildir format in bulk even for multiple users domains using the Administration API and a script Please see the Administration and configuration manual for more details on the Administration API Outlook is a registered trade mark of Microsoft Corporation 58 Files Files overview DeskNow lets you store all your documents and all kinds of files generally in your account In this way you can access them from any location and you can share them
49. e e Save the attachment in your DeskNow files Click on the appropriate link for the operation To reply to a message thus adding a new message to the topic click on the Reply link The reply will be posted in the same message board and topic To create a new topic click on New topic If you have the appropriate permissions you can also delete the message 75 DeskNow User Manual Posting messages To post a message to a message board as a new topic simply click on the New topic link in the message board listing If you want to reply to a particular message open the message and click Reply In both cases a new page will open and you can start typing the subject and text of your message Note the message board could be shared as read only in this case the above links will not be available and you are only allowed to read messages Attaching documents or contacts to a message Click on the Attachments button at the bottom of the page where you compose the message A new window will pop up Click on the appropriate button to attach different types of documents local files to attach files that are saved in your computer DeskNow files to attach files that are saved in your DeskNow folders contacts to attach contacts using the vCard format personal details to attach your personal details using the vCard format To edit your personal details click on Change personal details in the Preferences page Once you have fin
50. e emails are stored using the mbox format The import process requires that your messages are first converted into mbox mail format Manually importing emails from Outlook Outlook express and Eudora See The easy way above for an easier method If that is not applicable follow these instructions 1 If you don t have Mozilla installed install it from http www mozilla org You can also use Mozilla Thunderbird which is the much smaller Mozilla mail client application see same web site Thunderbird does not install itself so it is the simplest solution if you need it only for the migration 2 Once in Mozilla Mail or in Thunderbird select Tools lmport from the menu and follow the instructions to import from your existing application If your messages are already in Mozilla you don t need this step 3 Once the messages are imported check that they were imported correctly NB at this moment Mozilla seems to have problems importing east asian characters in some messages In DeskNow open the folder under which you want to import the messages Click on Folder Import messages Use the Browse button to locate the mailbox file stored by Mozilla This is typically in a folder like C Documents and Settings1joesmithl Application DatalMozillal Profiles default wirsgw9q sIitiMaill Local Folders Outlook NAPA 57 DeskNow User Manual Mail sbd Note that the mailbox file has no extension do not select the msf fil
51. e links at http www desknow com downloads html Installation P Ww 122 Make sure that when your Outlook opens there is only one pst archive open usually it is Outlook today Personal folders Close any other if open Close your Outlook if it is currently running Launch OutlookConnector exe Follow the installation instructions changing the default installation location if you prefer When the installation is completed start Outlook A setup wizard Screen will appear prompting you to define your connection parameters Input the web address of your DeskNow server ex http www mydomain com desknow sync you can also use https for SSL encrypted connections Ask your system administrator if you are unsure on what is the correct address to use If you need to access your server through a proxy close the wizard an use the Options Outlook connector New Server Enter Server name and URL for server Server Name URL http www mycomain com desknow sync Web Access URL hitp www mnycomain com desknow index htm Help Next gt gt Cancel LLL i 7 8 Input your DeskNow username and password 123 DeskNow User Manual New Server Enter User Name and Password User Name Password Password not required v Use WBXML Compressed Encoding Help lt lt Previous Next gt gt nn Cancel 9 Press the Test server button If the connection is unsuccessful check 1
52. e popular clients to connect to DeskNow Gaim Gaim is the most popular Jabber client and can connect to other public networks like MSN Yahoo AIM ICQ A full guide on how to connect to DeskNow using Gaim is available in this article in the DeskNow Knowledge base Psi Setup a new Account In the Account page use the following values Host the address of your DeskNow server ex www mycompany com Port usually 5222 but your Administrator could have changed this Use SSL encryption tick this if you want your connection to be encrypted secure You will need additional DLLs that are available at Psi s home page Username Password your DeskNow username password e Manually specify Jabber host tick this box and specify the domain name that you belong to in your DeskNow server usually what is after the sign in your email address e when joining a conference group chat use the following room information e Host the domain name that you belong to in your DeskNow server usually what is after the sign in your email address eee na 110 Exodus create a new profile in the Login page use the following values Username password your DeskNow username and password Server the domain name that you belong to in your DeskNow server usually what is after the sign in your email address then click on Details and enter the following values 1 2 e o O O O Messenger chat Room use the name of
53. e tree click on Mail on the menu and then New on the page menu e To create a mail folder as subfolder of another folder open the parent folder and click on Folder New folder e To rename or delete a mail folder click on Folder Properties You can also click on Mail an then click on the Properties link associated with the folder e To move a mail folder ex from the first level of the tree to inside another folder click on Mail on the menu select the folder to move and then select Move to in the page menu By default DeskNow shows you the mail listing in the upper half of the window only You can also view the listing in full screen See Full screen and split views for more information For more information see Moving around folders You can move emails from a folder to another except drafts and sent and delete groups of emails You can also instruct DeskNow to download emails from other mail servers and store them in a particular folder 36 Mail Reading emails To read an email open the mail folder where it is stored and click on its line in the folder listing By default DeskNow shows you the email in the preview pane the lower half of the window under the folder listing You can also read the email in full screen See Full screen and split views for more information If you double click on the email line the email will open in a new window When viewing an email you are shown the most relevant mes
54. essing shared calendars company contact lists etc The SyncML Outlook connector uses the open standard SyncML protocol which means that it can use SSL encryption for maximum security and can work across proxies and firewalls Since data is constantly synchronized between your Outlook and your DeskNow server you can access it even when you are not connected ex out of the office on a plane etc A quick note of integration with DeskNow Calendar and My calendar DeskNow makes more use of multiple calendars for work personal projects etc The Calendar link in DeskNow shows events from all the calendars defined in your account In Outlook the Calendar link shows your personal calendar In DeskNow your personal calendar is called My calendar The Outlook connector automatically maps appointments in Calendar in Outlook with My calendar in DeskNow Todos in Tasks in Outlook are mapped to todos in My calendar in DeskNow Read only folders and calendars In DeskNow you can have read only access to a calendar or contact folder Outlook does not make this distinction If you create modify delete a contact appointment todo that is in a read only folder in DeskNow the change will not be synchronized in the server 121 DeskNow User Manual Installation Requirements The DeskNow Syncje Outlook Connector requires Outlook 2000 2002 2003 or XP Download To download the installer for your connector follow th
55. eters learning so that the next time a message with similar words arrives it will be more likely considered as spam In the same way if you receive a legitimate message but DeskNow wrongly considered it as spam click on its This is not spam link DeskNow will e add the sender to your whitelist e analyze the text of the message and adjust its internal statistical parameters e move the message back to your inbox 53 DeskNow User Manual Preventing spam emails using time limited email addresses Often senders of span emails spammers find out about your email address on public discussion forums mailing lists etc When you need to leave your email address for a time limited purpose ex you wait for a reply to be sent shortly to you via email avoid giving away your real email address With DeskNow you can give an email address that is valid only for a limited period of time So even if it ends up in the hands of spammers it won t compromise your mail address forever To use a time limited email address simply append the date when you give your address to someone Example if your email address is jo gt e companyl com running the DeskNow mail server and you want to leave your email on a public forum using an address that expires the 18th of January 2004 simply leave the address joe 040118 companyl com You do not need to do anything particular in DeskNow When the DeskNow mail server receives an email for joe 040118
56. evices How to access DeskNow DeskNow can be accessed by many different devices e web browsers e PDAs PocketPC Palm etc e WAP phones e java phones Supported browsers and devices Browsers e Microsoft IE 5 0 or greater e Netscape 6 1 or greater e Mozilla 1 1 or greater PDAs e any PocketPC or PocketPC 2002 device e Palm devices using either WAP browsers or Java e RIM Blackberry using WAP or Java Phones e WAP phones e JAVA J2ME Midlet phones How to access Please consult your system administrator for information on how to access DeskNow from a particular device Usually links for PocketPC and WAP devices are also displayed on the browser login page These links depend on the address of your DeskNow server All the devices must have network connectivity to the DeskNow server If you are the Administrator if you installed DeskNow using the Windows installer you can click on the DeskNow Login icon in the DeskNow program group in the Start menu Language The DeskNow interface supports multiple languages Every user can choose which language to use by setting the appropriate Preference DeskNow comes already with some language translations but if your language is not available you can visit our web site to find out if a translation is already available or even create the translation yourself Consult the Administration documentation for more details Conventions Paragraphs coloured in orange contain u
