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OPEN-XCHANGE SERVER - Open-Xchange Software Directory

1. 110 6 9 Locking InfoStore objects 111 6 10 Sending InfoStore objects 112 6 11 Marking InfoStore objects with flags 112 Copyright Open Xchange Inc 2009 OPEN XCHANGE SERVER 6 12 Search function 112 7 WebDAV Scenario Access to the Document Server 115 7 1 Accessing the Document Server under Linux 115 7 2 Accessing the Document Server under Windows XP 115 7 3 Accessing the Document Server under Windows Vista 117 8 Settings 121 8 1 Changing user datas isi w ect a ae do ee Gee ee ke Goa Cd 121 8 2 Administration sones ida ee cc ews em ww A Ge a ee es 122 8 32 TMP ORE con dena J ee Ot aa ate ee eh ee ete ais ae ae By ae ae 124 9 gt EXPO na a at ae HD a oe bas a A BO ae 486 e 134 85 Global Options altar Ne te A a Set a ae a De Sy 135 9 67 Private Tags en Bria rene tra E ina Le ae eal a wl 136 8 7 Folder Management sos cs sos soe 0 000 137 8 8 Permissions Management o 138 8 9 2 Publish amp Subscribes aso yes ao ak ak gl Lee BP har armee Ge a le A 140 8 10 Options for the Start page
2. 141 8 11 Email module options 142 8 12 Calendar module options 149 8 13 Contacts Module Options 150 8 14 Tasks module options 151 8 15 InfoStore module options 151 8 16 Public and Shared Folders 151 Index 153 Copyright Open Xchange Inc 2009 V vi Copyright Open Xchange Inc 2009 Preface Congratulations and thank you for buying Open Xchange Server Open Xchange Server is a new communication solution based on the combination of an efficient E Mail server and a compre hensive groupware solution It will make your daily work easier if you are a freelancer and more efficient if you are working in a team or a group Since Open Xchange is a web based software solution it allows you to work from anywhere You can always and everywhere access your groupware to see your current E Mail messages appointments tasks and other informative entries and bookmarks as well as your company s documents at a glance If some of the functionalities described in this manual are missing in your groupware version please contact your administrator or hoster Since this is a modularized groupware it is always possible to add
3. Y Tasks Shared folders i Brian Connor i Calendar P Public folders 4 11 2008 gt a amp Shared folders d cw Monday Tuesday Wednesday Thursday Friday Sat Sun 23 31 Brian Connor lt An CELETTE 72 Calendar lt Contacts 2 E Tasks El Soiveigh Schmidt 3 4 5 5 Y 8 amp Timo Meier sl 45 01 30 PM Salesmeeting 08 30 AM Monthly Sales lv 9 SARA EE EEE TRS tn AAA EEE A A Figure 4 5 Shared calendar folders 1 Public and shared calendar folders Thanks to the flexible folder structure of Open Xchange Server you can access and or manage appointments from public and or other users shared calendar folders in addition to your personal appointments Depending on the access rights you have been granted you can display create edit or delete appointments in public or other users shared folders The section Section 8 16 Public and Shared Folders in the Settings chapter in this user s guide describes the difference between public and shared folders It explains how public folders are created how personal folders are shared and how access rights are defined for other users 4 1 4 Show all my appointments from all calendars If your appointments are spread out over several calendar folders you can use the option Show all my appointments from all calendars to display all of your appointments from all personal folders as well as all calendar folders that are accessible to you In other users
4. 4 4 1 1 Creating new appointments by double click As an alternative to the panel function described above you can also create new appointments by double clicking in the Calendar view specifically using one of the following methods e Day work week double click on the time of day gt Opens the Appointment window where the start time of the new appointment is preset to the time you double clicked on e Month week double click on a day gt Opens the Appointment window where the duration of the new appointment is preset to all day Month week double click on a day cell gt Opens the Appointment window A Creating appointments in public or other users shared calendar folders Please note that you need the right to create objects for creating new appointments in public or other users shared calendar folders If these rights have not been granted to you a relevant error message will appear after starting the function to create new appointments You can now decide whether you want to create the new appointment in your personal calendar folder Calendar folder or if you want to cancel the function 4 4 2 Creating new appointments from other modules Even if the Calendar module is not active you can create new appointments from any other module of Open Xchange Server If the panel is not expanded click on the downward arrow of the New panel section and then select Appointment from the menu that opens then If t
5. LES Roadshow Afiliate Program nn un PC Stender Figure 4 7 Paging through the appointment view 4 2 2 Calendar view day range If the Calendar view is set to the Day range you will see the appointments of the selected day from the currently open calendar folder in a daily display The following sections provide details about the display of individual appointments all day appointments and appointment series in this view The day view shows the time of day as configured by you working hours and time off in different colors working hours are shown in light yellow time off is dark yellow The day view is subdi vided by a time grid whose intervals are also configurable according to your preferences If you activate the option Show all my appointments from all calendars you will see not only your appointments from the previously selected calendar folder but all of your own appointments 56 Copyright Open Xchange Inc 2009 Calendar views and time ranges from all of your personal calendar folders as well as all calendar folders that are accessible to you i Configuring the day view More information about defining user specific settings for your working hours start and end as well as the time interval is available under Section 8 12 Calendar module options in the Settings chapter of this user s handbook 4 2 2 1 Individual appointments Individual appointments are shown as boxes with important basic data
6. The Display name field is an automatic field you do not necessarily need to fill in this field If you do not enter a value in this field Open Xchange Server will take the value from the Last name field If you have also entered a first name a combination of the fields Last name and First name will be entered into the Displayed name field 3 4 5 1 Personal contacts If you have launched the contact creation function from a personal folder you can set the new contacts to be created as personal contacts Contacts marked as personal are only accessible to you even if you share your personal contact folders with other users other users can neither see nor edit your personal contacts Save Window a X Cancel Contact EJ Business E Private E Additional Attachments 0 Title Last name Glass First name Russell Middle name Display name Glass Russell Suffice Company BEL Research Department Street 2342 Zelda Road Position ZIP City 36105 Montgomery Room number Country USA Employee ID State AL Phone business 324 227 3020 Phone business 2 Fax business Phone company Mobile URL E Mail business r glass belresearch com IM business Tags Folder Type Mi Private contact Figure 3 6 Personal contacts 36 O Copyright Open Xchange Inc 2009 Creating Contacts i i Creating personal contacts Please note that only contacts managed in your personal conta
7. To import contact data from a CSV file select CSV To import data in default CSV format select Comma separated To import data in MS Outlook CSV format select Outlook file Click on Browse and select the file to be imported Please be sure the selected file has the type CSV To execute the data import click on the panel function Import Copyright Open Xchange Inc 2009 133 Export TS Tom Green 9 E DA Import Se Folders ss M Configuration 3 Import Options x ConfigurationAmport Tags NI Start Page Here you can importtasks appointments or contacts from iCal vCard or CSV files E Mail Detailed information can be found in the Import section of the online help or the user manual El M Calendar amp Contacts File type O ical Appointments X Wd Tasks vCard E M InfoStore csv Contacts Comma Separated 7 E User Comma Separated a adean si ME File name Fo Eros ef Outlook fle _ _ e K lt 4 November 4 2008 Mo Wot SS 44 27 28 29 30 3 1 2 45 3 4 5 6 7 8 9 46 10 11 12 13 14 15 16 47 17 18 19 20 21 48 24 25 26 27 2 L_ Today 22 23 29 30 8 InfoBox No unread E Mail 3 24 39 File 0 17 9 77 MB 4 88 GB Figure 8 4 Importing contacts in CSV format The contact data will be imported to your private folder 8 4 Export With the Export function you can read out certain groupware data for further usage with other program
8. Delete List P g Close Folders 2 Clear Lu mu Vurnaus a Print p uv E E Tasks ME E Move r nce Documentation hd ad Training Public folders Team tasks a Public folders Subject Priority Start date Due date a finished Flag Global address book O List of new functions o 08 20 2007 08 22 2007 Kunden Creating list of books mal 08 21 2007 08 23 2007 E Lieferanten a Create specifications for version 2 of 08 24 2007 08 30 2007 25 Team tasks fa Create specifications for version 2 m 08 24 2007 08 30 2007 25 BB Tiatesnor calendar Templates for presentation m 08 23 2007 08 30 2007 Shared folders 1 Infostore Overview Participants 0 Attachments 0 Links 0 on eet tb tne gr ton Matti teenth ts EE PE ie ttl Figure 5 3 Public tasks folders y Opening folders via the folder tree Since the folder tree always displays all personal folders and accessible shared folders of other users you can quickly navigate from any folder or module of Open Xchange Server to another folder 88 O Copyright Open Xchange Inc 2009 Tasks Views Simply click on the desired folder in the folder tree This activates the appropriate module for the selected folder Email Calendar Contacts Tasks or InfoStore and displays the content of the selected folder 5 1 3 Shared tasks In addition to public tasks folders all users can share their personal tasks folders with specific other users or user group
9. 2 13 Append vGard a Las af ROUE GAS ARE mit bot ae tod Ave D 4 2 14 Forwarding E Mails 215 E Mail STARS ag en he es M des Len e Se chee a Sete ge ee HE Gee 2 16 Moving and copying E Mail messages 2 17 Marking E Mail messages as spam or ham 2 18 Deleting E Mail messages 2 19 Printing E MallS gt eos us o ANR oe he Bde De al hu 48 Lun 2 20 Marking E Mail messages with flags 2 21 Sharing an E Mail folder 2 22 E Mail directory overview 223 E Mall OV rvieW 2 a sce Les de ce Le kad Les Le a me SR Gr tea me GE cames 3 Contacts 3 1 Contact types and access 3 27 Contacts VIEWS LR ae go La age de Ne ee a ee A on A A 33 Contacts hover o 494 2 ars oa a A a ey A GO we go ee Copyright Open Xchange Inc 2009 OPEN XCHANGE SERVER 3 4 Creating Contacts tee 34 3 5 Editing contacts 4 o we 4 ae 40m le 48 Eia 39 3 6 Deleting contacts 2 cask ae se MR aoe Send Te pe RO Ge 4 ae tb 39 31 Printing CONTACTE erga A ne ee ee at La MUR NS 40
10. There is a range of global settings to configure your Start page In the Configuration section click on Layout in the Start Page subfolder in the folder structure Choose between the following options 8 10 1 Startpage layout Here you can configure the summary of the objects for the individual modules on the Start page Here you can also deactivate the view of objects for the individual modules on the Start page or determine the number of the individual modules objects to be displayed You have a choice between Hide Show 5 elements Show 10 elements Show 15 elements and Show 20 elements Select the desired number from the drop down list and click on the Save button on the Save panel section to accept the settings The setting Enable Portal Hover allows to activate or deactivate the start page hovers 8 10 2 UWA Modules You can add edit remove activate or deactivate UWA modules Activated UWA modules will be displayed on the start page To add a new UWA module do the following 1 2 3 In the folder tree go to Start Page and click on the subfolder UWA Modules In the UWA Modules panel section click on Add The UWA modules dialog window opens In the text field Name enter a name for the UWA module The name will be displayed in the UWA module s title bar Activate the checkbox Autorefresh This setting is recommended as the content of many UWA modules frequently changes In the text field URI enter the address fo
11. gt lt gt X lt Copyright Open Xchange Inc 2009 125 Import Category iCal object Appointments Tasks TZNAME X TZOFFSETFROM TZOFFSETTO TZURL UID URL Property Parameters CUTYPE X X DELEGATED FROM DELEGATED TO DIR ENCODING X X FMTTYPE FBTYPE LANGUAGE MEMBER PARTSTAT RANGE RELATED RELTYPE ROLE RSVP SENT BY TZID X X VALUE X X XI gt lt X lt X lt X X X OK X lt Table 8 1 Supported iCal objects 8 3 2 2 Not supported iCal object properties The Open Xchange Server supports appointments like e g The last Sunday of a month It does not support appointments though where the days are counted from the month s end Example The next to last Sunday of a month If an appointment includes such an information the ap pointment will not be imported The Open Xchange Server does not support repeated reminders Example Remind me four times If an appointment includes such a detail the information will be ignored 8 3 2 3 Importing To import appointments and tasks click on Configuration in the module bar and then on Import in the folder tree The import dialog shows the import configuration options Select the file type ICAL To import appointments select Appointments in the drop down field To import tasks select tasks in the drop down
12. in this chapter 3 2 3 1 Overview tab The Overview tab contains all personal data search as first and last name of the selected contact the business and private addresses as well as all accompanying contact data telephone and fax numbers E Mail addresses etc In addition to the predefined fields you can use dynamic fields to capture additional data in contacts for which Open Xchange Server does not offer default fields If dynamic fields are used for this purpose the relevant contents are also displayed in this tab For all entries in this tab with a downward pointing arrow next to the name you can access al ternative information to this data field For example if you would like to display the private address of the contact instead of the business address click on the arrow and then select the desired address from the list O Copyright Open Xchange Inc 2009 31 Contacts Views The alternative data are only displayed temporarily When you leave the Detail view the display in this tab returns to the predefined fields 3 2 3 2 Attachments tab Attachments are external documents for example text documents with driving directions spreadsheets with price quotes images etc that can be saved with the contact data and thus directly associated with the contact The section Section 3 4 6 Adding attachments to contacts in this chapter describes how you can associate attachments with contacts The Attachments t
13. There are many aspects to permissions management in the groupware section of Open Xchange Server Not only can the administrator grant individual users access rights for each domain but every user can grant folder permissions for his own folders The assignment of permissions in Open Xchange Server is additive not subtractive For example if a user is a member of a group that has read and edit rights for a particular folder the user automatically receives the read and edit rights for this folder It is impossible to revoke user s rights by giving them for example only read rights for this folder If a user is a member of two groups one of which has read and edit rights to a folder whereas the other one has only read rights the user has read and edit rights If a user has read and edit rights to a folder and is a member of a group that does not have these rights the user retains his read and edit rights Thus rights of the highest level always prevail over rights of a lower level 138 Copyright Open Xchange Inc 2009 Permissions Management 8 8 1 Granting rights Open Xchange Server recognizes two types of folders Private and public folders Private folders are visible to you only whereas public folders can be accessed by other users as well Moreover you can share individual folders with individual users or user groups You can grant permissions to your private folders and to the folders to which you have access rig