57. ew user group would be useful Linking to a shared folder Unless you are the DeskNow Administrator the share that you create will not automatically appear as a new folder in other users account This is because maybe they do not want to access your share If other users want to access your share and they are authorized to they need to create a link to that share See accessing shared contact folders How to change the properties of a share From the Properties sharing page of the shared folder click on the name of the share that you want to edit How to un share a folder From the Properties sharing page of the shared folder click on the Delete link next to the share that you want to remove 104 Contacts Accessing shared contact folders If you want to access a contact folder shared by some other user and this user is not the Administrator or the manager of your community you need to create a link to the shared folder This is to give you the choice of which folders you want to access and which you don t Imagine that user joe has shared a folder with the name project x contacts with you To link to the shared folder 1 2 3 4 5 AO click on Contacts on the DeskNow menu click on New link input the username of the person that is sharing the folder in this case input joe and click Next you will be shown a list of all the shares that are available to you select the share that you want to a
58. fined value 21 DeskNow User Manual Setup additional mail accounts DeskNow usually provides you with an email account by default Your email address is your_desknow_username yourcompany com Ask your Network administration for more information If you have other email accounts and want to access your email through DeskNow you need to tell DeskNow to retrieve the mails for you Open the Mail menu by clicking on the apposite triangle symbol and click on the External accounts link Click on Define new account and input the details of your mail account and select the mail folder in which you want the downloaded email to go If you want DeskNow to automatically retrieve new email messages for you select Check automatically When you click OK DeskNow will download all the new emails found in the account This could take some time depending on the number of emails in the account If you have selected Check automatically from now on DeskNow will automatically download emails from this account for you Important if in future you change the password on the remote account remember to update your Email account information on DeskNow or DeskNow will not be able to download your email You can setup multiple email accounts to be accessed by DeskNow 22 Quick tutorial Check your email Whenever you have new i e unread emails the number of new emails is displayed in brackets in the menu for every folder Mail folde
59. folder is shared as public everyone will be able to view the folder by simply typing the above address in their browser e if the folder is shared to all DeskNow users or specific users communities when trying to access the folder users will be presented with an authentication dialog and will need to input their DeskNow username and password to access the folder e if the folder is shared with password when trying to access the folder users will be presented with an authentication dialog and will need to input guest as username and the password chosen by you to access the folder 67 DeskNow User Manual Accessing files from your desktop DeskNow WebFolders Note this feature requires a commercial DeskNow license It is available in DeskNow Lite only for a trial period more information The easiest way to access your DeskNow files is to use DeskNow WebFolders DeskNow WebFolders lets you access your DeskNow files directly from your desktop as a normal network drive and is the easiest way to manage documents in DeskNow With DeskNow WebFolders you access your files as a network drive and work with them with all the normal operations as any other file you don t need to open an internet browser you can double click on a file to edit it and when you save it it is saved directly in DeskNow you can drag drop files to and from DeskNow and your computer you can move or copy entire folders to and from DeskNow and your co
60. g with a password users should use guest as username and the password you provide as password 142 How dol How do publish pictures from my camera phone If you have a mobile phone with integrated digital camera you can use DeskNow to easily publish your snapshots All you have to do is setting up your DeskNow account and then every time you take snapshots you just need to email them to your account to see them automatically published Preparation create a file folder and call it snapshots or any other name that you like share the folder and give it Public access create a mail filter and call it Snapshots filter or any other name e set the filter to act when the subject contains a specific word let s assume you use abcd e set the filter to move the attachments to file folder and then pick the folder you created e save the filter Taking pictures and publishing them with your phone take the pictures that you want and send them as email directly from the phone e inthe To field put your DeskNow email address e inthe Subject field put abcd or whatever password you chose in the step above e optional in the email body put a short description ex Christmas party if you don t type anything DeskNow will just use the current date and time When DeskNow receives the email the pictures will be automatically saved in a folder called Christmas party or whatever other title you chose under the snapshots fo
61. hat to be secure BOTH participants must have a secure connection To establish a secure connection you must login into DeskNow using a secure https address indicates a non secure non encrypted connection This is usually faster 113 DeskNow User Manual Messenger alerts Once connected the DeskNow messenger displays alerts for various purposes Currently you will see an alert a small yellow panel appearing at the bottom right corner of the screen for a few seconds when the following occurs e anuser comes online and is available to chat e you have received a new email the alert will display sender and subject If you leave your desk for some time set your status to away or extended away Your alert will be saved in a log window so that when you come back you can review all the alerts received NB user presence alerts are not saved You can disable alerts for new emails in the Preferences Messenger page 114 Messenger chat Disabling the integrated messenger To disable the integrated messenger click on Preferences and then Messenger and disable the appropriate box You need to logout from DeskNow and re login for the change to take effect You can enable the integrated messenger at any time Tip to simply disable the alerts when other users login click on the Options sy button and uncheck the corresponding option 115 DeskNow User Manual How to integrate the messenger with MSN Yahoo AIM
62. he admin user To allow other users to post announcements simply create a new share with write permissions for the board and give access to the selected user s 81 Calendar Calendar overview DeskNow lets you organize your time and your team s time using Calendars With DeskNow calendars you can add edit and change scheduled events create task reminders with an optional due date and mark the tasks as completed use multiple calendars to organize you personal and group schedule you can keep a personal calendar for your own personal family events and tasks a Calendar for your company a calendar for the project that you are managing a calendar for your favourite sport events etc combine multiple calendars in a single view to identify conflicting appointments and determine your availability share calendars with others to organize your work make deadlines visible to every member of your team etc You can also access all your events and tasks in all your calendars from any mobile device You or your assistant can schedule all your appointments from the office PC and when you are away from your office you can use your phone to view them or to add new ones All without synchronization Important event times are always relative to your time zone For instance if your colleague in London GMT 0 posts an event in a shared calendar for 3PM and you are in New York GMT 6 the event will appear to you as starting at 9 AM
63. he mouse over it then it is not possible to sort for that column To reverse the order of sorting i e instead of sorting the Subject from a to z to sort from z to a click a second time on the column header This is very useful with dates where you can see the most recent and the oldest items easily Tip Note the small symbol that appears next to the sorted column it indicates which column is used for sorting and if the current sorting order is ascending or descending To open view an item click on it the link is usually the email subject or the file name and so on Since sometimes a folder can contain subfolders it is important to know where you are in the navigation and to access parent folders easily A navigation bar is always displayed at the top of the page with links to access every parent folder For instance if you are viewing files the navigation bar may read Files My documents Invoices 2002 To create new folders click on the Folder New Folder link on the page menu To rename or delete a folder click on Folder Properties amp sharing link on the page menu 31 DeskNow User Manual Full screen and split views Mail folders and message boards are by default displayed with a split view the upper half of the window displays the listing the lower half the current selected message You can select to have a full page listing or to have a vertical split listing on the left
64. he page menu e anew window will popup asking to pick the destination folder navigate to the folder where you want to move or copy the contacts e click Ok Tip if the Move action is not available you are not authorized to remove contacts from the folder To delete one or more contacts or contact folders e select them by checking their select boxes e click Delete in the page menu e be careful you cannot undo delete operations Tip if the Delete action is not available you are not authorized to remove contacts from the folder 102 Contacts Sharing contacts with other users Using DeskNow you can share contacts with other users very easily This is useful for instance to keep track of all the external partners of your company customers etc By sharing contacts with others you save time and energy because e only one person possibly an assistant needs to type the contacts instead of everyone e since there is only one copy of the contact it is easier to keep contacts up to date When a customer informs you that his her phone number has changed and you update the contact every employee will automatically see the updated contact Using DeskNow you can share entire contact folders with other users so that you and they can access all the contacts in the folder create new contacts create new folders and so on Shared folders are displayed using the share icon S Tip DeskNow provides automatically a company directory whi
65. hing and viewing freebusy information on the internet cceeeeeee ener ees 94 BOOKING a FESOURCE Si ina 95 Sharing a calendar with other USES 0 cece cece eee teeta ease ae teenies 96 Accessing shared calendars cccccece eee eee eee eee eee e teen e ene teens teeta seen nene ena 98 CONTA CIS ti ta A a tico 99 Contacts Overview saires dirat nad re EA E E EE E ra 99 Contact folders ut a iaa aen AA aa dy aes SN aa aaa Nia 100 Viewing creating and editing CONtactS ooococccccncccccnncnnnnnncnnnnoncnnnnnancrnncnnnnnns 101 Moving copying and deleting CONtactS ooocooccccccconcnnccnncnnnnnncanccancnnnnnancnnnannes 102 Sharing contacts with other USeTS ooooocccccnconcnnccnncnnnnnncannnonnnnnnnancrnncnnnnnnnnanes 103 Accessing shared contact folders ccccccee eee e eee eee eee e ee ene teen e ee ene tne eneed 105 The User directory ani iare outa A a eee teas 106 Importing contacts from Outlook or other applications cess e eee ee eee es 107 Messenger Chat iii A A A Eaa 109 Messenger OVerVieW 2 20 ccc ce cece een rnnnnnnrrnnnnnnrnrnnrannanianannns 109 How to access the M SSENGEL ccc eee e eee eee eee ee rete etna e nae e ete ene ened 110 Using the integrated messenger cece cece eee eee eee eee eae ene ene ene ened 112 Messenger alero A eannee 114 Disabling the integrated Messenger 6 cece cece cent eee ee teeta eee e ee eee ene eae e need 115 Table Of Con
66. his option if the attendee does not have an iCal client DeskNow will send a plaintext email Replies from the attendee will not be tracked e do not send invitation Tip you can set what is the preferred delivery mode of an attendee by editing its contact details in your contacts e the attendance level e required attendee e optional attendee In this pane an icon will also display the attendee response e accepted declined delegated waiting for reply tentatively accepted unknown this is typical of attendees not invited using iCal When an attendee replies to an iCal invitation you will receive a notification email and the status of the meeting will be updated DeskNow will automatically reply on behalf of resources based on their availability 91 DeskNow User Manual The availability table On the right hand side you will see the availability table This table shows for every attendee resource its availability throughout the day Every time slot is coloured depending on the availability See the colour table below for the meaning of the single colours Free Busy Tentative Out of office Unknown These codes are set by the attendee when creating a new event in his her calendar A vertical white stripe bounded by a green and a red line marks the event s duration To move it simply change the event s begin and end times using the controls at the bottom To view availabilities for a different day use the Prev and Next
67. ir calendar A vertical white stripe bounded by a green and red line highlights the event s begin and end time To display availabilities for the previous of next day simply click on the Prev or Next button To display the availability for all hours in the day simply click on the Show full day button 90 Calendar Inviting other people to a meeting You can invite other people to a meeting and or book resources for the meeting DeskNow can automatically display the availability of the attendees resources and track the replies from other attendees To assign a task simply create a new task and then click on the Assignees tab In this window you can add an attendee by looking up his her address using the Pick button or typing directly the attendee s email address Click the Add button to add the attendee s to the list of attendees Below the Add and Pick buttons on the left you will see the names of all the attendees The list of attendees By clicking on the relative icon you can change e the delivery mode This defines if and how an invitation is sent to this attendee e invite via email with iCal This is the default and will send the invitation using an internet standard The event will appear in the attendee s calendar This can be used with other DeskNow users or users that use a standards compliant calendaring application Outlook and Notes not Outlook Express e invite via email with plain text Use t
68. ished selecting the attachments click on Done to close the attachments window To add or remove attachments to or from your message click on the Attachments button again Tip if you have a file that you often post as an attachment consider saving it to a DeskNow folder and use the Attach DeskNow files button to attach it every time you need to post it In this way you need to upload it only the first time and every subsequent time it will be much faster 76 Message boards Sharing a message board with other users A message board is usually useful only when shared with other users but you may also use a message board as a personal diary in which case you may want to keep it private Security You can share a message board with every user or you can make it accessible only to some users either by specifying their username or by setting a password for the calendar Tip you can also make the message board read only so that users can read messages but cannot post messages How to share a message board To share a message board e open the message board e click on Folder Properties amp sharing e click on New share e select a name for the share this can be the same name as the message board or something that can be more meaningful to the other users other users will know the message board by its share name e click the Next button e check what users communities user groups you want to grant the read wri
69. k in the left menu under New mail Week view The week view displays all your tasks and events for a given week You can open this view by clicking on the Week link in the navigation bar e to view a different week click on the E icon at the top right corner and select the new date in the popup calendar that appears e to go to the previous or next week click on the or button in the page menu e to view a specific day click on the day s date e to view an event or a task click on the event or task title e to add an event click on New event in the left menu under New mail or click in the corresponding day to set an appointment for that day e to add a task click on New task in the left menu under New mail Month view 85 DeskNow User Manual The month view displays all your tasks and events for a given month You can open this view by clicking on the Month link in the navigation bar 86 to view a different month click on the icon at the top right corner and select the new date in the popup calendar that appears to go to the previous or next month click on the or button in the page menu to view a specific day click on the day s date to view a specific week click on the week s number in the left column to view an event or a task click on the event or task title to add an event click on New event in the left menu under New mail or click in the corresponding day to set an appointment for that
70. l Sharing a calendar with other users DeskNow lets you share a calendar with other users to let them view your schedule or even post appointments Shared calendars are useful in many circumstances e to let others view your schedule without changing it by sharing the calendar with read only permission e to keep a sport club calendar of events e to coordinate work on a project keeping track of due dates meetings with the client and organize individual tasks Security You can share a calendar with every user or you can make it accessible only to some users either by specifying their username or by setting a password for the calendar Tip you can also make the calendar read only so that users can view events and tasks but cannot create or change them How to share a calendar To share a calendar e open the calendar e click on Folder Properties amp sharing e click on New share e select a name for the share this can be the same name as the calendar or something that can be more meaningful to the other users other users will know the calendar by its share name e click the Next button e check what users communities user groups you want to grant the read write and delete permissions to You can also use the Quick add button to grant multiple permissions faster e note that no matter what other permissions they have users that do not have read permission will never be able to perform any other operation e if y
71. lder everyone can now see your pictures thanks to DeskNow DirectFiles They just need to visit http www yourcompany com desknow directfiles yourusername snapshots where www yourcompany com is the address of your DeskNow server and yourusername is your user name note the address when using the demo DeskNow server at www desknow com is http www desknow com desknow directfiles yourusername snapshots Tip setting a password in the filter in this example abcd ensures that only you can publish pictures from email 143 DeskNow User Manual How do send a link to a file in my DeskNow documents 1 share the folder where the file will be posted as public a read permission is sufficient 2 post the file to that folder 3 click on the folder properties and in the row corresponding to the share just created click on the link in the Web column it starts with desknow directfiles 4 this will open a new window listing the files in the shared folder The URL displayed in the browser address bar is a valid HTTP link to access the folder 5 to get the URL of the single file right click on the disk icon next to it and click on Copy shortcut You can then paste that address anywhere ex an email 144 Support How to obtain support For any question suggestion or comments please visit http www desknow com support html 145 Index A ACCESS cite a ee AA ead 5 ACCESSIN iiie 79 98
72. lder E ASE pe PSfSunal ea ge a e Login Profile s Microsoft Outloo Password Help lt lt Previous Cancel AAA 12 Click on Finish to complete the setup 126 Outlook connector Auto Sync The Outlook Connector can synchronize periodically with the server To set these options click on the Tools menu select Options SyncJ e Edit Options Auto Sync see below Important the Auto Sync can also run when Outlook is not open so that when you open Outlook in the morning your data will always be up to date You will be asked to enter your Windows account password so that the auto sync can run even when you re not logged in 127 DeskNow User Manual Options Automatic Synchronization using Windows Scheduled Tasks Plug in Auto Sync Logs Y Scheduled Sync Every 10 minute s from 8 00 AM for 10 hour s e 1 Every 10 minute s from 8 00 AM for 10 hour s every day starting 29 08 v Schedule Host NewServer 0 Schedule Task Start time Daily y 8 00 00 AM p Schedule Task Daily Every fi Dayfs Advanced Show Status During Auto Sync Login Show Multiple Schedules we me com 128 Outlook connector Manual sync In addition to the Auto sync mode you can also manually sync your data with your DeskNow server To do this simply press the Synchronize button in the toolbar 2 Synchronize _ 129 DeskNow User Manual Options
73. le looking at or working on older version e if some new user becomes part of the team he can immediately access all the documentation without having to spend time collecting documents from other users Using DeskNow you can share entire folders with other users so that you and they can access all the files in the folder upload new files create new folders and so on Shared folders are displayed using the share icon Tip when you share a file folder DeskNow automatically publishes it on the web as well See DeskNow DirectFiles for more details Concurrency control You and other users if the folder is not read only can lock a shared file so that you can prevent others to change it while you are editing it this prevents ending up with two different versions of the file How to share a file folder To share a file folder e from the Files menu navigate to the folder that you want to share e click on Folder Properties amp sharing in the page menu e click on New share e select a name for the share this can be the same name as the folder or something that can be more meaningful to the other users other users will know the folder by its share name e click the Next button e check what users communities user groups you want to grant the read and write permissions to You can also use the Quick add button to grant multiple permissions faster e if you give the read permission to Public the folder will be published on the
74. lication according to the instructions To create a connection for the first time 69 DeskNow User Manual 2 Start Goliath go to the File menu choose New connection 2 In the New WebDAV connection window enter the URL If your Desknow address is http www mycompany com enter the URL http www mycompany com desknow webfolders 3 It is essential that the entered server address starts with http 4 Enter your Desknow username and password in the correspondent fields click OK 5 The WebDAV connection is made within the application the volume is not mounted on the desktop However it behaves like any other folder in the Finder 6 Go to the File menu choose Save Connection As The Save File dialog comes up Enter a name for the file and pick a place on your harddrive to save the file For easy access save the file on the desktop How to reconnect to your WebDAV folder If you have saved the connection to a file just double click on the file and your WebDAV folder will show up automatically You will not be prompted to enter a username and password This can be a securityrisk How to create a permanent server log in Just place to saved connection file into the Startup Items folder within the Systemfolder on your harddrive Everytime your computer boots you will be logged in to you WebDAV folder automatically How to access DeskNow WebFolders using Linux There are several open source p