14. provided you have relevant access rights with a flag you need to display the relevant appointments in the List view first If you want to mark an individual appointment with a flag you can also do so in the Calendar view except in the Month time range or in the detail view of this appointment Then select the appointments to be marked for a multi selection hold either the Ctrl key or the Shift key and click in the Flag panel section on the flag that you would like to assign to these appointments including the flags from the menu see following figure 10 different flags are available to you Please note that you need modify rights for the objects of these folders for marking appointments from public or other users shared calendar folders As a result all selected appointments are marked with the selected flag 4 10 2 Changing flags of appointments If you would like to associate a flag to an appointment that is already marked with a different flag proceed as described in the section Section 4 10 1 Marking appointments with flags above Please note that you need modify rights for the objects of these folders for changing appointment flags in public or other users shared calendar folders Copyright Open Xchange Inc 2009 83 Searching for appointments 4 10 3 Removing flags from appointments If you would like to remove flags from appointments in your personal calendar folders or in public or other users shared c
15. shared tasks folders in addition to your per sonal tasks Depending on the access rights you have been granted you can create edit or delete tasks in public or other users shared folders The section Section 8 16 Public and Shared Folders in the Settings chapter in this user s guide describes the difference between public and shared folders It explains how public folders are created how personal folders are shared and how access rights are defined for other users 5 2 Tasks Views The display of tasks from your personal tasks folders as well as from public or other users shared tasks folders is controlled via the views described below These are available in the View panel section The title bar of the overview window displays the current path to the folder you selected in the folder tree You can navigate in the path by clicking on the underlined parts of the path Copyright Open Xchange Inc 2009 89 Tasks Views 5 2 1 List view The List view shows the tasks from the currently open tasks folder in a tabular display The icons in the first column represent the task type individual task or task series while the key icons in the second column show whether tasks were marked as personal Furthermore you will see the subject the priority the start and end time percent completed and the assigned flags flags are colorful icons for better differentiation of your tasks e g for distinguishing tasks for cu
16. the Infobox and the MiniCalendar The settings remain until changed again Visual effects e Fading in and fading out of context menus in the folder tree e Button down effect when activating a panel function Depending on the performing of your computer it might be better to deactivate the visual effects O Copyright Open Xchange Inc 2009 135 Private Tags Configuring hovers The option Delay before a hover is displayed allows to set the delay for showing a hover on mouse over The setting Enable Hover is for activating or deactivating hovers for the start page and for the single modules The button Enable all allows to activate all hovers The button Disable all allows to deactivate all hovers To activate your settings click on the panel option Save The hovers for the start page or for single modules can also be activated or deactivated in the start page settings or the module settings 8 5 2 Language and region tab Language The second drop down menu of the Options configuration form allows you to select a language for your groupware You have a choice between English German and French If you are happy with your selection save it by clicking on the Save button in the Save panel section These settings will affect the date and the currency format Time Zone The third drop down menu of the Options configuration form allows you to select the appropriate time zone This is essential for all time bound
17. 1 Marking tasks with flags If you would like to mark tasks from your personal tasks folders or from public or other users shared tasks folders provided you have modify rights with a flag you need to display the relevant tasks in the List or the H Split view first If you would like to flag only one individual task you can also do this in the Detail view of this task Then select the tasks to be marked for a multi selection hold either the Ctrl key or the Shift key and click in the Flag panel section on the flag that you would like to assign to these tasks including the flags from the menu see following figure 10 different flags are available to you Please note that you need modify rights for marking tasks from public or other users shared tasks folders As a result all selected tasks are marked with the selected flag 5 10 2 Changing flags of tasks If you would like to associate a flag to a task that is already marked with a different flag proceed as described in the section Section 5 10 1 Marking tasks with flags above Please note that you need modify rights for changing task flags in public or other users shared tasks folders Copyright Open Xchange Inc 2009 103 Searching for tasks 5 10 3 Removing flags from tasks If you would like to remove task flags from your personal tasks folders or from public or other users shared tasks folders provided you have modify rights you need to display the relev
18. 3 8 Duplicating contacts 41 3 9 Moving Comas a T d on wow Ap BO oe tie nent fn athe s 42 3 10 Copying contacts xan ms host Sieve whe RER oe ae LE we te A ete ees 43 3 11 Marking contacts with flags 44 3 12 Searching for contacts s a 45 3 13 Combining contacts in distribution lists 45 3 14 Creating distribution lists 46 3 15 Editing deleting printing distribution lists 49 3 16 Duplicating moving copying distribution lists 49 4 Calendar 51 4 1 Appointment Types and Access 51 4 2 Calendar views and time ranges 55 43 Calendar Hover 68 44 Creating appointments 68 45 Confirming appointments 77 46 Editing appointments 78 47 Deleting appointments 80 48 Printing appointments s 81 49 Moving appointments to other folders 82 410 Mar
19. Changing user data The user data comprise e Personal user data e Password for accessing the groupware 8 1 1 Changing personal data How to change your personal data In the module bar click on Configuration In the folder tree click on User In the folder tree below the entry User click on Personal data Edit your personal data in the entry fields The save the changes click on the panel entry Save AWN Result Your personal data are changed 8 1 2 Changing the password How to change your password 1 In the module bar click on Configuration Copyright Open Xchange Inc 2009 121 Administration In the folder tree click on User In the folder tree below the entry User click on Password Enter your previous password in the entry field Your previous password Enter a new password in the entry field The new password Again enter the new password in the entry field Confirm new password To save the changes click on the panel entry Save NOW fa UY N Result The password is changed 8 2 Administration The administration comprises e the group management e the resources management Note Those functions are only available for specific users If those functions are not available for you contact your administrator or hoster 8 2 1 Managing groups You can create a user group add members remove members e delete a user group How to access the functions for
20. Contacts Module Options Default view Here you can configure the default Calendar view If no view is configured the Calendar day view will be used by default You will have the additional choice of Calendar workweek view Calendar month view Calendar week view and Team day view Show confirmation popup for new appointments The fifth and last option of the Options configuration form allows you to define by selecting the Yes or No options whether or not you want a window to pop up for confirming new appointments If you are happy with your selection save it by clicking on the Save button in the Save panel section Enable Calendar Hover The setting Enable Calendar Hover allows to activate or deactivate the hovers for the calendar module Default time interval for reminder Sets a predefined time interval for the appointment reminder Number of appointments which are shown in day view This option allows to set the number of overlapping appointments to be shown side by side in the day view Number of days in work week Here you can set the number of days for the work week Work week starts on Here you can set the day a work week should start with Number of appointments which are shown in work week view This option allows to set the number of overlapping appointments to be shown side by side in the work week view Number of days in custom view Here you can set the number of days for the custom view Number of appointments whi
21. Edit in the InfoStore panel section This opens the window for editing InfoStore objects that includes the same tabs as the window for creating a new InfoStore object Now you can make the desired modifications of the InfoStore item When you have made your changes click in the Save panel section on the corresponding icon to save your updates and close the window 6 5 2 Editing InfoStore objects by double click or via the context menu Instead of using the Edit panel function you can also double click on InfoStore objects or use the context menu to change them This also opens the edit window for InfoStore objects where you can make the desired modifications as described above i Editing InfoStore objects in public or other users shared InfoStore folders Y If you want to edit InfoStore objects from public or other users shared InfoStore folders you need modify rights for the objects ofthese folders If these rights have not been granted to you the Edit function in the panel is deactivated and editing of the InfoStore objects in this InfoStore folder is not possible for you If you try to edit InfoStore objects from public or other users shared InfoStore folders without having the necessary modify rights by double clicking on them you receive a rele vant error message in the Quickinfo of the panel If you would like to save InfoStore objects from shared InfoStore folders in public or other users shared InfoStore folders while you are
22. More infor mation about searching for Infoltems is available under Section 6 12 Search function If you would like to print the list of Infoltems in a specific order sort the Infoltem display before printing on the basis of the fields Title Size Creation date Created by Version Last modified or Flag alphabetically or chronologically in ascending or descending order Then select the Infoltems you want to print 6 7 2 2 Printing selected Infoltems Once you have used one of the methods mentioned above to select or sort all the displayed In foltems you wish to print click on Print in the Infoltem panel section Just as for printing individual Infoltems Open Xchange Server opens a new window showing a table with the Infoltems selected for printing along with their data from the List view The Print window also opens again where you can select the desired output device for printing Once you have confirmed your printer selection with OK in the Print window the list of Infoltems is printed to the selected device and the window with the print data is automatically closed 6 8 Moving Infoltems In order to move Infoltems from your personal InfoStore folders or from public or other users shared InfoStore folders provided you have appropriate access rights into different InfoStore folders you can use one of the methods described below 6 8 1 Moving Infoltems via panel functions Select the Infoltem s to be moved in the
23. Private folders Contacts Agustin Benson 1329 Carsen Av Los Angeles CA 90040 623 659 3617 b agustin fivelec com Attar Irwin 651 Thornton Rd Dallas TX 02510 962 137 8107 irwin sumagit com EJ Das Manuel Phic Blvd Collingdale PA 19025 E Development Contact types and access View Flag Search Cards LA Phone list P 2 Clear Detail P a Fernandez Manuel r 17315 Grand River Detroit MI 48300 611 81 4454 manuel fernandez lopasservice cor EJ Fernandez Isabella r 17315 Grand River Detroit MI 48300 611 81 4454 isa fernandez lopasservice com E Glass Russell r 2342 Zelda Road Montgomery AL 36105 324 227 3020 r glass belresearch com E Hedley Stef 513 Tasman Dr Sunnyvale CA 94090 140 555 3332 stef heydly techunivers com E Heikaus Sebastian 124 Pot Rd Pine NC 27568 471 950 8205 s heikaus gmail com Jacoby Rebecca 111 N Broadway Chicago IL 60613 221 963 2584 laurie_jacoby khanger com Latoya Ray 515 West Court Street San Bernardino CA 92403 207 967 5593 ray latoya siliand d com E Louis Andrew 22625 Woodward Detroit MI 48210 431 501 9554 alouis addex us com SERS Logout Je Linking bg Stat B Marketing EJ Maverick Lynne Cincinnati OH 45246 251 937 7882 ly maverick che org Paul Richard r 35 Owens Rd Atlanta GA 30097 391 332 0275 richard paul smallwefer com E Sabas Marita 2425 S 76th St Milwaukee WI 53125 951 245 05
24. Standard Agenda for Sales Tom Green 02 16 2007 InfoBox Allfolders No unread E Mail 24 39 9 77 MB OX EE Tech fact sheetengl Tom Green 08 23 2007 y File 0 17 4 88 GB 7 Figure 1 2 The Open Xchange Server Start Page The Start page is divided in many sections In the title bar which stays the same for all modules you will find the basic functions of Open Xchange Server A Progress icon that is animated if an activity is in progress and with which you can download new data from the server as well as icons to open the Settings window and the Help Furthermore you will find a logout icon with which you can logout from the system if you want to leave Open Xchange Server 1 3 The Module bar Under the Menu bar on the left side of your screen you can see the module bar of the groupware Using the corresponding icons you can access directly any of Open Xchange Server modules 6 Copyright Open Xchange Inc 2009 The Module bar 4l OX Modules Tom Green Quick Settings MM irs Show InfoBox E 3 D 3 EJ CI Show Quickinfo Folders b E amp Tom Green Show MiniCalendar E E Mail amp Inbox 7 E 3 Calendar Email E E E Gontacts amen mn nim A O A A a Figure 1 3 Module bar The module bar can be expanded via a small arrow in the upper right corner of the module bar The module icons will be arranged next to each other as opposed to one under the other if you left click the a
25. XP A wizard for adding network resources is launched Click on Next In the next dialog window select Choose another network place 7 2 3 Windows XP Step 3 Enter the following address http lt address gt servlet webdav infostore where lt address gt needs to be replaced by the IP address or URL of Open Xchange Server 7 2 4 Windows XP Step 4 In the next dialog you have to enter your user name and your password Please use the same login data as for the Open Xchange server 7 2 5 Windows XP Step 5 In the next dialog window in you can assign a name to the network resource Ji Encoding If you have set your encoding to ISO please do not use any special characters for file or folder names OX Server uses UTF 8 encoding 116 O Copyright Open Xchange Inc 2009 Accessing the Document Server under Windows Vista 7 2 6 Windows XP Step 6 In the next dialog window click on Finish This concludes the installation of the network resource for the document folder You can access the newly created folder via your network environment This corresponds to the folder structure of the document area of Open Xchange Server A Deleting When you delete a file entry in Windows Explorer you will delete the whole file i e the complete document version history is lost as well i i Explorer Using the functionality of Explorer you do not see all the entries for the document but only the current version of the corresp
26. a relevant query 4 6 4 3 Moving appointments to another day with drag amp drop To move an appointment to another day in the work week work or month view click on the appointment hold the mouse button and drag the appointment to the wanted date Please note that you can not move an appointment out of the current view E g in the week view it is not possible to move an appointment to another week 4 6 5 Changing appointment confirmations 4 7 If you would like to change your confirmation of an appointment e g from the accepted state to declined you first need to display the appointment to be changed in the Detail view Then click on the Change function in the Confirmation panel section This opens a window where you can change the status of your appointment confirmation by means of buttons and also optionally enter a remark regarding your update When you have selected the desired status for your appointment confirmation via the relevant button the window is closed and the status of your appointment confirmation is changed Please note that with appointment series your appointment confirmation is changed for the appointment series as a whole and not for a selected instance If for instance after declining an appointment series on account of a unique conflict you would like to participate in this ap pointment series again change your appointment confirmation again In the List and Calendar view all time ranges the