75. licitly 1 X DN Spam Blacklisted By SURBL x the domain or internet address x is blacklisted by the SURBL service X DN Sender I n Whitelist YES this header is added if the sender belongs to your whitelist or contacts see below X Spam Flag YES this header is added if DeskNow has classified the message as spam Important as mentioned before spam classification is not an exact science We recommend checking periodically your spam folder to see if any legitimate message 52 Mail has been wrongly classified as spam Please read below on how to reduce the risk of this happening Whitelists To minimize the risk of false positives legitimate messages that are wrongly classified as spam you can tell DeskNow to never classify as spam messages that are sent from particular people or domains This is called a whitelist and can be configured from Preferences Mail Whitelist Tip if you often receive emails from a customer company abc com you can add abc com to your whitelist to make sure that their messages will never be classified as spam Note that all the people in your contacts are automatically whitelisted which means that mail received from them will never be considered spam Improving the statistical filter The statistical filter of DeskNow can learn from your feedback If you receive in your inbox a spam message click on the This is spam link DeskNow will then analyze the message again and adjust its internal param
76. ls in your contacts e the attendance level e required assignee e optional assignee In this pane an icon will also display the attendee response e accepted declined delegated waiting for reply tentatively accepted unknown this is typical of attendees not invited using iCal When an assignee replies to an iCal invitation you will receive a notification email and the status of the meeting will be updated 93 DeskNow User Manual Publishing and viewing freebusy information on the internet DeskNow can publish your freebusy availability information on the internet This lets people using external calendaring applications like Outlook to view your availability for meetings Note that your freebusy information is always accessible by DeskNow users via the web interface By publishing your freebusy information however you can make it available to people that are not using the web interface and or that are not in your company To publish your freebusy information simply go to Preferences Calendar and enable the relative option You can also decide how much information in the future you want to publish for instance only publishing information for the next 60 days To access published freebusy information external calendaring applications must use the following URL http www mydomain com desknow freebusy user mydomain com freebusy vfb Where www mydomain com is the address of your DeskNow server user is your use
77. me that you changed your password To change your password you can e click on change password in the Homepage page e click on Preferences on the menu click on General and click on the Change button in the Password field 118 Preferences Personal details Your personal details inform other people about you Your personal details are used by DeskNow in different ways e your personal details are published in the User directory if enabled by the Administrator e the name and email address that you set in your personal details will be used in the From field of the emails that you send e your name is always displayed at the top of the DeskNow menu You can also send your personal details as an attachment using the vCard format To edit your personal details e inthe Home page click on change in the line about your screen name e or click on Preferences in the DeskNow menu click on General and click on the Change button in the Personal details field 119 Outlook connector Overview Note this feature requires a commercial SyncML connector license in addition to the normal DeskNow license It is available in DeskNow Lite only for a trial period more information The SyncML Outlook connector is an Outlook plugin that lets you create access modify and share appointments tasks and contacts using Microsoft Outlook This enables you to keep using the familiar Outlook interface with all the groupware benefits of DeskNow ex acc
78. menu A mail thread includes the original email and all the replies sent by you and the other party from the original email Mail threads are tracked using a special header that is set in email messages by mail clients so email threads will not be recognized if a mail client does not set this standard header most mail clients do 38 Mail Sending an email To send an email click on the New email link on the left In the To Cc and Bcc fields you can enter email addresses in different formats J oe null com Joe Bloke lt joe null com gt Tip If you want to send an email to a colleague that has a DeskNow account in your system you can simply input his her username joe You can also pick contacts from the address book by clicking the To Cc or Bcc button If you do so a new window pops up with a list of your Contacts Navigate through your contacts as in a normal folder and check the To Cc Bcc boxes next to the names of the people that you want to send the email to You can also select an entire folder of contacts In this case all contacts contained in that folder and its subfolders will receive the email if they have an email address For more information see Mailing Lists You can input multiple addresses and separate them with a comma or semi colon G When you start typing an address or name in the field DeskNow will search through your contacts and show you a list of contacts whose name or address start
79. message on the right or to switch between split and full view by clicking on the icons on the top right corner of the page Horizontal split views are enabled by default you can change this setting in the Preferences General section 32 Moving around Sharing information One of the most useful features of DeskNow is the ability to share information with other users Information can be documents contacts calendars or message boards Sharing is much more powerful than using simple emails e there is always one and only version of the information be it a document or an address book the most up to date There is no risk of having different people looking at or working on an older version e if some new user becomes part of the team he can immediately access all the relevant information without having to spend time collecting documents from other users e there is no risk to forgetting to send a copy of the information to someone keeping him her out of the loop Using DeskNow the procedure to share information is the same whether it is files or contacts calendars or message boards This simplifies the use and makes the interface more consistent Security When you share an object you define what operations other users are allowed to perform on that object You may want to give read access i e the permission to read to all users but write access only to some and so on 33 Mail Mail overview DeskNow supp
80. mpleted tasks e Bfor overdue tasks i e tasks that are not completed and past their due date Like events tasks belong to a specific calendar ex My Calendar or Group calendar or other calendars Viewing tasks e you can view tasks that have a due date in the day week or month views e to view all the tasks click on the Tasks link in the Calendar menu on the left or on Tasks in the calendar page menu e due tasks pending are also displayed in the Homepage page Tip you can show hide the tasks that are completed by clicking on the apposite check box at the bottom of the task list 88 Calendar Invite attendees to an event You can invite other people to a meeting or book resources DeskNow can automatically show you the availability of required attendees resources and track the replies from other attendees To invite attendees or book resources for a meeting simply create a new event and then click on the Attendees tab In this window you can add an attendee or resource by looking up its address using the Pick button or typing directly the attendee s or resource email address Click the Add button to add the attendee s to the list of attendees Below the Add and Pick buttons on the left pane you will see the names of all the attendees and resources Tip the Administrator can define resources in the Administration Resources page He she can also view the schedule for a resource by just clicking on its n
81. mputer all the normal security controls are still valid so you are requested your password the first time you open WebFolders and the communication can be encrypted using HTTPS WebFolders is firewall friendly because it uses the normal HTTP or HTTPS port How to access DeskNow WebFolders using Windows WebFolders requires a recent version of Microsoft Internet Explorer to be installed usually 5 5 or higher 1 2 3 68 double click on the My Network Places icon on your desktop if this icon is not available upgrade Internet Explorer double click on Add Network Place input the address of your DeskNow WebFolder This depends on the address of your DeskNow server If your DeskNow server address is www mycompany com the address for DeskNow WebFolders is http www mycompany com desknow webfolders You can use https for secure communications note the address when using the demo DeskNow server at www desknow com is http www desknow com desknow webfolders click Next you will be prompted to login Input your DeskNow username and password and click Ok input a name for the web folder or keep the default one and click Finish your web folder is now connected and you can access it every time without having to repeat these steps The web folder is available inside My Network Places Files Here is how DeskNow looks like once connected on your desktop ES Desktop My Documents 5 My Computer My Network Pla
82. n that is at the top of the column where all the checkboxes are The icon looks like this amp Clicking again on this icon will unselect the selected items Note this icon selects deselects all the items in the current page There may be more items in successive pages Consider changing the number of lines displayed per page 26 Quick tutorial Other features After you have practiced using emails in DeskNow it should be easy to use the other features like files calendars contacts and message boards The user interface has been studied to be as homogeneous as possible across the services Try navigating around and discover the other features 27 DeskNow User Manual Leave the DeskNow window open If you leave your DeskNow window open by default you will be notified of new emails and messages automatically exactly like a traditional email client The notification consists of a short sound In addition a small exclamation mark appears in the window title and in the corresponding button on the task bar if you are using Windows You can disable automatic alerts from the Preferences page 28 Moving around Moving around the main menu The main DeskNow menu is displayed in the left side of the window usually in a rather different color from the rest of the window At the top is shown your Screen name The screen name can be changed in the Preferences page Below are the New buttons which you can use
83. nce eee eee eee teens teeta eee ne na enaes 68 DeskNow WebFOIEIS ccccc cece eee eee eee entre eens eee eee rra nanennnnnns 68 Accessing files from your PocketPC deVICE ccc eee eee ee eee e eects eet ete tee naenaes 71 Message boardS cid ab 73 Message boards OVErVieW 2 cece cece eee nee ener teeta eee teeta eae 73 Message Board i sey ce ae epi eee na dene a 74 Reading MESSAGES shoe adele ea td ld 75 Posting MESSAGES mii Id A nila fects 76 Sharing a message board with other USeFS ooocccccccccocnncnnccnncnncnnnnnnnnnnnonnrnnnnanes 77 Accessing shared Message boards cccceeeee ence eee eee eee ee teens eae ea eee rreren 79 Audio and visual alerts for incoming Messages 6 cece eee eect eee teen eaten 80 ANNOUNCEMENTS A ere iad 81 Calendar tum didas du preciada 83 Calendar Overview scn a A A AA eae Ae 83 Cale sismes ch PE a a ee ae ee PD a he ede eee Pee eee een eee ede ed 84 Day week and month VIEWS 0 cece cece eee eee eats teeta eee teen iene 85 Adding editing and deleting events ccc cece cece eect eee eee teeta eae e ene nne nae 87 TASKS rison inia E ieee aw dace id 88 Invite attendees to an event 2 cece eect ene ee teeta teeta e teeta nee eae 89 Inviting other people to a MEetING 0 ccc cece eee eee e ee teeta teeta eee ene nna eae 91 Assigning a task to other people ccecce cece eee eee eee eee eee teeta teeta e een ee na enaes 93 Publis
84. on to send to the list whenever an email sent to sales domain com is received a copy will be delivered to every user in the list Every user will have its own copy 139 DeskNow User Manual How do send an email to a group of users or all users You can use mailing lists combined with the User Directory To send an email to a mailing list The mailing list must have been defined by the domain administrator and you must have been authorized to send emails to the list Simply send the email to the list s address ex list_l1 domain com To send an email to a user community or user group The administrator can setup a mailing list that includes all the users of a particular community or group Ask your administrator for details To send an email to all the users of your domain The administrator can setup a mailing list that includes all the users of a particular domain Ask your administrator for details 140 How dol How do setup a vacation reply message Just check the Preferences Autoresponder page 141 DeskNow User Manual How do publish web pages To publish web pages and other documents on the web simply share the folder that contains them You can make them public i e everyone can see them protect them with a password or specify which users can see them If the pages are shared as Public or with a Password people do not need to have a DeskNow account to view them Tip when sharin
85. or messages retrieved through external POP3 accounts This is useful to keep your email organized You will need to specify the destination folder from the apposite selection box that will appear copy the message to mail folder as the previous one but the message is duplicated rather than moved mark the message as read marks it as read so that it will not show up in notifications forward copy to mail address forwards a copy the message to another email address either on DeskNow or outside You can forward to multiple addresses simply by adding multiple forward actions If you don t want to keep a copy in your account add a delete message action send automatic reply sends an automatic reply to the sender of the message that triggered this filter This is useful for announcing vacation periods etc By using different filters with different conditions you can set up multiple automated replies To avoid loops of autoreplies DeskNow will not send an autoreply to an address if it already sent an autoreply to that address in the previous hour move the message to message board moves the message an all its attachments to a message board You will need to specify the destination message board from the apposite selection box that will appear This action is very useful if you want to share incoming emails with colleagues or friends For instance your administrator could set up a mail alias so that all the emails addressed to sales yourcompany com
86. ord is required to access the project x discussion input it click Ok to create the link 79 DeskNow User Manual Audio and visual alerts for incoming messages By default DeskNow checks your account for new messages every 10 minutes When new messages are found in any message board an alert sound is played and a sign appears in the title bar of your browser The number of new messages that were found in each message board is displayed next to the name of the message board If you left the browser open on a message board the view will automatically refresh to display the updated list of messages You can disable message checking or change the check interval from the Preferences page 80 Message boards Announcements Management of the announcements that appear in the home page are by default reserved to the domain administrator admin The administrator can allow other users to post manage announcements The announcements that appear in the home page are taken from a message board chosen by the administrator It is possible to select what message board is used to display announcements by default there is a specific message board called announcements how many of the latest announcements to display and whether to display announcements at all or not These preferences are set in the Administration Announcements section available only to the Administrator The default Announcements board can be written only by t
87. orts full email functionality You can access your email using a web browser webmail a PDA a WAP device or a Java phone In all these modes email is inherently synchronized This means that if you read an email in the browser it will appear as read in the WAP device and so on When you send an email you will be able to retrieve it in the sent folder in any device No device synchronization is necessary Additionally you can access your email using a traditional POP3 client this option can be disabled by the system administrator 35 DeskNow User Manual Mail folders You can organize your email in different folders By default your DeskNow account has 3 email folders e in where incoming messages are normally stored e sent where is stored a copy of every message that you send e drafts where you can save unfinished messages to send them at a later time Unread emails are displayed in bold and have a closed envelope icon You can mark one ore more emails as read even if you haven t read it them You can also mark one or more emails as unread to remind yourself to read them again in the future Emails that have attachments are displayed with a small attachment icon 4 You can create other mail folders as many as you want You can create them at the first level of the tree or inside other mail folders in the latter case the new folder is a subfolder e To create a mail folder in the first level of th
88. ose to export using Comma Separated Values Windows as the format Save the file to any location on your computer and remember the location if you are using a non English version of Outlook open the file with a normal text editor and substitute the terms in the first line with the corresponding English terms from this group Title First Name Middle Name Last Name Suffix Company Department J ob Title Business Street Business Street 2 Business Street 3 Business City Business State Business Postal Code Business Country Home Street Home Street 2 Home Street 3 Home City Home State Home Postal Code Home Country Other Street Other Street 2 Other Street 3 Other City Other State Other Postal Code Other Country Assistant s Phone Business Fax Business Phone Business Phone 2 Callback Car Phone Company Main Phone Home Fax Home Phone Home Phone 2 ISDN Mobile Phone Other Fax Other Phone Pager Primary Phone Radio Phone TTY TDD Phone Telex Account Anniversary Assistant s Name Billing Information Birthday Categories Children E mail Address E mail Display Name E mail 2 Address E mail 2 Display Name E mail 3 Address E mail 3 Display Name Gender Government ID Number Hobby Initials Keywords Language Location Mileage Not es Office Location Organizational ID Number PO Box Private Profession Referred By Spouse
89. ou enable access with a Password every user that knows the password that you choose will be able to create a link to your calendar e When finished click on Ok to create the share Tip only the administrator of your domain can create user groups Contact the administrator if you believe a new user group would be useful Linking to a calendar Unless you are the DeskNow Administrator or a community manager the share that you create will not automatically appear as a new calendar in other users account This is because maybe they do not want to access your share If other users want to access your share and they are authorized to they need to create a link to that share See accessing shared calendars 96 Calendar How to change the properties of a share From the Properties amp sharing page of the shared calendar click on the name of the share that you want to edit How to un share a calendar From the Properties sharing page of the shared calendar click on the Delete link next to the share that you want to remove 97 DeskNow User Manual Accessing shared calendars If you want to access a calendar shared by some other user and this user is not the Administrator or the manager of your community you need to create a link to the shared calendar This is to give you the choice of which calendars you want to access and which you don t Imagine that user joe has shared a calendar with the name project x calendar
90. pages ccecceee cece eee eee e eee eee ene e etna teeta ened 142 How do publish pictures from my camera phone cceeee cent eee ee teeta eee 143 How do send a link to a file in my DeskNow documents 0ceeeeeeee tees 144 SUPPORT A 145 How to obtain SUPPOTt cocccccnccnccnccnncnncnnnnncnccnncnnnnnnnnnnnennnnnncannrnnrnnrnnancnnninnss 145 Md A A sseetexas amp 147 desk Welcome to NEW DeskNow This is the online help of DeskNow where you can find information on how to use DeskNow at its best Please use the Content tree the Index or the Search facility to locate the information that you need More information is usually available on the DeskNow web site at the following address http www desknow com support html What is DeskNow DeskNow is a tool that let you organize your work and communicate with other people DeskNow is designed to be simple and intuitive to use Features e full email support with visual and audio alerts advanced navigation search etc secure instant messaging file document storage management and sharing calendars tasks management and sharing address books management and sharing message boards for group communications and announcements accessible from many different devices support for SyncML synchronization of calendars and contacts with Outlook PocketPC other PDAs and many mobile phones e no software installation is usually required on client d
91. r joe has shared a folder with the name joe s documents with you To link to the shared folder 1 2 3 4 5 OSO click on Files on the DeskNow menu click on New link input the username of the person that is sharing the folder in this case input joe and click Next you will be shown a list of all the shares that are available to you select the share that you want to access in this case select joe s documents input a name for this link or leave the default name if a password is required to access the folder input it click Ok to create the link 65 DeskNow User Manual Locking and concurrency control When sharing files or accessing files shared by another user you may want to edit a particular file It may take you some time to work on the file and in the meantime another other user may decide to edit it as well Imagine that you finish working on that file and you upload it back to the shared folder If the other user finishes after you and uploads his her copy of the file the changes that you have made will be lost To avoid this situation you can lock a file before starting editing it When you lock a file e other users will see that the file is locked since when and by who e other users will not be able to lock the file or to update a new version of it or to delete rename or move it e other users will still be able to view the file ie open for reading and will be able to change it and s