27. action 1 From the dropdown list below Do the following choose the entry Move to folder To the right of the dropdown list a new text field is displayed 2 Click in the new text field Select the Private folder 8 11 4 2 Show rules Under Rule name all existing rules are displayed How to display the details of a rule Under Rule name select a rule Under Rule Details all conditions and actions for the rule are displayed 8 11 4 3 Edit rules How to change the order of the rules 1 Under Rule name select a rule 2 In the panel section Move click on Up or Down How to deactivate a rule Under Active deactivate the checkbox 148 Copyright Open Xchange Inc 2009 Calendar module options How to activate a rule Under Active activate the checkbox How to modify a rule 1 Under Rule name select a rule 2 Under Rule Details change the settings 3 Click on Save How to delete a rule 1 Under Rule name select a rule 2 In the panel section Rules click on Delete 8 11 5 Vacation Notice Here you can set whether the sender of an incoming E Mail gets an E Mail notification when you are absent Following settings are available Vacation notice is active With this checkbox the vacation notice can be activated or de activated Subject Here you can enter a subject for the E Mail notification Text Here you can enter a text for the E Mail notification Number of days between vacation notices to
28. address 115 116 ISO 116 J JavaScript 2 K KDE Konqueror 115 Knowledge 105 Knowledge entry 105 107 L Language selection 3 136 English 136 French 136 German 136 Layout 141 Layout options 141 Line wrap 144 Linux Desktop Clients 115 Linux platform 1 Linux server 2 Localisation 3 Logging out 5 Logging in 5 Login 5 115 116 Login window 5 Logout 5 135 M Mail client 2 Mail management 4 Mail server 2 Management rights 8 Managing resources 123 Members 138 150 Microsoft Windows XP 115 Mini calendar 12 Mini calendar 66 formatting bold 66 box 66 gray 66 Module Calendar 7 calendar 51 Contacts 7 contacts 27 E Mail 7 13 InfoStore 8 105 Tasks 7 tasks 87 Module bar 6 Month 60 Month view 150 Multiple selection 98 N Navigation elements 2 Navigation tool 66 Network environment 115 Network resource 115 117 Note 107 Notification activate 96 Copyright Open Xchange Inc 2009 157 O Operating system 115 Option dialog 135 Options 121 E Mail external graphics 144 Original mail text 144 Overview window 139 OX start page 5 P Panel 8 Particpants notify 76 Password 5 115 116 Permission assignment 139 administrator rights 139 concept 138 delete rights 140 edit rights 140 folder rights 139 individual users 138 139 own folders 138 read rights 140 Permission management 138 Phone list 30 Photo 37 P
29. ala B O Trade show information 23 KB 02 28 2007 Tom Green 1 08 23 2007 11 00 Al v ed Overview Versions 0 Links 1 ES 4 2008 gt Title Customer List Document amp Customers bd MENTIONS RS Folder Infostore Userstore i Tom Green 44 272 2 30 N 1 2 Direct link httpiprototyp open xchange com ox6 km infostore8f 288i 34 45 3 4 5 6 7 8 9 46 10 11 12 13 14 15 16 E Document Details 47 17 18 19 20 21 22 23 48 24 25 26 27 28 29 30 Today InfoBox No unread E Mail gt 24 39 9 77 MB File 0 17 4 88 GB Created on 02 13 2007 08 52 PM by Tom Green last changed on 02 13 2007 08 53 PM by Tom Green Figure 6 1 InfoStore module 6 1 Opening InfoStore There are several ways to open the InfoStore You get to the InfoStore by clicking on the module icon You can also open your personal InfoStore folder by clicking on the folder with your user name underneath the InfoStore folder and its UserStore subfolder Of course it is also possible to open other users InfoStore folders and to display their contents provided that these were shared with you ul Yi Access via WebDAV During access via WebDAV the user can see only the newest versions of the objects Here it is not possible to view comments or to access older versions of the objects 6 2 InfoStore Views When you open the InfoStore module you will see a list view of the module The display of In foStore objects from your personal InfoStore folder as well as fr
30. all participants are notified of this task by E Mail provided that you had activated the option No tify participants when you were creating the new task 5 4 8 Discard input If you do not want to save the task click on Cancel in the Window panel section To be safe you will be asked whether you really want to discard your entries If you confirm this query with OK the Task window is closed and all inputs are discarded 98 Copyright Open Xchange Inc 2009 Editing tasks 5 5 Editing tasks In order to edit new tasks in your personal tasks folders public or other users shared tasks folders provided you have appropriate access rights you can use one of the methods described below 5 5 1 Editing tasks via panel functions Select the task to be changed in any view of the Tasks module When selecting a task in the List or Hsplit view you can then scroll up or down with the arrow keys Arrow up or Arrow down to select another task Then click on Edit in the Task panel section 5 5 2 Editing tasks by double click or via the context menu Alternatively to using the Edit panel function you can also double click on tasks you wish to change in the List and H Split views or activate the funciton Edit via the context menu All methods mentioned above open the Task window that includes the same tabs as the window for creating a new task Now you can make the desired modifications of the task e g updating the start date
31. and that you manage in your personal tasks folders When you save new tasks in public or other users shared tasks folders you will get an error message if these tasks are marked as personal tasks 5 4 3 5 Task series If you want to create periodically recurring tasks as for example a weekly data backup you can create it as a task series with appropriate parameters instead of planning these tasks over and over again In order to create a task series click on the Series option This opens the New task series window where you can adjust the settings for the new tasks series The following figure shows a typical example of a task series the parameters were set as follows The task should be performed every week on Friday the date of the initial instance of the task series is set to be the start date Since this task series should continue indefinitely the Ends option is set to Never 94 Copyright Open Xchange Inc 2009 Creating tasks enews Task Recurrence Type O once O Daily O Weekly O Monthly O yearly Recurrence Settings Week s on O Tuesday Cl Wednesday C1 Thursday O Saturday Cl Sunday Series Duration Start date 08 24 2007 Ends never O after 2 tasks on 08 24 2007 Cox Ji cancel Figure 5 5 Task series example y Task series More information about instances of task series is available under Section 5 5 Editing tasks in this chapter 5 4 3 6 Associating tags You
32. any calendar folder in the folder tree you will see either a daily or weekly layout for displaying the appointments of users who still need to be selected if the Calendar module is set to a team based standard display in your current configuration Once you have selected at least one user whose appointments you want to see the appointments of the relevant users are displayed as shown in the following example 52 Copyright Open Xchange Inc 2009 Appointment Types and Access Tom Green New Calendar View Time Range Team member Flag Linking X 2a pa Edit Calendar Day amp adt by Stat gt an 5 ne CA J Delete Team Workieek 28 Remove y s S E al gt Print Lis Mont 3 Choose Team 3 Goto B E amp Tom Green B move Detll weet Create Team P p Canca E Mail E Inbox Calendar 5 ME Birindays 4 Friday 11 07 2008 T Birthday RE Holidays Team member AM 01 AM 02 AM O3AM 04 AM OSAM OGAM 07 AM OS AM 09 AM 10 AM 11 AM 12 PM 01 PM 02 PM 03PM 04 PM 05 Ph amp Bill Keens SpecialAppointments E El Contacts Tasks E Public folders amp Brian Connor Shared folders a nfortara Monthly Sales Meeting mo a amp irene Murphy Monthly Sales Meeting pa Tes 4 November gt 4 2008 oh NO i F SS 44 27 28 29 30 H 4 2 II O AAA AAA VERRE tinh ht AAA ltt te Figure 4 3 Displaying the appointments of team m
33. any condition is to be true choose any If all conditions are to be true choose all Copyright Open Xchange Inc 2009 147 Email module options 5 To set the action that is to be processed if the rule matches click on Add Action Details can be found later in this chapter To add a further action again click on Add Action To remove an action click on the Delete icon next to the action 6 With the checkbox Process subsequent rules even when this rule matches you can control whether or not subsequent rules are to be processed when this rule matches If subsequent rules are to be processed activate the checkbox If subsequent rules are not to be processed deactivate the checkbox 7 Click on Save Result The new rule is entered in the left window pane Rule Name The new rule is active Create condition Following example describes how to create a condition Following condition is to be created The sender of the E Mail contains the character string Meier How to create the condition 1 From the drop down list below Of the following conditions choose the entry Sender From To the right of the dropdown list a new dropdown list and a text field is displayed 2 From the new dropdown list choose the entry Contains 3 In the text field enter the character string Meier Set action The following example describes how to set an action Following action is to be set Moving the E Mail to the Private E Mail folder How to set the
34. are opened with your spreadsheet program while text documents open in your word processing application The same is true for other file types of course If you save an attachment a copy of this file is downloaded from the server to your local hard drive or whatever other disk drive you specify as the download destination 4 2 8 5 Saving attachments from appointments into InfoStore Saving an attachment into InfoStore generates a new object which is managed via Open Xchange Server This method has the advantage of giving you and other users access to this Info Item via the InfoStore module You can find more information about InfoStore and Info Items in the n foStore chapter In order to store an attachment from an appointment in one of a personal or public InfoStore folder or another user s shared InfoStore folder provided you have the right to create objects select the desired attachment from the list and then click on the Save in InfoStore function in the Attachment section of the panel This opens the New Info Item window where you can enter a description as well as further data such as for instance an Internet address or notes for the newly created Info Item and select the destination folder When you have entered all the data click on the Save icon in the Save panel section to store the Info Item in the selected folder A Saving attachments as Items in InfoStore In order to be able to save attachments from appointments int
35. can also mark an E Mail to which you have replied as Unanswered This is useful for instance when the E Mail contains several open issues that you cannot all address immediately The envelope icon shows you the current status of an E Mail It is displayed in every list view If you have already replied to an E Mail the envelope shows a green arrow If the E Mail was read it shows an open envelope If the E Mail still has not been unread however it shows a closed envelope 2 16 Moving and copying E Mail messages If you want to copy an E Mail or move it into another folder select the desired E Mail and select the relevant option in the panel This opens a directory window where you can specify a location for the E Mail or the E Mail copy If you want to cancel the process click on the cross in the upper right hand corner Once you have selected a final destination via mouse click the E Mail or the copy is placed there and the window is closed 2 16 1 Moving E Mails via drag and drop As an alternative to the approach described above you can also move E Mails via drag and drop For this select the E Mail s to be moved hold the mouse button and drag them in the folder tree to the desired destination folder and release the mouse button there When you release the mouse button and thus select the desired target folder all selected E Mails are moved into this E Mail folder While you are moving something via drag and drop an icon is d
36. character string me e m r gt all registered users and resources from the contact folder Global address book whose first or last name or label contains the characters m and r with precisely 3 characters between m and r as for example the last names Maier Meier or Meyer but not Mair or Muller O Copyright Open Xchange Inc 2009 73 Creating appointments In the next step you add the desired participants by selecting the relevant participants from the select list and clicking on Add in the Participants section To remove new participants again select them in the field Participants and click on Remove If you would like to add physical resources as for example presentation materials or other de vices as well as specific participants as resources search and select the relevant persons and materials via the select list and then click on Add in the Resources section To remove new ressources again select them in the field Resources and click on Remove y Adding participants as resources If you add a participant as a resource to an appointment this participant cannot be added to any other appointment for the duration of this appointment This approach is recommend ed for participants whose attendance is crucial for conducting the meeting as for example the instructor of a seminar 4 4 6 2 Adding external participants If you would like to add to an appointment external participants who do not have access
37. contact folders Please note that you need the right to create objects for these folders in order to create new contacts in other users public or shared contact folders If you have not been granted such access rights a relevant message is displayed after starting the function to create new contacts From this message you can decide whether you want to create that contact in your personal contact folder Contact folder or cancel the function You can find more information about choosing the desired destination folder and the nec essary access rights under Section 3 4 5 Entering data for a new contact of this chapter 3 4 2 Creating new contacts from other modules Even if you are not in the Contacts module you can create new contacts from any other module of Open Xchange Server If the panel is not expanded click on the downward pointing arrow in the New panel section and select Contact from the menu that is opened then If the panel is already expanded click on the Contact icon in the New panel section A Destination folder for new contacts Since contacts can only be managed in contact folders your personal contact folder Con tacts folder is automatically preset as the destination folder when you create new contacts from other modules of Open Xchange Server If you would like to save new contacts in other folders of your personal contact folders or in other users public or shared contact folders you can select a dif
38. create objects for copying contacts to public or other users shared contact folders As soon as you have chosen the desired destination folder all previously selected contacts are copied into this contact folder y Copying contacts Copying of contacts does not establish any relationship between source contact and the copied contacts Each contact is an independent element regardless of how it was created If you want to copy contacts into public and or other users shared contact folders you need the right to create objects for the destination folder When you copy contacts the select list offers only those contact folders as destination folders to which to you have been granted the right to create objects A contact marked as private can not be moved or copied to public or shared folders Copyright Open Xchange Inc 2009 43 Marking contacts with flags 3 11 Marking contacts with flags Flags are colored markings that you can use to mark different contacts and distribution lists for better differentiation you could for example mark all customers with a green flag all coworkers in your department with a red flag and all vendors with a blue flag Due to the colorful display of the flags you can immediately recognize what type of contacts you are dealing with Flags are displayed in all views the Phone list shows them in their own column while the Cards and Detail views show them in the title bars of address card
39. display of appointments from your personal calendar folders as well as from public or other users shared calendar folders is controlled via the four views and time ranges described below These are available in the View and Time Range panel sections In the Calendar and List view the title bar of the overview window displays the curent path to the folder you selected in the folder tree You can navigate in the path by clicking on the under lined parts of the path The Today button in the title bar of the overview window displays the calendar view with the current date 4 2 1 List view All time ranges The List view shows the appointments for the selected time range from the currently open cal endar folder in a tabular display The icons in the first column represent the appointment type individual appointment or appointment series while the icons in the second column indicate whether the relevant appointment was marked as private key icon whether it was created only for you no icon or for several participants group icon Furthermore you will see the description the start and end time the location the folder and the assigned flags flags are colorful icons for better differentiation of your appointments e g for distinguishing external meetings from internal appointments You can find further information about flags under Section 4 10 Marking appointments with flags in this chapter If you activate the option Show all
40. docboat gt From http prototyp open xchange com Ta Jean Dupont Jean_dupontdoco A E E do wih thes fier a ODO co 2008 0 Received 08 23 2007 04 22 PM a A M TW T FSS Open with Adobe Reader 9 0 default 44 27 28 2 30 3 4 2 attached Save to Disk 45 3 4 5 6 7 89 45 10 11 12 13 14 15 16 Regards Frank 47 17 18 19 20 21 22 23 48 24 25 26 27 28 29 30 Today InfoBox No unread E Mail 24 39 9 77 MB 3 Tech_Fact_Sheet_EN pdf 454 75 KB File 0 17 4 88 GB Figure 2 2 Saving E Mail attachments You can also save the attachment in InfoStore Simply click on Save in InfoStore in the panel In the dialog box that opens then you can give a title to the new item and select an InfoStore folder for saving the attachment by clicking on the Folder button As an alternative you can also activate the functions Open Save and Save in InfoStore via the context menu To do so select the attachment and then right click on it If the attachment size exceeds the allowed quota you will receive an E Mail with a link to the InfoStore The attachment file is stored there for a defined period 2 10 Replying to E Mail messages You reply to an E Mail message by selecting the desired E Mail and then clicking on the Reply option under Mail in the panel If the CC field holds other recipients and you also want to reply to them select Reply all In the E Mail settings you can choose whether recipients should be en
41. entries in your calendar such as appointments tasks etc For example if you live in Ireland you should select Eu rope Dublin If you are on a business trip you can select the correct time zone here If you are happy with your selection save it by clicking on the Save button in the Save panel section Time format Here you can set a time format Default setting is the 24 hours time format To select a different format activate the checkbox user defined and choose 12 h A sample of the chosen format can be viewed in the Sample field Date format Here you can set the wanted date format To change the default setting acti vate the checkbox user defined and choose a format and a separator A sample of the chosen date format can be viewed in the Sample field 8 6 Private Tags In the Tags subfolder you have the possibility to create your own tags Tags are categories with which you can highlight entries in your calendar to get a better overview In this way you can assign as many personal tags as you want to your contacts tasks and Infoltems For example you can assign a tag to all objects that belong to one project or tag all your personal entries as Private 8 6 1 Creating a new tag To create a new tag click on Add in the Tags panel section This will open a pop up window where you can enter the name of the new tag The default name is New Tag Overwrite this with the desired name for your new tag To do so left click in the field
42. field Click on Browse and select the file to be imported Please be sure the selected file has the type ICAL To execute the data import click on the panel function Import 126 Copyright Open Xchange Inc 2009 Import Tom Green Import X 2ng F sG Folders ss E Configuration a Import A Options Configurationimport Tags Start Page Here you can importtasks appointments or contacts from iCal vCard or CSV files m M E Mail _ Detailed information can be found in the Import section of the online help or the user manual El M Calendar amp M Contacts File type cal Appointments z E M Tasks vCard Appointments a Tasks E Y Infostore csv Contacts a User i asin Filename Go o 4 November 4 2008 ITA A Foss 44 27 2 29 30 N 1 2 45 3 4 5 6 7 8 9 46 10 11 12 13 14 15 16 47 17 18 19 20 21 22 23 48 24 25 26 27 28 29 30 InfoBox No unread E Mail 3 24 39 9 77 MB File 0 17 4 88 GB Figure 8 2 Importing appointments and tasks The appointments or tasks will be imported to your private folder 8 3 3 Importing contacts in VCARD format To import contacts click on Configuration in the module bar and then on Import in the folder tree The import dialog shows the import configuration options To import contact data as electronic business card select VCARD Click on Browse and select the file to be imported Please be sure the selected file has the t
43. from the attachments table If you want to select several files hold down the Ctrl key for non adjacent multi selections or the Shift key for adjacent multi selections Then click on Delete in the Attachments panel section and then on Saveto remove all selected attachments from the appointment 4 4 8 Checking on availability of participants and resources In order to check on the availability of all participants and resources added to the appointment activate the Availability tab Specify the time range via the date and time fields and decide via Check what you wish to check resources only participants only or both If you also activate the option Show Team Members all members of user groups and their availability are displayed in the Participants column When you have set the relevant values click on Check to start the availability check 4 4 8 1 Checking for availability on different days If you would like to check the availability of participants and resources on preceding or following time periods you can page through the display day by day using the navigation arrows in the date area 4 4 8 2 Using the availability for an appointment If you want to set the start and end of the new appointment using the dates of the checked time range click on Use for appointment This switches to the Appointment tab where the start and end fields for the new appointment are already pre filled with the transferred dates Copyright Ope
44. further modules or functionalities by purchasing an upgrade Copyright Open Xchange Inc 2009 vii viii O Copyright Open Xchange Inc 2009 Introduction Since the application of IT systems in companies has brought massive changes to the enterprise processes more and more of these processes rely on electronic data processing Tasks which used to be performed in close personal collaboration are now carried out asynchronously in different locations and not exclusively with persons of the own enterprise In order to meet the resulting demands for coordination communication and high quality standards within and beyond the enterprise a requirement profile has developed that is met by a unified software solution called groupware 1 Benefits of Groupware Solutions Open Xchange Server is a powerful web based groupware solution can be used with the newest AJAX technologies and rich clients such as Outlook and stands on a robust Linux platform 1 1 Taking Care of Customer Relationship Most enterprises have recognized that customer relationships play a special role for company success No customer likes to repeat his requests over and over to different employees or to hear the response my colleague isn t in and unfortunately don t know when he ll be back The speed of market changes requires a quick and adaptable enterprise structure that is able to resist the competitive pressures The increasingly flatter structures tea
45. important data The Start page serves as an overview of the appointments and tasks of the current day By default the first five entries are displayed The number of the displayed elements can be changed in the options for the Start page Additionally you will be informed whether other users have set up appointments with you or created new tasks You can also see entries made in the InfoStore as well as notifications about the new or unread E Mail messages Information about individual modules is provided in section Section 1 3 The Module bar Sn REC Logout a ooo oo Torn Green New Quick Settings Ae a ro Q a Y Show InfoBox lt Show Quickinfo Folders M Show MiniCalendar amp Tom Green me El E Mail gt E Calendar Je Start Page El E Contacts E E Tasks 7 Calendar x EMail x E Public folders Next Week No ltems available a Shared folders 12 05 200 08 30 AM Monthly Sales Meeting Infostore Later 01 02 2009 08 30 AM Monthly Sales Meeting Valentine s Day xx TT 4 November gt 4 2008 gt MET WES 44 27 26 29 30 N 1 2 w InfoStore y Tasks xj 5 4 7 en gt E a My Infostore 2 No Items available 45 10 11 12 13 14 18 16 47 17 18 19 20 21 22 23 OXEE Tech fact sheetengl Torn Gree 48 24 25 26 27 28 29 30 Trade show information Tom Green 08 23 2007 Driving directions to Bostor Tom Green 007 _ Today Document for budget plann Tom Greer 02 26 200
46. in a new window This makes especially very long E Mails easier to read The minus or plus signs on the left side of the subject allow to open or close the E Mail header Adding E Mail contact to address book E mail addresses can be added to the address book via drag and drop or the context menu Click on the E Mail address in the From field and drag the address to your contact folder or right click on the E Mail address and activate Add to address book The new contact window opens If you read an E Mail with a sender address that is not saved in the contacts folders this address will automatically be saved in the Collected addresses folder You can deactivate this function in the E Mail settings please refer to Automatically save E Mail addresses in the Collected ad dresses folder Show source To read the source data of an E Mail select the E Mail and click on the panel function Show source As an alternative you can also activate the function Show source in the context menu The source data will be displayed in a new window Via the context menu you can copy the content to the cache E Mail attachments A paper clip icon in the first column of the E Mail listing indicates whether an E Mail includes an attachment Switch to the H Split or V Split view in order to open or save the attachment The E Mail message is opened in the overview window and the attachment is displayed in the bottom section of the window If the attachment is no
47. lost and can be accessed at any time Public folders for instance allow you to make address data available to the whole company or a group of people All modifications of these data are made immediately available to everybody This reduces duplication of data and mainte nance Copyright Open Xchange Inc 2009 1 Benefits of Groupware Solutions 1 3 Keeping the Overview 1 4 1 5 In your company there are certainly other organizational tasks which are perhaps also tied to a schedule e g resource management How often do you need conference rooms prepare beamers for meetings or reserve cars With resource management you can better organize meetings or control resource utilization Functionality Open Xchange Server continues the successful concept of an efficient mail and groupware server and offers besides additional functionalities in the form of an efficient groupware solution On the server side you have a secure and powerful platform with Open Xchange Server and a Linux server System Requirements In order to successfully use Open Xchange Server you should keep some settings and system requirements in mind 1 5 1 Resolution screen size The minimum display resolution for Open Xchange Server is 1024x768 A higher resolution allows to display more information at once This increases the ease of use Please refer to Section 1 1 Logging in and Logout 1 5 2 Browser requirements Internet Explorer 7 I
48. means of buttons and also optionally enter a remark regard ing your update Copyright Open Xchange Inc 2009 99 Deleting tasks When you have selected the desired status for your task confirmation via the relevant button the window is closed and the status of your task confirmation is changed In the List and H Split view the function Change confirmation can also be activated via the context menu 5 6 Deleting tasks In order to delete tasks from your personal tasks folders or from public or other users shared tasks folders provided you have the right to create objects select the tasks to be deleted in the List view or in the H Split view and hold down the Ctrl key for non contiguous multi se lection or the Shift key for contiguous multi selection If you would like to delete only one individual task you can also do this in the Detail view After you have selected all tasks to be deleted click on Delete in the Task panel section You will be prompted to confirm that you really want to delete these tasks If you confirm this query with OK all selected tasks are irretrievably deleted including all data and any attachments if there are any In the List or H Split view you can also delete the selected tasks with the Del key or via the context menu i Deleting tasks If you delete a task this automatically triggers an E Mail notification to all participants in forming them immediately of the deleted task
49. my appointments from all calendars Figure 4 8 Overlapping or adjoining appointments 4 2 2 4 All day appointments All day appointments as for instance birthdays or other events lasting a whole day are shown directly underneath of the date of the selected day The colored bars of the entries indicate the appointment status individual appointment vs series private appointments or appointments with several participants are marked with special icons If flags are assigned they are also displayed Please note that you always see only one all day appointment in each case this is the appoint ment that was created as the first all day appointment for this day If several all day appointments are assigned to the selected day this is indicated by an icon in the date bar If you would like to display all all day appointments for this day click on this icon This takes you to the List view with time range set to Day which shows all appointments for this day in a tabular display Tom Green I9IBABRADAR Folders E amp Tom Green E E Mail amp Inbox E Y Calendar E TE Birthdays Holidays E SpecialAppointments El Contacts E Tasks E Public folders E Shared folders A Brian Connor i iI I pTj RS A mt mr nd A os AM New Calendar View Time Range Flag Search Linking fol Edt Calendar Day a dy Stat F x delete J y los i 3 Delete Te Workggeek r 2 Clear 83 Clos
50. my appointments from all calendars you will see not only your appointments from the previously selected calendar folder but all of your own appointments from all of your personal calendar folders as well as all calendar folders that are accessible to you Copyright Open Xchange Inc 2009 55 Calendar views and time ranges 4 2 1 1 Changing the time range in the list view If you want to change the displayed time range e g from Work week to Month choose the desired time range via the functions in the Time range panel section 4 2 1 2 Sorting appointments In the List view you can sort the displayed appointments for all time ranges according to the fields Description Start End Location or Flag either alphabetically or chronologically in as cending or descending order The arrow at the column header of one of these fields indicates according to which field and in which order ascending or descending the currently displayed appointments are sorted If you would like to change the sort order for instance to show your appointments in descending order according to the Start field click on the header of the relevant column to choose this field as a sort criterion Afterward you can either click on the column header again or click on the arrow in the column header to display the appointments in descending order 4 2 1 3 Viewing appointments from other time ranges In order to see the appointments of the preceding or foll
51. of the appointment De scription start and end as well as location provided that these data have previously been entered The size of the box corresponds to the time range covered by the appointment The colored bar at the left edge of the box indicates the status of the appointment blue reserved yellow temporary red absent on business or green free Similar to the List view appointments marked as private are shown with a key icon and appoint ments with several participants have a group icon If flags are assigned they are also displayed in the boxes of the associated appointments If you let your cursor hover over an appointment a window appears with further information about this appointment In addition to the data that is already visible in the box you will see here information about the participants and the resources of this appointment i Colors of the appointment display The colors used for the display of appointments reserved temporary absent on business or free are predefined in Open Xchange Server and cannot be adjusted More information about the marking of appointments is available under Section 4 4 Creating appointments in this chapter 4 2 2 2 Appointment series Appointment series for the selected day are also displayed with special marker icons to make them easily distinguishable from individual appointments 4 2 2 3 Overlapping or adjoining appointments The calendar day view can show a cert