92. r more files or subfolders from one DeskNow folder to another e inthe source folder page check the boxes next to the name of the files and folders that you want to copy move e select the Move or Copy action from the page menu e anew window will pop up asking to pick the destination folder navigate to the folder where you want to move or copy the files e click Ok To delete one or more files or subfolders e select them by checking their select boxes e pick the Delete action from the page menu e click Go e be careful you cannot undo delete operations Tip if the Move or Delete actions are not available you are not authorized to remove files from the folder To rename a file or folder e inthe file folder page click on the Properties link corresponding to the name of the file or folder that you want to rename e input the new name and press Ok Using DeskNow WebFolders Using DeskNow WebFolders you can move copy rename or delete your DeskNow files as if they were normal files on your computer 62 Files Sharing files and documents with other users Using DeskNow you can share files with other users very easily Sharing files instead of sending them as email attachments has many advantages e every user has always access to the latest copy of the file there is no risk of forgetting to include someone in the email e there is always one and only version of the file the most up to date There is no risk of having different peop
93. res a commercial DeskNow license It is available in DeskNow Lite only for a trial period DeskNow can automatically filter incoming emails and perform many operations on them For instance DeskNow can e delete emails that come from known spammers a spammer is someone who sends unsolicited emails usually commercial advertising e move incoming mails to a particular folder according to the sender to keep your inbox organized e publish an email and its attachments directly to a message board this is very useful for email addresses that can be handled by multiple people like techsupport yourcompany com or salesinfo yourcompany com When such a filter is used the message is published onto a message board and anyone that has access to the message board can read the message and act on it e publish an email and its attachments directly to a file folder this is very useful for automatically archiving attachments and making them available to colleagues If the file folder is shared or published on the web this is also an easy way to share snapshots taken with a mobile device you just take the snapshots and send them as an email and the pictures are automatically published Filter list and priority To edit mail filters click on the Filters link under the Mail section in the menu What you will see is a list of filters ordered according to their priority Priority 1 is the highest When a new message is received the filter with priority
94. rname and mydomain com your domain name this can be omitted if it is the default domain In Outlook 2003 it is possible to define a single way to lookup all the freebusy information at least what is published for all the users of the system To do this simply go to Tools Options Calendar FreeBusy Options and in Search location enter the following URL http www mydomain com desknow freebusy NAME SERVER user vfb leave NAME and SERVER exactly as is and replace www mydomain com with your server address Every time you will add a meeting participant by its email address Outlook will look up his availability on the DeskNow server replacing NAME and SERVER with the appropriate values taken from the email address considering the email address NAME SERVER Please note it is not possible for Outlook to publish its freebusy information on DeskNow If you use the Outlook Connector anyway this is not necessary as DeskNow automatically mantains your freebusy information 94 Calendar Booking a resource Note this feature requires a commercial DeskNow license It is available in DeskNow Lite only for a trial period more information You can book resources like meeting rooms projectors company cars etc by creating a new event and adding the resource to the list of required attendees Resources are defined by the Administrator in the Administration Resources page 95 DeskNow User Manua
95. rojects to mount a webfolder to the Linux file system Please visit http www webdav org for more information The latest releases of the Gnome desktop support WebDAV natively 70 Files Accessing files from your PocketPC device Note this feature requires a commercial DeskNow license It is available in DeskNow Lite only for a trial period more information You can use your PocketPC device to access your DeskNow files even files shared by other users or email attachments You can open files using the PocketPC web interface of DeskNow Due to browser limitations file upload requires a complementary software that needs to be installed on your PDA More info at http www desknow com upload html 71 Message boards Message boards overview Message boards are the preferred way to communicate with a group of people using DeskNow A message board is an electronic discussion place where users can post messages for others to see and reply to The most important difference with email is that when you post a message in a message board everyone that has access to the message board will be able to read it Messages do not have individual recipients like email There are many advantages of using message boards for group communication e message boards are a knowledge repository for your organization and the knowledge is not dispersed in individual mail boxes e when new users join your group it is easier for them to catch up
96. rs are displayed in the menu under the Mail link when the mail submenu is open click on the sign if it s not Next to the Mail link is reported the total number of new emails in all the folders To read your email check on the name of a mail folder You can also click on Home to have an overview of your unread emails messages and your appointments and tasks for the day in a single page When you open a mail folder a list of emails appears in the right hand side of the window If there are emails listed click on an email subject to view the email in the lower half of the window If you double click on the email the email will open in a new window Emails listed in bold are unread emails e You can change the view split only listing only email message by clicking on the icons in the top right corner of the window See Full screen and split views 23 DeskNow User Manual Send an email To send an email click on the New email link from the mail menu In the To Cc and Bcc fields you can enter email addresses in different formats J oe null com Joe Bloke lt joe null com gt If you want to send an email to a colleague that has a DeskNow account in your system you can simply input his her username joe You can also pick contacts from the address book by clicking the To Cc or Bcc button When you start typing an address or name in the field DeskNow will search through your contacts and show you a lis
97. rties amp sharing e click on New share e select a name for the share this can be the same name as the mail folder or something that can be more meaningful to the other users other users will know the mail folder by its share name e click the Next button e check what users communities user groups you want to grant the read write delete and create subfolders permissions to You can also use the Quick add button to grant multiple permissions faster e note that no matter what other permissions they have users that do not have read permission will never be able to perform any other operation e if you enable access with a Password every user that knows the password that you choose will be able to create a link to your mail folder e When finished click on Ok to create the share e Note that subfolders of the shared folder will be shared as well with the same permissions Tip only the administrator of your domain can create user groups Contact the administrator if you believe a new user group would be useful Read model For every mail folder that you share you can choose between 2 different read models 1 the common read model where the read flag of messages is shared by every user When a user reads the message or marks it as read it will appear as read to every other user 2 the separated read model where each user has a separated read flag If user joe reads the message he will see it as read in the list but
98. s click on Administration User classes 16 Basic concepts Disk usage and disk quota Whenever you upload a document or send or receive an email your disk usage counter is increased and the disk usage of your community is increased as well for the same quantity To control the disk usage of the DeskNow server the Administrator can enforce disk quotas onto users and communities If your disk usage has reached the disk quota set for your account you will not be able to upload new files send emails or even receive emails Be careful You may lose some important emails Your disk usage and the disk usage of your community where applicable is displayed in your DeskNow home page which is accessible by clicking Home on the DeskNow menu Disk usage on shared objects When you share a file folder or a message board you remain the owner of the object and therefore you are responsible for it For example if someone uploads a file in a folder that you are sharing this will increase your disk usage and not the other user s 17 Quick tutorial Login To login just access the main page ask your system administrator for its address from your browser Enter your username and password in the apposite boxes Note that the password is case sensitive so MyPassword is different from mypassword The username is not case sensitive 19 DeskNow User Manual The DeskNow window browser The DeskNow window consis
99. sage information From To etc the text of the message and if present the attachments If you want to add the sender name and address to your contact list click on the Add link next to his her name and save the contact You can add the contact of any person included in the to or cc fields as well Emails that have an attachment show the icon next to the To field If you click on the icon you are brought to the bottom of the text where the attachments are listed Here you can e open the attachment in a new window simply click on the attachment line e Download the attachment to your drive e Save the attachment in your DeskNow files Click on the appropriate icon for the operation To reply to an email click on the Reply link To send your reply to all the recipients of the original mail click on Reply to all You can also Forward the email to someone else or Delete it If you believe that this email is spam you can just click on the This is spam link The email will be deleted and the sender of the message will be automatically marked as spammer in the apposite This is spam filter so that you will not receive more emails from that address 37 DeskNow User Manual Mail threads Note this feature requires a commercial DeskNow license It is available in DeskNow Lite only for a trial period more information When viewing an email you can view all the related emails in the same thread using the Thread link in the
100. sales mydomain com gt When replying to an email that was sent to you at joe domain com DeskNow will automatically pick your Joe Smith identity When replying to an email that was sent to you at sales mydomain com DeskNow will automatically pick your Sales Rep identity You can always switch identity at any time when composing an email Smart signature swap 41 DeskNow User Manual When you change your identity while composing an email DeskNow by default tries also to change your signature in the text if it can identify it You can disable this feature in Preferences Mail 42 Mail Accessing external POP3 accounts DeskNow usually provides you with an email account by default Your email address is your_desknow_username yourcompany com Ask your Network administration for more information If you have other email accounts and want to access your email through DeskNow you need to tell DeskNow to retrieve the mails for you Open the Mail menu by clicking on the apposite triangle symbol and click on the External accounts link Click on Define new account and input the details of your mail account and select the mail folder in which you want the downloaded email to go If you want DeskNow to automatically retrieve new email messages for you select Check automatically When you click OK DeskNow will download all the new emails found in the account This could take a long time depending on the number of emails in
101. seful tips that can simplify the way you work with DeskNow License information Some features of DeskNow require a commercial license DeskNow Professional These features are listed at http www desknow com desknowmc buy html The DeskNow Lite license free enables these features only for a limited period of time from the date of installation as a demo When the demo period expires the commercial features will no longer be available You can then decide to purchase a commercial license or to keep working with the Lite license To use the Outlook Connector or to sync data using the SyncML protocol from PDA and other SyncML devices you need a SyncML Connector license available at http www desknow com syncml buy html For the Administrator to purchase a license click on Registration on the menu and then on Purchase new License The ordering process is fast and automated You will immediately receive a license key that you can use to register your DeskNow server you do not need to reinstall the server you can simple keep using your installation 11 Basic concepts Working online In DeskNow all your data email documents contacts etc is kept on a central server called the DeskNow Server Whenever you need to access it you do so by connecting to the server By keeping all your data in a single location DeskNow brings several important benefits to you e you can access read create change your data from
102. so use a message board as a personal note device where you post personal notes and messages To create a link to a message board shared by another user see accessing shared message boards Some message boards can be read only because they are shared with limited permissions by another user You can check if a message board is read only in the line at the bottom of the page By default DeskNow shows you the message listing in the upper half of the window only You can also view the listing in full screen See Full screen and split views for more information Finally all the normal folder operations apply 74 Message boards Reading messages To read topics in a message board simply click on the subject of the topic in the message board listing When viewing a topic you are shown all the messages posted in that topic Fo every message you re shown the most relevant message information Sender subject the text of the message and if present the attachments By default DeskNow shows you the messages in the preview pane the lower half of the window under the folder listing You can also read the messages in full screen See Full screen and split views for more information Messages that have an attachment show the icon If you click on the icon you are brought to the bottom of the text where the attachments are listed Here you can e Open the attachment in a new window e Download the attachment to your driv
103. t appears next to each user s name It indicates the status of the user These are the possible status icons for an user available Y away lextended away away for a longer time Du not disturb To start a chat with an user simply double click on his her name You can have multiple chats open at the same time Note if you are connecting through a corporate firewall your chat could be less responsive than usual Ask your Administrator for details Following is a description of the icon buttons Y change your status disconnect the messenger Wstart or join a conference A conference is a chat involving more than two people Every person can see everyone else s message You can setup multiple conferences on Messenger each one is identified by a unique name For instance you can have a conference called meetingl another conference called freechat etc refresh the list of users The list is usually refreshed automatically but you may need to use this button to see new users that have been created in DeskNow after you logged in opens the Options dialog Here you can set options like disabling the alert when users come online and disabling the closing of the buddylist when you start chatting with a user show hide off line users indicates a secure encrypted connection DeskNow uses strong encryption to protect your communications 112 Messenger chat Important when you chat with someone and you want the c
104. t of contacts whose name or address start with the letters that you have typed You can input multiple addresses and separate them with a comma or semi colon G All the emails that you send are saved in the sent mail folder 24 Quick tutorial Delete some emails If in the previous steps you have downloaded some emails you may want to delete some of them To perform an operation on a block of emails first select the emails that you want to operate on You can select emails by clicking in the small box next to the envelope icon To select all the emails that are not selected and unselect all the emails that are selected you can also click on the small icon 63 that is at the top of the column where the select boxes are For instance when no emails are selected clicking on the toggle icon will select all the emails of the current page After you have selected the emails that you want to delete click on the Delete on the top menu The same process applies if you want to mark a group of emails read unread or if you want to move them to another folder 25 DeskNow User Manual Selecting items In many folders you can select multiple items to perform operations on them ex select multiple emails to delete etc To select an item click on the check box that is in the same row of the item You can click multiple check boxes to select multiple items To select all items click on the Toggle ico
105. te and delete permissions to You can also use the Quick add button to grant multiple permissions faster e Users with the delete permission can delete any message even if not posted by themselves Use this permission with care e note that no matter what other permissions they have users that do not have read permission will never be able to perform any other operation e if you enable access with a Password every user that knows the password that you choose will be able to create a link to your message board e When finished click on Ok to create the share Tip only the administrator of your domain can create user groups Contact the administrator if you believe a new user group would be useful Linking to a message board Unless you are the DeskNow Administrator or a community manager the share that you create will not automatically appear as a new message board in other users account This is because maybe they do not want to access your share If other users want to access your share and they are authorized to they need to create a link to that share See accessing shared message boards For the Administrator when you share a message board to all the users of your domain all users will automatically see the message board without having to create the link This is the preferred way to create a company wide discussion group If you share a message board to selected users communities groups 77 DeskNow User Manual How
106. tents How to integrate the messenger with MSN Yahoo AIM ICQ networks 116 Preference Sinion tiae aleve a bent ia a aae a ti bot tenet atid eh Reval dial ttea alee AA 117 Preferencia A AAA AA 117 Changing your password oococcncccccnncnnnncnnconncnnnnnnnnnnnnnnnnnncanrrnnrrnrnranrrnrinninanns 118 PersonaldetallS tine diaria titan 119 Outlook CONNECT Rd A A Ii 121 IN NON 121 A quick note of integration with DeSKNOW oococcoccccccccnccnnnnnncnnccnncnnnncanncnnns 121 Installaatio at nt a ona adn 122 AUTO Ml A A baal cate daeey ce KINAN 127 Manta litoral its 129 Opt St lt in ISS 130 SyncML with Palm PocketPC and mobile phones ooccccccccccconcnccncconcnnnnnnnncnnannns 131 OVA Wiiiainida ir td ig dia datada 131 Syne with PocketPC ascitis A inborn Seabee eae aspen inte tes 132 SYNC with Palm ici A eee ed 135 Sync with mobile Phones 0 ccc eee eee teeter eaten 136 FO WedO Wert cer eR aA a tees lA e bag old oaks cay 137 How do open documents with Word Excel CtC cccce cece eceeseeeaeeeneeeneeanes 137 How do share an object with a group Of USCIS ce cee eee ee cece ee ee eee ee teeta eed 138 How do create a mail address for a group Of USEIS c cece cece eee eect eee eee 139 How do send an email to a group of users or all USEIS cccceeeeeee eee eeeees 140 How do setup a vacation reply MeSSAGE ec cece eee eee eee eee ee teeta teeta eed 141 How do publish web
107. the address of your server make sure to include desknow sync 2 the username and password 3 your internet connection 4 ask your system administrator if you are enabled to access SyncML features your User class must have the permission 10 A window will prompt you to select which calendars and folders to create in Outlook and which folders to create in DeskNow The plugin can automatically create missing folders on both sides IMPORTANT your Outlook Calendar will be synchronized with your My calendar or its equivalent in your language calendar in DeskNow 124 Outlook connector Confirm Generation of New Folders he list below contains folders to be created in Outlook Remove the check mark from any folder hat you do not wish to create New Local Folder s M Personal Folders Contacts Group contacts M Personal Folders Contacts User directory M Personal Folders Contacts User directory Default M Personal Folders Tasks Group calendar MG Personal Folders Calendar Group calendar he list below contains folders to be created on the server Remove the check mark from any folder hatyou do notwish to create New Server Folder s 11 Check that the mappings between the calendars and folders in Outlook and DeskNow are correct Tip you can also decide to sinchronize only some of your calendars folders 125 DeskNow User Manual New Server Please selectthe local and remote folders for sync Server Fo
108. the same way you can set up and share a project calendar so that everyone is aware of the schedules of meeting times etc Peer to peer sharing DeskNow allows any user to share information with others not just the Administrator This peer to peer philosophy enables sharing to be more dynamic and to follow the needs of the employees instead of just creating company wide repositories that are not as flexible they can be created as well anyway Sharing with groups It is possible to share an object not just with other specific users or communities but with a group of users defined by the administrator An example of user groups can be Managers Sales and so on 14 Basic concepts Users and communities Every person that is authorized to login into DeskNow is a DeskNow user Users are uniquely identified by their username which is by default also the name of their email address for instance users joe will receive emails addressed to joe your server address where your server address is the Internet address of your DeskNow server Users can be grouped into communities A community is a group of users that has a community manager that can administer it The manager is responsible for the community and can create or remove users of the community or create community wide document folders calendars and so on Typical community examples are office branches If your company has branches in New York London and Tokyo crea