52. on the server If the storage space assigned to you is used up you cannot save any further attachments from tasks into InfoStore The InfoBox on the Start page of Open Xchange Server provides information about your currently available storage space Tasks hover Hovers are available in the h split and list view Information on how to use hovers can be found in Section 1 6 2 Hover A hover contains following tabs The General tab contains The tasks module icon The task s description and status The icons for private tasks series and the priority The task s start and due date The comment for the task Depending on the length of the comment the hover only displays the first lines When clicking on the text further lines will be displayed A second click switches back to the original view e The Participants tab contains The names of the participants and their confirmation status If a participant accepted the appointment the name will be displayed in green If the participant refused the appointment the name will be displayed in red The icons for changing the status The Attachments tab If the task contains attachments following elements will be shown for each attachment e The attachment s name size and type e Icons for opening and saving the attachment Information on how to configure hovers can be found in Configuring hovers Creating tasks In order to create new tasks in your personal tasks folde
53. open the folder tree below User and tom green Activate the control box of the folder mailsubscript a 1 2 a OX Modules Tom Green New Mail View Attachment Flag Search X gt z Je ps E Reply Delete Detail z a gt 8 DA rent al Copy H Split r ENE 3 Forward Move VSplit XX Clear amp Tom Green A lon B p E Mail Mark as 2 Print List amp Inbox 6 amp E Show source 2 8 user z El 8 brian_connor I Mailsubscript 2 Mailsubscript 3 7 Calendar From Subject Received Size Flag TA Birthdays a tom_green docboat An appointment was removed Meeting with Marketing team 02 16 2007 11 48 PM 1 06 KB m Holidays 4 tom_green dochoat An appointment was removed Company meeting 02 16 2007 09 56 PM 1 03 KB Ri Sberelappolniments UE 1isa_mueller dochoat Re Invitation Sales Meeting 12 15 2006 08 57 PM 1 5 KB E Contacts E Tasks La My Infostore Folder Public Folders Y An appointment was removed Meeting with Marketing team From tom_green dochoat AA _ EA AER AAA AAA AS Figure 2 4 View subscribed E Mail folder i Public and shared E Mail folders mm Thanks to the flexible folder structure of Open Xchange Server you can access and or manage E Mail from public and or other users shared E Mail folders in addition to your personal appointments Depending on the access rights you have been granted you can display create edit or delete E Mails in public or other users
54. options in the Settings chapter 5 2 2 H Split view The H Split view shows the tasks from the currently open tasks folder in a horizontally split display The upper part of the H Split view corresponds to an abbreviated list view where tasks and task series are displayed as in the List view When having selected a task from the list you can then scroll up or down with the Arrow up or Arrow down key to select another task The lower part of the H Split view shows all information about the task selected in the upper part in tabs 5 2 2 1 Sorting tasks in the H Split view In the H Split view you can also sort the display order of the tasks as described in the section Section 5 2 1 1 Sorting tasks in the list view of this chapter 90 Copyright Open Xchange Inc 2009 Tasks Views 5 2 2 2 Partitioning of the H Split view The partitioning of the H Split view can be adjusted using the horizontal separation bar You change the size of the sections by dragging the bar while holding the mouse button The adjust ment is saved with your current session 5 2 2 3 Overview tab The Overview tab shows a summary of the main data of the selected task Subject priority start and due date status the task s manager With the icon further details like duration and cost can be displayed 5 2 2 4 Participants tab The Participants tab shows all persons who are involved in this task The information in the Status column al
55. search for appointments you first open the personal or public or another user s shared calendar folder that you would like to scan in the List or Calendar view for any time range Then enter the description of the requested appointment or wildcards the characters and into the Search field or combinations of part of descriptions and wildcards you do not need to pay attention to capitalization here In your search query you can use wildcards as follows me or me gt all appointments from the currently open calendar folder whose description contains the character sequence me s e gt all appointments from the currently open calendar folder whose description contains the characters s and e with precisely 2 characters in between as for example in the word Sales After entering your search query click on the Search icon to start the search When the search is concluded the appointments matching the search criterion are displayed in the List view search results are always displayed in the List view even if you start the search in the Calendar view to be able to display appointments from previous or following months as well 84 Copyright Open Xchange Inc 2009 Searching for appointments 4 11 1 Resetting the display after a search If you want to reset the appointment display after a search to display all appointments from the currently open calendar folder again click on Clear in the Search pa
56. selected contacts are moved into this contact folder 3 9 2 Moving contacts using drag and drop As an alternative to the previously described method you can also move contacts using the drag and drop method For this you select the contacts you wish to move then hold the mouse button and drag them into the desired destination folder in the folder tree and let go of your mouse button After you have released the mouse button and have thereby chosen the desired destination folder all previously selected contacts are moved into this contact folder i Moving contacts If you would like to move contacts from your personal contact folders into public and or other users shared contact folders you need the right to create objects for the destination folder If you want to move contacts from public and or other users shared contact folders you need delete rights for the objects of the source folder and the right to create objects for 42 Copyright Open Xchange Inc 2009 Copying contacts the destination folder If you do not have delete rights for the source folder the Move panel function as well as the drag and drop method are unavailable i e moving contacts from this folder is not possible for you Furthermore when you move contacts with the Move panel function the select list offers only those contact folders as destination folders to which you have been granted the right to create objects When you move contac
57. shared calendar folders you can create only appointments in the name of the relevant user but no appointments for yourself Thus you can achieve the following results e If you open a personal calendar folder or one that is otherwise accessible to you you see all of your own appointments from all personal as well as accessible calendar folders 54 O Copyright Open Xchange Inc 2009 Calendar views and time ranges If you open another user s shared calendar folder you do not see the appointments from this folder Instead you see all of your own appointments from all personal as well as accessible calendar folders InfoBox 48 No unread E Mail 30 24 39 9 77 MB File 0 17 4 88 GB b Y Show all my appointments from all calendars Figure 4 6 Displaying all of your own appointments from all calendar folders i Show all my appointments from all calendars Displaying all of your own appointments from all personal calendar folders as well as from all other accessible ones is only possible in the List and Calendar views for all time ranges The display setting selected by you for all of your own appointments from all calendars is stored permanently you only need to activate this option once for all calendar folders and views More information about the different views and time ranges is available under Sec tion 4 2 Calendar views and time ranges in this chapter 4 2 Calendar views and time ranges The
58. signature under this name Under Place of Signature you can determine where in your message your signature should be inserted at the top or at the bottom of the message body By selecting the Default Signature check box you can decide whether or not the signature will be used as the default one If you select the check box the newly created signature will be in serted in your E Mail messages automatically as long as you do not select a different one manu ally Under Signature compose the actual text of your signature Typically complementary closing and the name are included here but citations and slogans are often also added to an E Mail 144 O Copyright Open Xchange Inc 2009 Email module options signature If you are happy with your signature click on OK to accept it The signature title is later displayed in the Available Signatures field To save a signature click on the Save panel section on the corresponding Save button If you want to change the existing signature select the signature you want to change and click on the Edit icon in the Signature panel section A pop up window appears where the description and the text of the selected signature are displayed Here you can make necessary changes After you have made all necessary changes click on OK and then click in the Save panel on the corre sponding button To delete a signature select the signature you want to delete from the Available Signature list Click o
59. the Spam E Mail folder 142 O Copyright Open Xchange Inc 2009 Email module options e If you select List the contenty of Spam E Mails are not displayed You will only see the list of Spam E Mails in the overview window e If you select H Split or V Split the contents of Spam E Mails are displayed in the overview window Enable E Mail Hover With this setting you can activate or deactivate hovers for the E Mail module Automatically select first E Mail Defines whether the first E Mail in the list is selected automatically when opening an E Mail folder Permanently remove deleted E Mails Here you can determine whether you want your E Mail messages to go to the trash folder first or be removed permanently immediately after being deleted If you select Yes your E Mail messages will be removed permanently immedi ately after you click on the Delete button You will not be able to restore permanently removed E Mails Notify on read acknowledgment Specifies whether you are notified if you receive an E Mail for which the sender wishes an acknowledgment of receipt If set to Yes you are asked during the reading of the E Mail whether you want to send an acknowledgment of receipt or not If set to No you are not asked and no acknowledgment of receipt is sent Automatically save E Mail addresses in the Collected addresses folder Defines whether new E Mail addresses are automatically saved in the Collected addresses folder when s
60. the public or shared contact folder that was open while you created the new distribution list e When you create new distribution lists from other users public or shared contact folder to which you have not been granted the right to create objects gt your personal contact folder Contacts folder e When you create new distribution lists from another module of Open Xchange Server e g Email Calendar etc gt your personal contact folder Contacts folder When you make a choice please note that newly created distribution lists can only be saved in contact folders and that you need the right to create objects for saving distribution lists to other users public or shared contact folders Hence the select list displays only as destination folders those contact folders for which you have been granted this right 3 14 1 2 Adding internal contacts to the distribution list If you want to add to the new distribution list contacts managed in Open Xchange Server in your personal contact folders and or public or other users shared folders click on the function Add from address book in the Distribution list panel section This opens the Address book window where you can select the contacts for inclusion into the list For this you enter into the Search field the name of the contact s you wish to add relevant wildcards the or characters or combinations of names and wildcards Then use the Contact folder function to select the appr
61. the same sender Here you can set an interval for sending the vacation notice if there are several E Mails from the same sender E Mail addresses Here you can choose an E Mail address to be used as sender address for the vacation notice 8 12 Calendar module options 8 12 1 Settings The Calendar module provides you with many possible global configuration settings Click either on the Preferences Calendar subfolder in the configuration folder structure or on the small arrow in the top right part of the overview window of the Calendar module Choose between the following options Interval in minutes Here you can configure the Calendar view You can set the interval to 5 10 15 20 30 and 60 minutes For example if you select 5 minutes as the interval in minutes your day view will display one line per 5 minutes Your day view will display less lines if the interval is set to 30 minutes The default is set to 30 minutes Start of working time Here you can enter when your working day starts which will affect the calendar settings For example if you enter 09 00 AM your calendar day view will start and be highlighted in a different color from this hour End of working time Here you can enter when your working day ends which will affect the calendar settings For example if you enter 06 00 PM in this field your calendar day view will be highlighted in a different color from this hour Copyright Open Xchange Inc 2009 149
62. the subject of the requested task or wildcards the characters and into the Search field or combinations of part of subjects and wildcards you do not need to pay attention to capitalization here In your search query you can use wildcards as follows e bms or bms gt all tasks from the currently open tasks folder whose description contains the character sequence bms e m r gt all tasks from the currently open tasks folder whose subject contains the characters m and r with precisely 1 character in between as for example in the word marketing After entering your search query click on the Search icon to start the search When the search is concluded the tasks matching the search criterion are displayed in the List view search results are always displayed in the List view even if you start the search in the H Split view 5 11 1 Resetting the display after a search If you want to reset the task display after a search to display all tasks from the currently open tasks folder again click on Clear in the Search panel section This removes your previously entered search criterion from the Search field as well as the resulting filtering of the displayed tasks 104 Copyright Open Xchange Inc 2009 Chapter 6 InfoStore The InfoStore module allows you to make your own contributions available to your colleagues and to profit from the knowledge of others You can place important documents there bookmarks
63. then select the desired tag by mouse click Note that the Tags option display tags only if you had provided these before into the Settings Copyright Open Xchange Inc 2009 71 Creating appointments As a result all selected tags are entered into the Tags field If you would like to delete one or several of the tags associated with an appointment just delete the relevant entries from the Tags field Place your cursor into the field and delete the undesirable tags As an alternative click on Tags and deselect the tags you want to remove 4 Creating personal tags If you would like to reuse certain tags frequently it is advisable to create these as personal tags in the Settings so that you can access these tags more simply You can find more in formation about creating your personal tags and a description of the procedure in the chapter Settings under Section 8 6 Private Tags 4 4 5 6 Selecting the destination folder With the Folder option you specify in which folder the new appointment should be saved by default one of the following folders is selected in this field When you create new appointments from one of your personal calendar folders gt the per sonal calendar folder that was opened when you created the new appointment When you create new appointments from a public or another user s shared calendar folder for which you have been granted the right to create objects gt the public or shared calendar fo
64. to Open Xchange Server e g contacts from your personal or from public or other users shared contact folders select first the relevant contact folder and then add the desired participants as you would do for internal participants and resources If you have made a mistake selecting users or resources you can remove the contents of the Participants and Resources fields via the Delete function To do so select the user or resource to be removed and click on Delete If it would be impossible to find in a single search all users and resources that you want to add to the new appointment repeat the display and selection process for participants and resources with appropriately different search criteria until you have captured all required participants and resources 4 4 6 3 Adding external participants without address book entry To add external participants without address book entry click on Add external in the Participants panel section of the Appointment window In the External addresses window enter a name and a valid E Mail address Click on Add Repeat these steps to add further participants Click on OK to finish Result The external participants without address book entry are entered as participants 4 4 7 Adding attachments to appointments If you would like to associate relevant external documents directly with the new appointment e g text documents with driving directions spreadsheets with quotes etc you can add the
65. to see further data of an appointment you can open a window with additional informa tion as in the day view by hovering with your cursor over an appointment If you activate the option Show all my appointments from all calendars you will see not only your appointments from the previously selected calendar folder but all of your own appointments from all of your personal calendar folders as well as all calendar folders that are accessible to you i Configuring the work week view The work week view can also be configured via Settings Here you define the duration of working hours and time off as well as the temporal makeup of the working days the relevant settings apply both to the day view and the work week view 4 2 3 1 Overlapping and all day appointments The work week view can show a maximum of 2 chronologically overlapping or adjoining appoint ments Once this number is exceeded an icon is displayed next to the date to show that there are additional appointments This icon is also displayed if several all day appointments were as signed to one day Copyright Open Xchange Inc 2009 59 Calendar views and time ranges EEE eh SFT Logout Tom Green New Calendar View Time Range Flag Search Linking gna ae Y Start kg a 3 ko D w amp rm Et Calendar Day a ee Delete Tea Work Week P i y Close Folders XA Clear a Pr List Month r amp Tom Green QB A Move tal Week S E Mail E In
66. to share them with other users or user groups When a user carries out an action in a shared folder he does that on behalf of the folder s owner If a user creates an object in a public folder he acts on behalf of himself and the object will be created under his name 8 16 1 Sharing a folder You can share your folder with individual users or user groups by right clicking on it and selecting Properties In the Properties window select now the Rights tab To add a user or a user group and to give them permissions click on the Add icon in the User panel section A dialog box opens where you can select the user or a user group and add them to the existing list Select an entry from the list and click on Add Click on OK to accept your selection In the panel you can determine what type of rights you want to grant to the added user or user group Prior to that activate the desired entry and select the type of rights that the user or the user group should receive After that save your selection by clicking on the icon in the Save section 152 Copyright Open Xchange Inc 2009 Index A Access 5 Access data 115 116 Access rights 8 34 138 Account name 25 Address book 62 Administration 122 resources 2 Administrator 138 Administrator rights 139 AJAX 1 Apache 3 Append mail text 143 Application 32 Application server 2 Appointment abroad 4 Appointment series 71 Appointments 51 access 51 all day 70 a
67. top edge of the box With both methods the start or end of the appointment snaps again to the time grid line that is closest to the selected target position If the appointment that you changed via drag and drop is an appointment series you also receive a query whether you want to change the whole appointment series or only this instance of the appointment series In order to change the appointment series as a whole click on Series In order to change only the selected instance of the appointment series click on Appointment i Editing appointments If you change appointments via the Edit panel function or via double click and then save your updates this 1 triggers a new check for conflicts 2 resets the confirmations from all participants to waiting status 3 sends new confirmation dialogs to all internal participants Copyright Open Xchange Inc 2009 79 Deleting appointments as well as 4 E Mail notifications to all participants provided that you had activated this option in the Appointment window Please note that drag and drop updates of appointments do not trigger the abovementioned events After you have edited an individual instance of an appointment series it can henceforth only be edited as an individual appointment but not as an appointment series anymore The individually edited instances of the appointment series are also deleted only when you delete an appointment series provided that you decide to do so in
68. underlying operating system core For external access Open Xchange Server supports SSL encryption the standard for banks that ensures worldwide safe access to company internal data from any PC 2 Working with the Groupware 2 1 2 2 2 3 2 4 For increasing and cementing user acceptance it is absolutely necessary that users work as effi ciently and completely as possible with the groupware Only if all available modules are used efficiently in accordance with operational requirements a solution like this really pays off Sticky notes secondary applications external address books telephone CD fax directories and mobile phone address books or wall calendars should become history Every instance of data duplication not only represents unnecessary time expense but it also undermines the concept of a compre hensive groupware solution with central data storage Think of yourselves as a team and do so with all your might Keep the Overview It is crucial that your users always keep the overview and are able to decide how the pieces of the daily information flood are to be prioritized The start page provides each user with a first overview by grouping all relevant information for the day Using the tools for real Right after logging in the user can see on the start page whether new E Mail messages have ar rived whether tasks or appointments need to be tended to or whether new documents are available Thus every user quickly ge
69. while composing an E Mail the last saved draft remains on the system You can activate or deactivate this function and define the intervals for the auto save function Information can be found in Auto save E Mail draft 2 11 9 HTML Editor for E Mail messages You can format your text using the tool bar underneath the subject The tool bar will only be visible if the option for formatting E Mails as HTML is activated in the E Mail options Please refer to Format message as Several icons and list boxes are available to you then 2 11 9 1 Delete text To delete your entered text and create a new one click on the sheet symbol New document Your entries will be reset and you can newly create the E Mail 2 11 9 2 Font This drop down list lets you manually set the font within an E Mail 2 11 9 3 Size You can define the font size of a text section using the drop down list in the editor You can choose from font sizes ranging from 1 to 7 for the preinstalled fonts 1 is the smallest and 7 is the largest font size 2 11 9 4 Formatting B Bold You can use this button to mark individual text sections in your E Mail in bold F Italics You can use this button to mark individual text sections in your E Mail in italics U Underline You can use this button to underline individual text sections in your E Mail ape Crossed out You can use this button to cross out individual text sections in your E Mail 20 Copyright Open Xchange Inc 2009
70. working in a different InfoStore folder you need delete rights for the objects of the source folder and the right to create objects for the destination folder If these rights have not been granted to you you cannot change the folder of the InfoStore object being edited 6 6 Deleting InfoStore objects In order to delete InfoStore objects from your personal InfoStore folders or from public or other users shared InfoStore folders provided you have relevant access rights select the InfoStore objects to be deleted in the List view and hold down the Ctrl key for non contiguous multi selection or the Shift key for contiguous multi selection After you have selected all InfoStore objects to be deleted click on Delete in the Infoltem panel section You will be prompted to confirm that you really want to delete these objects If you confirm this query with OK all selected objects are irretrievably deleted including all data and any attachments if there are any In the List or H Split view you can also delete the selected entries with the Del key or via the context menu 108 O Copyright Open Xchange Inc 2009 Printing Infoltems 47 Deleting Infoltems If you want to delete Infoltems from public or other users shared InfoStore folders you need delete rights for these folders If you have not been granted delete rights the Delete function in the panel is deactivated and you cannot delete any Infoltems from this InfoStore fo
71. 1 28 2008 A A A o E DDN DD DIU ID O Figure 4 4 Public calendar folders y Opening folders via the folder tree Since the folder tree always displays all personal folders and accessible shared folders of other users you can quickly navigate from any folder or module of Open Xchange Server to another folder O Copyright Open Xchange Inc 2009 53 Appointment Types and Access Simply click on the desired folder in the folder tree This activates the appropriate module for the selected folder Email Calendar Contacts Tasks or InfoStore and displays the content of the selected folder 4 1 3 Shared appointments In addition to public calendar folders all users can share their personal calendar folders with specific other users or user groups In order to access other users shared appointments expand the entry Shared Folders in the folder tree as well as the entry for the user whose calendar folder you would like to open After ward click on one of the calendar folders this user has shared with you Similar to accessing public calendar folders the Calendar module opens and displays the content of the selected calendar folder ne a QA Logout Tom Green New Calendar View Time Range Flag Search Linking X gt T E IRs A Edi Calendar Day h y Start 9m BS Dg 2 3 Ls Delete Team Work Week p y Close Folders Clear LOS a Prin List Month 30 to TE Specialappointments Move Detail Week El El Contacts
72. 18 m sabas kaymbo com 4 IOTMOODAR N lt xZ lt CANDO VOZENAC 2 Open Xchange Server allows you to administer individual contacts as well as collections of contacts via distribution lists The latter is helpful for example if you would like to send some information via E Mail to all staff members of a department instead of sending this E Mail to many individual contacts you address your message only to the relevant distribution list This ensures that all of the appropriate contacts receive your communication Since a distribution list is simply a special type of contact all of the following remarks apply equally to individual contacts as well as distribution lists unless specifically stated otherwise You can find further in formation about the usage of distribution lists under Section 3 13 Combining contacts in distri bution lists in this chapter 3 1 1 Personal contacts Your personal contacts comprise all of your business partners customers vendors etc as well as your private contacts such as friends and acquaintances When you open the Contacts module via the Contacts icon in the module toolbar you will always see your personal contacts individual contacts as well as distribution lists from the Contacts O Copyright Open Xchange Inc 2009 Contact types and access folder Alternatively you can also open the Contacts folder directly via the folder tree by clicking on this folder in the fol
73. 2 Calendar Start Page E Contacts Sl Tasks A Calendar y 9 EMail x Public folders Next Week No Items available ENT Shared folders 05 200 08 30 AM Monthly Sales Meeting E Infostore Later 1 02 08 30AM Monthly Sales Meeting 2 14 200 General Participants Attachments Links Others ka Monthly Sales Meeting a FR Chicago Office a EEE ABE 20DR Begins at 01 02 2009 08 30 AM ae wT Ess Ends at 01 02 2009 02 00 PM 44 27 26 29 30 1 2 y InfoStor Isks g rs Created by Tom Green 45 3 4 5 6 7 8 9 My Infostore No Items available 45 10 11 12 13 14 15 16 47 17 18 19 20 21 223 OXEE Tech Agenda Sales figures last month 48 24 25 26 27 28 29 30 Trade SN omohioniactione last month Driving dired Forecasts and or planned actions Today Document ft RA ear en A AX A e ee Oe EA OR OO PP Figure 1 7 Hover in a module pane A hover displays details on the entry the mouse pointer hovers over How to use a hover To display a hover position the mouse pointer over an entry in the content area After a short delay the hover is displayed As long as the mouse pointer remains on the entry or within the hover the hover is displayed With the tabs in the upper part of the hover you can display different information To close the hover move the mouse pointer outside the hover Copyright Open Xchange Inc 2009 11 Mini calendar 1 7 1 8 1 9 Further information on hover contents can be
74. 3 Bank standards 3 Bars 60 BCC 19 Beamer 2 Blind Carbon Copy 19 Bookmarks 105 Browser 2 115 Browser usage 2 C Calendar 51 address book 62 appointments 51 arrow 60 Hover 68 mini calendar 66 settings default view 150 view 149 tab appointment 65 attachments 65 participants 65 resources 65 team view day 63 work week 63 team views 62 view 55 active 67 adjacent appointments 57 all day appointments 59 appointment series 57 browse 56 choose time range 56 day 56 default view 67 details 65 individual appointments 57 list 55 maximum number 60 month 60 overlapping appointments 57 59 sort 56 team 62 week 61 work week 59 Calendar month 60 Carbon Copy 19 Cards 31 Categories 136 CC 19 Changing module 33 Changing password 121 Changing personal data 121 Character set 4 Client 2 Close session 5 Comment 107 Communication 1 Communication structures 1 Configuration administration 122 change password 121 group management 122 managing resources 123 user data 121 Confirmation window 150 Contacts 27 access 27 address book 28 attachments add 38 InfoStore 33 open 32 remove 38 save 32 automatic field 36 business addresses 27 card view 151 company logo 37 copy 43 create 34 enter data 36 from an E Mail address 35 from other modules 35 from vCard attachment 35 in Contacts module 34 delete 39 destination folder 35 displaye
75. 38 new subfolder 137 permission management 138 properties 138 rename 138 send as link 137 share 152 general 128 confirming new appointments 150 currency format 136 data format 136 language selection 136 option dialog 135 quick settings 135 Refresh interval 135 saving configuration 135 time zone 136 visual effects 135 InfoStore 151 default view 151 language and region date format 136 time format 136 OX portal views 141 Spam E Mail view 142 start page 141 layout 141 tags 136 create 136 delete 137 tasks 151 default view 151 reminder interval 151 task notification 151 settings general hover 136 Shared folders 151 Sharing information 105 shortcut keys 9 Signatures 22 144 Smiley 144 Source folder 108 Special characters 116 Spreadsheet 32 Spreadsheets 74 SSL encryption 3 Start page 3 5 6 7 141 Start symbol Home 7 Storage capacity 74 98 Subfolder 137 Symbol E Mail 9 InfoStore 107 logout 5 start 5 System requirements 2 additional requirements 2 Browser requirements 2 screen resolution 2 T Tags 136 Tasks 87 access 87 attachments add 98 InfoStore 91 open 91 remove 98 save 91 storage capacity 98 create 92 costs 90 details 97 discard entries 98 enter data 93 from other modules 93 in tasks module 93 participants 97 saving entries 98 default view 151 delete 100 due date 93 duplicate 102 edit 99 change confirmation 9