109. ting a community for each branch makes the account administration easier through delegation to the individual community managers Important communities create a chain of responsibility through the community manager The manager is responsible for user administration in the community and for the disk usage of the users in the community For this reason an user can belong to one and only one community It is possible to define User groups for the purpose of assigning permissions to groups of users The administrator can define as many User groups as it is necessary and an user can belong to multiple user groups Tip DeskNow handles transparently time zones Every user can set the time zone he she is working in and all the times emails messages documents appointments are automatically translated into that time zone 15 DeskNow User Manual User classes and permissions Note this feature requires a commercial DeskNow license It is available in DeskNow Lite only for a trial period more information The administrator of a domain can define multiple User classes for the domain Every user class can be assigned different basic permissions accessing email files calendars changing the preferences the password sharing objects and so on An user always belong to an user class and inherits its permissions User classes are the easiest way to limit access to DeskNow s functionalities in a selective way To manage user classe
110. to calculate the probability that a message is spam This probability is a number between O very unlikely to be spam and 1 very likely to be spam e DeskNow checks the address of the server that has sent the message If this is server is known to be used open to send spam the message will be classified as spam In probability terms a message that comes from a spam server is assigned spam probability 1 highest Spam filtering Once DeskNow has calculated the spam probability of a message if the probability is higher than a certain threshold it will store the message directly into your spam folder The message will appear as read so that you won t be bothered by it You can set your preferred probability threshold in Preferences Mail The default value is 0 7 which means that all messages with spam probability greater than 0 7 will be moved to the spam folder Messages are removed from the spam folder automatically after 14 days you can change this in the Preferences Tip to understand why a particular message was or was not classified as spam check the message Headers DeskNow adds the following headers to all the messages that it analyzes X DN Spam Blacklisted By xyz this header appears if an external DNSBL service has blacklisted the server that sent this message X DN Spam Probability x this is the spam probability as calculated by the Bayesan tatistical analysis if the message was blacklisted the probability is imp
111. to change the properties of a share From the Properties sharing page of the shared message board click on the name of the share that you want to edit How to un share a message board From the Properties amp sharing page of the shared message board click on the Delete link next to the share that you want to remove Disk usage considerations When you share a message board with other users you remain the owner of the message board This means that if a user posts a message to the message board your disk usage will increase rather than the other user s 78 Message boards Accessing shared message boards If you want to access a message board shared by some other user and this user is not the Administrator or the manager of your community you need to create a link to the shared message board This is to give you the choice of which message boards you want to access and which you don t Imagine that user joe has shared a message board with the name project x discussion with you To link to the shared message board 1 2 3 OS click on Message boards on the DeskNow menu click on New link input the username of the person that is sharing the message board in this case input joe and click Next you will be shown a list of all the shares that are available to you select the share that you want to access in this case select project x discussion input a name for this link or leave the default name if a passw
112. ts This is about your browser connecting to your DeskNow server to check if there are new emails for you External POP3 checking is about DeskNow server connecting to other POP3 servers to retrieve your email from other accounts 55 DeskNow User Manual Reading and sending emails from your Palm PocketPC mobile phone Note this feature requires a commercial DeskNow license It is available in DeskNow Lite only for a trial period more information Your DeskNow mail can be accessed at any time using virtually any mobile device e Palm through J2ME or WAP e PocketPC e WAP e J2ME No synchronization is necessary and mail that you read from the device will appear as read in the PC as well 56 Mail Importing emails from Outlook or other applications The easy way The easiest way to import email from a mail client like Outlook or Eudora is to use the IMAP functionality to connect to DeskNow Once you have defined the account in Outlook you can simply drag amp drop emails and mail folders to your DeskNow account NB when dragging emails and folders in Outlook or Thunderbird keep the CTRL button pressed to make a copy of the messages instead of moving them you will see a sign next to the mouse pointer If for any reason you cannot use IMAP you can still use a manual import method The hard way You can import old emails from Microsoft Outlook Microsoft Outlook Express Eudora Mozilla any other system wher
113. ts of a simple menu on the left hand side and some content in the centre right section The DeskNow menu You can access the various features of DeskNow by clicking on links in the menu Important some links have a sign next to them Click on it to expand the menu Click again to collapse the menu Practice by navigating through the various links You can access this help at any time by clicking on the Help link on the menu The content pane The content pane is located in the right hand side of the window It displays emails calendars files folders and every bit of information that you access from the menu 20 Quick tutorial Set up your preferences Click on the Preferences link in the menu window A preference page will appear Click on the group of preferences that you want to edit ex General Edit your preferences color theme etc It is very important that you change your password the first time you login so in the General preferences click on the Change button next to the Password field You probably also want to specify your full name and contact details Click on the Change button next to the Personal details field to change them More info on Personal details The name that you specify will appear in the emails and messages that you send out and in the company directory The email address that you input will appear in the From field in the emails you send usually you should leave it to its prede
114. with other users Being able to access your files from any location means that you don t need to carry disks with you wherever you go and that you don t need to copy all your documents to your PDA in advance You will just access what you need directly when you need it Sharing documents with your colleagues is a far more efficient collaboration method than sending email attachments to everyone because when using email documents can end up out of sync some people might miss or simply not want a particular document and so on In addition having a central place of storage helps keeping track of all the information for a particular project rather than scattering it in the mailboxes of many people In your DeskNow account you will find a Files folder This folder can contain files or other folders pretty much in the same way of any normal operating system The files contained in your account are called DeskNow files and are stored inside the DeskNow server whereas we will refer to the files stored on your computer as local files File management in DeskNow has many advanced features that makes it even more useful e your file folders are fully integrated with the other DeskNow functionalities For instance you can send your DeskNow files as email attachments or save email attachments directly to your DeskNow folder e you can share file folders with other users setting access permissions read write etc passwords and so on e
115. with the current knowledge by just browsing the relevant message boards e itis easier for a group of people to have an ongoing discussions using message boards instead of using email with reply to all messages do not get lost and there are less emails in your personal inbox As with many other DeskNow features message boards can be accessed by mobile devices No device synchronization is necessary 73 DeskNow User Manual Message Board A message board is a folder that contains topics Every topic is a set of messages related to each other typically as replies to the first message of the topic When you first login to your DeskNow account there are probably already some message boards provided for you depending on the settings of your Administrator You can create other message boards as well and share them with others You can create as many message boards as you want To open a message board simply open the Message boards menu and click on the message board s name You will see a listing of all the messages in the board with the latest post in the top line To create a new message board click on the Message boards link in the menu and then click on New Enter a name for the message board You will be taken to the new message board which is initially empty Since a message board is a tool for people to communicate if you want others to access your message board you need to share it with them Tip you can al
116. y computer that can connect to your DeskNow server if your DeskNow server is located in an intranet only computers on the intranet will be able to access your pages This feature is called DirectFiles Using DeskNow DirectFiles you can give other people a simple internet address and by just typing it into their browser they will be able to view your folder and its files DirectFiles is the easiest way to share files with people that are not part of your organization and do not have a DeskNow account on your server DirectFiles Internet address The Internet address also called URL of a shared folder depends on your username and the name of the share And of course from the Internet address of your DeskNow server For example if your username is joe and you share a folder with the share name mypictures and your DeskNow server address is www mycompany com then your folder will be accessible at the following address http www mycompany com desknow directfiles joe mypictures NB this address could be changed depending on parameters set by the Administrator note the address when using the demo DeskNow server at www desknow com is http www desknow com desknow directfiles joe mypictures Tip the complete and correct web address of a shared folder is displayed in the Properties amp sharing page of that folder Security Security rules set for the shared folder apply to DirectFiles as well In particular e if the
117. your phone and want to share tips with others Make sure to visit our public forums in the apposite SyncML space 136 How dol How do open documents with Word Excel etc To open attachments e click on the attachment s name to open the attachments directly You will be asked if you want to open or save the attachment to your computer s disk It is recommended to save the file if you plan to edit it e click on Save to save the attachment to your DeskNow file folders To open documents that are in a file folder e click on the document s name to open it directly You will be asked if you want to open or save the attachment to your computer s disk It is recommended to save the file if you plan to edit it To upload changes made to a document When editing a document that you downloaded from DeskNow you need to save it to a location in your computer use Save as and then upload it back to DeskNow The easy way Use WebFolders to access all your documents in DeskNow as if they were in a normal drive Double click on a document to open it When you save it it will be automatically saved back to DeskNow Locking When editing a document that is in a shared folder consider using file locking to prevent others to modify the same document at the same time Word and Excel are registered trademarks of Microsoft Corporation 137 DeskNow User Manual How do I share an object with a group of users DeskNow gives

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