76. 88 GB Show all my appointments from all calendars Figure 4 11 Appointments in the Calendar view month range If you activate the option Show all my appointments from all calendars you will see not only your appointments from the previously selected calendar folder but all of your own appointments from all of your personal calendar folders as well as all calendar folders that are accessible to you 4 2 4 1 Viewing appointments from other months If you would like to see the appointments from the preceding or following month without leaving the Month time range click on one of the navigation arrows in the date area 4 2 5 Calendar view week range The Calendar view set to the Week time range shows the appointments from the currently open calendar folder in a weekly display If the display shows the current calendar week the current week day today is highlighted with white Colored bars mark the appointment display type all day appointments again only the all day appointment first created for the day are shown right below the date and appointment series private appointments or appointments with several participants are displayed with suitable icons If flags are assigned they are also displayed The boxes show start end and description of the appointments In order to see other data of an appointment you can pull up a window with additional information If more appointments were entered for one day than can be sh
77. 9 context menu 99 double click 99 panel function 99 progress 99 status 99 enter data 93 error message 93 external participants 97 flags mark 103 modify 103 remove 104 folder 96 importance 94 internal participants 97 move 101 drag amp drop 102 panel function 101 participants add 97 external 97 Copyright Open Xchange Inc 2009 159 internal 97 notify 98 particpants notify 96 plausibility 93 print 100 individual 100 list 101 select 101 sort 101 priority 94 progress 94 reminder 96 saving entries 98 search 104 settings 151 start 93 status 94 tab attachments 91 overview 91 participants 91 tags associate 95 types 87 individual 87 personal 87 private 94 public 88 shared 89 task series 87 94 view 89 h split 90 list 90 tasks hover 92 Team 150 Team options 150 Team view 62 Team work 1 Text documents 74 Theme 135 Time format 136 Time zone 136 Time zones 4 Title 107 Title bar 6 Tools 3 Trash 26 137 Travel expenses 97 U Upper and lower case 5 URL 107 115 116 Usability 5 User acceptance 3 User data 121 changing password 121 changing personal data 121 configuration 121 User groups 151 User management 3 Username 5 115 116 UTF 8 4 116 UWA Modules 141 V Vacation notice 149 Vcard 143 Version control 1 Version history 115 W Web frontend 4 Web server 3 WebDAV 105 115 brows
78. Composing new E Mails Align Left You can use this button to align individual text sections against the left margin Center You can use this button to center individual text sections Align Right You can use this button to align individual text sections against the right margin il Justify Full You can use this button to justify individual text sections il gt Select text color You can use this button to change the color of the font in sections of text First mark the section of text you want in a different color and then press this button Then choose one of the colors offered by the color chart that opens up The hexadecimal number is a typical six figure hexadecimal number By manually editing the source text you can choose from an even wider range of text colors vw sELECT Background color You can use this button to change the background color for sections of text First mark the section of text you want in a different color and then press this button Then choose one of the colors offered by the color chart that opens up The hexadecimal number is a typical six figure hexadecimal number By manually editing the source text you can choose from an even wider range of background colors Cut With this icon you can cut previously marked text and copy it to the clipboard Ba Copy With this icon you can copy previously marked text a Paste With this icon you can paste text from the clipboard Unordered List You can use t
79. D Public ep ry lt S View Sort By gt Group By Stack By Refresh Paste Paste Shortcut Add a Network Location Properties Folders A z DOKU Workgroup WORKGROUP Doku p or Intel R Core TM 2 CPU T7200 2 00GHz Memory 1 00 GB Figure 7 2 Adding a network location 7 3 3 Step 3 Select network location In the dialog window Add network location click on Next Select Choose a custom network location Click on Next In the dialog window Add network path enter following address http lt address gt servlet webdav infostore whereas lt address gt has to be replaced by the Open Xchange Server s IP address or URL 7 3 4 Step 4 Credentials In the next dialog window enter your username and password Use your login data for the Open Xchange Server 7 3 5 Step 5 Finish In the next dialog window you can assign a name to the resource or keep the suggested name In the next dialog window click on Finish The setting is then completed 7 3 6 Access the infostore In the Windows Explorer open Computer The InfoStore can be found under the name assigned in step 5 Copyright Open Xchange Inc 2009 Accessing the Document Server under Windows Vista A Delete If you delete an entry in Windows Explorer the whole document is deleted i e all versions of this document are lost E i Explorer Due to the Explorer functionality only the current version of a document is displayed The version
80. Folder management serves as the company s folder system that allows you to create new entries in the calendar contacts tasks documents bookmarks and other informative entries Individual elements are organized in a directory structure to allow for a better overview To switch to one of the displayed folders click on it with your left mouse button Further details about folder management are provided in Chapter 8 Settings Copyright Open Xchange Inc 2009 Chapter 2 E Mails Click on the E Mail icon in the navigation bar to open the E Mail administration web interface of Open Xchange Server There you can comfortably handle all your E Mail correspondence using your web browser Alternatively you can also open the E Mail module directly by clicking on any E Mail folder in the folder tree When having set up additional E Mail accounts each account gets an E Mail folder in the folder tree Information on how to set up additional E Mail accounts can be found in Section 8 11 3 Additional E Mail accounts In the E Mail module you can read E Mails write new E Mails or manage your existing E Mail messages x DY Tom Green New E Mail View Attachment Flag Search A 3 key D bp amp Ea Reply Delete HSplit op ik a 7 9 Replyall 2 Print V Split as r 3 Folder la Clear Green ES Forward Markas List ve in InfoStore ge 28 more DL Copy Ea Move w E Y E Mail F amp Inbox 5s ET P
81. If you want to delete tasks from public or other users shared tasks folders you need delete rights for the objects of these folders If you have not been granted delete rights the Delete function in the panel is deactivated and you cannot delete any tasks from this tasks folder Each participant of a task can delete this task In this case the task is also deleted for all other participants This is true even if the participant does not have any folder permissions for the folder of this task 5 7 Printing tasks In order to print the data of individual tasks or task list views in your personal tasks folders public or other users shared tasks folders you can use one of the methods described below 5 7 1 Printing individual tasks When you print individual tasks all fields of the task containing data are printed regardless of the tabs overview participants in which these fields are managed Empty fields are not printed out In order to print individual tasks with their data display the desired task in the Detail view and then click on Print in the Task panel section Open Xchange Server opens a new print optimized window showing the printable data of the selected task At the same time the Print window opens where you can select the desired output device for printing 100 Copyright Open Xchange Inc 2009 Moving tasks Once you have confirmed your printer selection in the Print window and via OK the data of the
82. List or the H Split view for a multi selection hold either the Ctrl key or the Shift key 110 Copyright Open Xchange Inc 2009 Locking InfoStore objects After you have selected all Infoltems to be moved click on Move in the Infoltem panel section The function displays a select list where you can now select the desired destination folder Please note during your selection that Infoltems can only be moved into InfoStore folders and that you need the right to create objects for public or other users shared InfoStore folders in order to be able to move Infoltems there When you have selected the desired target folder all selected Infoltems are moved into this In foStore folder 6 8 2 Moving Infoltems via drag and drop As an alternative to the approach described above you can also move Infoltems via drag and drop For this select the Infoltem s to be moved hold the mouse button and drag them in the folder tree to the desired destination folder and release the mouse button there When you release the mouse button and thus select the desired target folder all selected Infoltems are moved into this InfoStore folder E Moving InfoStore objects If you would like to move InfoStore objects from your personal InfoStore folders into public or other users shared InfoStore folders you need the right to create objects for the desti nation folder If you want to move InfoStore objects from or between public or other users sh
83. OX keepintouch OPeN XCHaNGe OPEN XCHANGE SERVER User Guide Copyright Open Xchange Inc 2009 OPEN XCHANGE SERVER User Guide Published Tuesday 14 July 2009 v 6 10 rev 1 Copyright 2006 2009 OPEN XCHANGE Inc This document is the intellectual property of Open Xchange Inc The document may be copied in whole or in part provided that each copy contains this copyright notice The information contained in this book was compiled with the utmost care Never theless erroneous statements cannot be excluded altogether Open Xchange Inc the authors and the translators are not liable for possible errors and their consequences The names of software and hardware used in this book may be registered trademarks they are used without warranty of free us ability Open Xchange Inc generally follows the spelling conventions of the manufacturers The repro duction of brand names trade names logos etc in this book even without special marking does not justify the assumption that such names can be considered free for the purposes of trademark and brand name regulations 2 Copyright Open Xchange Inc 2009 Table of Contents Preface vii 1 Benefits of Groupware Solutions 2 Working with the Groupware 3 Now we re ready to go 1 The Open Xchange Server Start Page 1 1 Loggin
84. ab shows all available attachments associated with the selected contact The tabular display of the attachments shows the filenames of the associated documents their mime type as well as the file size in KB 3 2 3 3 Opening or saving attachments from Contacts You can open an attachment of the displayed contact or save it to a file via the functions Open or Save as under the Attachments panel section Select the desired attachment from the list and then click on the appropriate function in the Panel The following figure shows a relevant example AAA E Seg Jet Tom Green New Contacts View Attachment Flag Linking o x E a 3 7 rmn Q a Edit E Duplicate Cards g Open k z Start EEE Delete Es Move Phone list y Save as r Clos 2 as J E Mail a an Print Sg Copy Detail H Save in InfoStore a H Inbox r E FA Calendar E El Contacts Scott James W Family and Friends Overview Attachments 3 g Links 1 E Motorcycle club E Red Cross local chapte El Y Tasks P Public folders Ty Shared folders File name Driving directions doc Sales July xls Sales strategy pdf Mime type Size applicationimsword applicationvnd ms excel Opening Driving directions doc You have chosen to open Last modified 02 12 2007 02 12 2007 02 12 2007 Infostore v lt amp Driving directions doc which is a WordPad Document from http prototyp open xchange com What should Fir
85. ain number of chronologically overlapping appointments Once this number is exceeded an additional icon is displayed in the date bar as shown in the following figure If you would also like to display the other appointments for this day click on this icon This takes you to the List view with time range set to Day which shows all appointments for this day Copyright Open Xchange Inc 2009 57 Calendar views and time ranges O eS A 404032 Tom Green New Calendar View Time Range Flag Search Linking Edit a bs Aa a kol B frit Q i ce sor ay a a y Start elete ose Folders G SO Derete Te w is F Clear D E 3 TOM GI all gt Print List Mont r a a een A move Detall Wee y da Cancel B A E Mail v E amp Inbox et ET Private folders Calendar ME Calendar TR Birthdays 4 Tuesday 09 11 2007 o M2 Holidays T7 SpecialAppointments Customer presentation Technical Sales Training Management Update A E amp Contacts 3 r El E Tasks P Public folders je Mary Ann Bill El Ty Shared folders all Dan Connor vil q __ __ _ _n __ 4 September gt 4 2007 MOE ib SS Lunch with Customer 35 27 28 29 30 N 1 2 3 3 4 5 6 7 8 9 37 10 ME 12 13 14 15 16 02 PM 38 17 18 19 20 2 22 23 39 24 25 26 27 28 29 30 03 PM PE y InfoBox 05 PM No unread E Mail E Mail 24 39 9 77 MB 06 PM File 0 17 4 88 GB v V Show all
86. alendar folders provided you have relevant access rights you need to display the relevant appointments in the List view first If you want to remove a flag from an individual appointment you can also do so in the Calendar view or in the detail view of this appointment Then select the appointments whose flags you wish to remove for a multi selection hold once again either the Ctrl key or the Shift key and click in the Flag panel section on the flag with the red cross Please note that you need modify rights for the objects of these folders for removing flags from appointments in public or other users shared calendar folders i Assigning changing or deleting flags If you want to mark appointments from public or other users shared calendar folders with flags or wish to change the flags from already marked appointments in these folders you need modify rights for the objects of these folders If these rights have not been granted to you the Flag panel section is deactivated and you cannot mark appointments from these folders with flag or change existing flags 4 11 Searching for appointments You search for specific appointments using the Search function from the panel section with the same name The search is always performed in the currently open calendar folder for all characters that you enter as search criterion specifically the system searches the Description field of all appointments managed in this calendar folder In order to
87. am members is available under Section 8 12 2 Team options in the Settings chapter of this user s handbook Once you have set up at least one team you can select the users whose appointments you want to see via the Choose Team in the Team member panel section This function opens a selection list for the selection of the desired team Once you have selected a team from the list the list closes and all appointments of all members of this team are displayed for the currently set period The display of the appointments corre sponds to the appointment display for manually selected users If you also want to see the appointments of other users you can add those users via the Add function to the display Please note that choosing another team will overwrite the list of currently selected users 4 2 7 5 Changing the time range in the appointment view If you want to change the displayed time range e g from Day to Work week click on the relevant function in the Time range panel section The list of users selected for appointment display is preserved throughout a time range change regardless of how you had previously se lected the users 64 Copyright Open Xchange Inc 2009 Calendar views and time ranges 4 2 7 6 Removing users from the appointment display In order to remove a selected user from the appointment display select the user you wish to delete in the Team member column and then click on Remove in the Team mem
88. an be controled via the browser settings If you save an attachment a copy of this file is downloaded from the server to your local hard drive or whatever other disk drive you specify as the download destination 5 2 2 7 Saving attachments from tasks into InfoStore Saving an attachment into InfoStore generates a new object which is managed via Open Xchange Server This method has the advantage of giving you and other users access to this Info Item via the InfoStore module You can find more information about InfoStore and Info Items in the n foStore chapter Copyright Open Xchange Inc 2009 91 Tasks hover 5 3 5 4 In order to store an attachment from a task in one of a personal or public InfoStore folder or another user s shared InfoStore folder provided you have the right to create objects select the desired attachment from the list and then click on the Save in InfoStore function in the Attach ment section of the panel This opens the New Info Item window where you can enter a description as well as further data such as for instance an Internet address or notes for the newly created Info Item and select the destination folder When you have entered all the data click on the Save icon in the Save panel section to store the Info Item in the selected folder A Saving attachments as Items in InfoStore In order to be able to save attachments from tasks into InfoStore you must have enough free storage capacity
89. and reference material to support your work If you want to share information with others and have relevant permissions you can simply share the folder with the documents which you want to make available to others If your colleagues from the sales department are often on the road visiting customers you could for instance place new travel guidelines or airport security regulations in the InfoStore and share them with the sales staff SMO L Logout_ JA Tom Green New Infoltern Views Send Flag Search Linking mm i L A9 ro Q f A B Edit a Move HSplit As attachment g a J Start E Delete Lock List 8 As link p y y Close Folders i amp Clear a viccen a gt Print u r BC E E Mail az r Cance amp Inbox ad ad E YE Calendar Infostore Userstore Tom Green X E Contacts Title a Size Created on Created by Version Last modified Flag 5 Tasks L Customer List D bytes 02 13 2007 Tom Green 02 13 2007 08 53 P 4 Public folders E O Document for budget planning 20 KB 02 26 2007 Tom Green 1 02 26 2007 11 34 P Shared folders E 0 Driving directions to Boston 10 5 KB 02 12 2007 Tom Green 2 02 27 2007 02 50 P E Infostore B O OX EE Tech fact sheet english 45475KB 08 23 2007 Tom Green 4 08 23 2007 04 34 P 5 T Userstore Sales Presentation O bytes 02 13 2007 Tom Green 02 13 2007 08 51 P amp Tom Green B O Standard Agenda for Sales Meetings 6 59 KB 02 16 2007 Tom Green 1 02 16 2007 12 30 P BL Public infostore
90. and type in the tag name If you are happy with your entry click on OK The name you have entered is accepted and the pop up window will close The new tag will be added and displayed in the Available Tags window Save the new tag by clicking on the Save button in the panel 136 Copyright Open Xchange Inc 2009 Folder Management 8 6 2 Removing a tag To remove a tag select it from the Available Tags list and click on Remove in the Tags panel section 8 7 Folder Management Open Xchange Server provides you with a wide range of options for folder management Right click on a folder to see the options With a right click a context menu opens with the following options New subfolder E Mail Calendar Tasks Contacts InfoStore Subscribe folder Send as link Delete Rename Cut Paste Empty folder Properties Depending on the selected folder some options can be missing or be disabled 8 7 1 New Subfolder You can create as many subfolders as you want in your personal folders If you have the access rights you can also create new subfolders in parent folders as well as in Public Folders and in shared folders To create a new subfolder right click on the folder in which you would like to create a new folder and select New Subfolder A submenu opens Click on the folder type you want to create A new folder is created in the folder tree Enter a name for the new folder The new folder gets the permissions
91. anning these appointments over and over again In order to create an appointment series click on the Series option This opens the New appoint ment series window where you can adjust the settings for the new appointment series The following figure shows a typical example of an appointment series the parameters were set as follows The appointment should take place once a week on Mondays the date of the first meeting is set to be the start date of the appointment series Since this appointment series is to last throughout the first quarter of the current calendar year the last calendar date of the first quarter is set to be the end date 2 ES SEA Aeate new series Recurrence Type Oonce Obaily weekly Omonthly Ovearly Recurrence Settings Appolntinent Week s on Cl Tuesday Wednesday Cl Thursday Cl Saturday O Sunday Series Duration Start date 08 28 2007 Ends never O after 2 appointments O on 08 28 2007 ke OK Cancel A AAA Oe ON A A AAA ENT CS Figure 4 14 Appointment series example You can create a serial appointment for a contact s birthday Information can be found in Sec tion 3 4 5 2 Personal data tags and folders 4 4 5 5 Associating tags You can associate one or several tags with the new appointment in order to categorize it To do this you manually write the desired tags into the Tags field individual tags must be separated by commas or click on the option Tags and
92. annot add any further attachments to contacts The InfoBox on the Start page of Open Xchange Server provides information about your currently available storage space In order to add attachments to new contacts you first activate the Attachments tab and then click on Add attachment under the Attachments panel section This function opens the Select Attachments window where you can select the file s to be attached Select one or more files via Browse and use the Add option to add them to the list of attachments When you confirm your file selection with OK the Select Attachments window closes and the attachment s are added to the contact 39 Adding attachments to contacts Every attachment that you associate with a contact is exclusively connected with this contact If you add a file to several contacts as an attachment each of these contacts receives its own copy of this file as an attachment 3 4 6 1 Removing attachments from a contact If you had selected documents and added them as attachments to the new contact by mistake you can delete them again Select the file s you want to delete from the contact in the attachments table If you want to select several files hold down the Ctrl key for non adjacent multi selections or the Shift key 38 Copyright Open Xchange Inc 2009 Editing contacts for adjacent multi selections Then click on Delete in the Attachments panel section to delete all previously selected attac
93. ans for you 6 11 1 Marking InfoStore objects with flags If you would like to mark InfoStore objects from your personal InfoStore folder or from public or other users shared InfoStore folders provided you have relevant access rights with a flag you need to display the relevant InfoStore objects in the List or the H Split view first Then select the InfoStore objects to be marked for a multi selection hold either the Ctrl key or the Shift key and click in the Flag panel section on the flag that you would like to assign to these InfoStore objects Please note that you need modify rights for marking InfoStore objects from public or other users shared InfoStore folders 6 11 2 Changing removing flags of InfoStore objects If you would like to associate a flag with an InfoStore object that is already marked with a different flag proceed as described in the section Section 6 11 1 Marking InfoStore objects with flags above If you would like to remove InfoStore object flags from your personal InfoStore folders or from public or other users shared InfoStore folders provided you have relevant access rights you need to display the relevant InfoStore objects in the List or the H Split view first Then select the InfoStore objects whose flags you want to remove for a multi selection hold either the Ctrl key or the Shift key and click in the Flag panel section on the cross Please note that you need modify rights for removing flags fro
94. ant task in the List or the H Split view first If you would like to remove the flag of only one individ ual task you can also do this in the Detail view of this task Then select the tasks whose flags you wish to remove for a multi selection hold once again either the Ctrl key or the Shift key and click in the Flag panel section on the flag with the red cross Please note that you need modify rights for removing flags from tasks in public or other users shared tasks folders i Assigning changing or deleting flags If you want to mark tasks from public or other users shared tasks folders with flags or wish to change the flags from already marked tasks in these folders you need modify rights for the objects of these folders If these rights have not been granted to you the Flag section is deactivated in the panel and you can neither mark tasks from these folders with flags nor change existing flags 5 11 Searching for tasks You search for specific tasks using the Search function from the panel section with the same name The search is always performed in the currently open tasks folder for all characters that you enter as search criteria specifically the system searches the Subject field of all tasks managed in this tasks folder In order to search for tasks in the List or the H Split views you first open in one of these two views the personal public or another user s shared tasks folder that you would like to browse Then enter
95. appens in the next step In the next step you add the desired contacts If you would like to add all contacts displayed in the selection window to the distribution list click on Add all Copyright Open Xchange Inc 2009 47 Creating distribution lists If you want to add only some of the displayed contacts to the distribution list select the contacts to be added in the selection window for a multi selection hold the Ctrl key or Shift key and then click on Add selected This adds the E Mail addresses of the selected contacts into the Contacts field If you have made a mistake in selecting the contacts you can clear the Contacts field with the Clear function Please note that the Clear function removes all selected contacts from the field If you want to remove only individual contacts from the selection click into the field of the already selected contacts and remove the undesirable entries If it is not possible to select all contacts you want to add to your new distribution list with only one search perform successive searches with appropriately different search criteria until you have included all desired contacts into your distribution list You end the process of finding internal contacts and adding the selected contacts of the distri bution list by clicking on OK in the Address book window If you would like to discard your se lection click on Cancel After you confirm your choice with OK the distribution list tabl
96. appropriate files as attachments to the appointment Please note that in order to be able to add attachments to appointments you must have enough free storage capacity on the server If the storage space assigned to you is used up you cannot add any further attachments to appointments The InfoBox on the Start page of Open Xchange Server provides information about your currently available storage space 74 O Copyright Open Xchange Inc 2009 Creating appointments In order to add attachments to new appointments you first activate the Attachments tab and then click on Add attachment under the Attachments panel section This function opens the Select Attachments window where you can select the file s to be attached Select one or more files via Browse and use the Add option to add them to the list of attachments When you confirm your file selection with OK and Save the window Select attachments is closed and the attachments are added to the appointment i Adding attachments to appointments Every attachment that you associate with a specific appointment is exclusively associated with this appointment If you add a file as an attachment to several appointments a unique copy of this file is attached to each of these appointments 4 4 7 1 Removing attachments from appointments If you added attachments to the new appointment by mistake you can delete them again For this select the file s you wish to delete from the appointment
97. ar E FE Calendar ma 4 08 2007 M Birthdays cw Monday Tuesday Wednesday Thursday Friday Sat Sun TA Holidays 30 31 1 2 3 4 TA SpecialAppointments 31 07 00 PM Briefing 2 for Tre 10 30 AM Customer call_ 06 30 AM Monthly Sales N 7 02 00 PM Product Manage E Contacts y 5 General Participants Attachments Links Others E Tasks a Public folders E a J 72 Briefing 2 for Trade Fair a r __ Go Frankfurt Office Room 207 5 Shared folders 32 08 00 AM Team meeting 02 00 Sol Drian Connor e 07 00 PM Business Diner 06 00 Begins at 08 01 2007 02 00 PM 7 Ends at 08 01 2007 04 00 PM DD AMFiea market 4 August 4 2007 13 14 1 Created by Tom Green 18 M TWTF S S 33 11 00 AM Conference Da Business travel 04 30 Pees M 3 as a AAA 19 32 6 7 8 9 10 11 14 33 13 14 15 16 17 18 19 20 21 22 23 24 25 34 20 21 22 23 24 25 26 4 i 3 a _ ar a 34 Home office Todd Morrison s Birthday 09 30 AM Kick off meeting 09 30 AM Review new de 09 00 AM Review new de 10 30 AM Car service Eaa 2 2o on 02 30 PM Phone call 11 30 AM Lunch break 12 30 PM Preparation OX6 26 mics 03 30 PM Phone Call Proje lL Today j 27 28 23 30 31 1 InfoBox 35 12 00 PM OX6 Presentatio 09 00 AM Meeting with Tir 10 45 AM Dentist 03 30 AMPr duct Demo Laptop installation No unread E Mail 09 30 AM Workstation Roll 12 00 PM Lu ch with Timo 03 30 PM Management Upi 5 G 24 39 9 77 MB File 0 17 4
98. ared InfoStore folders you need delete rights for the objects of the source folder and the right to create objects for the destination folder If you do not have these rights the Move panel function and the drag and drop method are deactivated Thus you cannot move any InfoStore objects from this folder Furthermore when you are moving InfoStore objects via the Move panel function you can choose only InfoStore folders as destination folders in the select list If you don t have the right to create objects in the destination folder you will get an error message When you move InfoStore objects via drag and drop you can select with the mouse only those InfoStore folders as destination folders for which you have been granted rights to create objects Next to the cursor you will see an icon showing whether or not you have the requisite rights A crossed out circle means that you cannot move anything into this folder 6 9 Locking InfoStore objects When editing items you may want to lock those items for other users While locked items are visible and attached files can be downloaded the items can not be edited The lock indicates that the item is being edited and probably not up to date When having reworked the file you should unlock the item again In order to lock an object activate it and select the Lock option The locked object will now appear with a padlock icon If desired you can naturally remove the lock again via the relevant pan
99. be recognized by the ending ics Open the E Mail module Display the E Mail in the H Split or V Split view In the lower part of the overview window right click on the ics file Choose Import iCal from the context menu The dialog window for editing the appointment data opens 4 4 5 Entering data for a new appointment Regardless of how and from which module you have initiated the appointment creation the window Appointment opens with the Appointment tab activated Now you can enter the relevant data for a new appointment via the appropriate fields When you create a new appointment make sure to fill in the Last Description field because this field is a required field and must always contain a value If you forget to fill in the Description field you cannot save the new appointment Instead you receive an error message and the Description field is displayed with red borders 4 4 5 1 Start and end of the appointment You can enter the start and end of the new appointment either by hand filling the appropriate fields or set the dates using the calendar icons or the select lists next to the fields i Time specifications for new appointments When you enter data they are checked for plausibility to make sure that the end of appoint ments is set to occur after their start If you have mistakenly set the end of a new appointment to occur before its start you will receive a relevant error message and cannot save this ap pointment until y
100. be notified about this appointment via a confirmation dialog that you will see upon login or upon automatic or manual refresh 4 5 1 Answering confirmation dialogs You can respond to confirmation dialogs in several ways as described below if desired you can add remarks to your responses e Accept gt confirms your participation in this appointment sets your participation status to accepted and closes the window Decline gt declines your participation in this appointment sets your participation status to declined and closes the window Tentative gt tentatively confirms your participation in this appointment sets your participation status to temporary and closes the window Later gt closes the window without responding This means that your participation status for this appointment remains set to waiting until you either accept or decline this appointment Until the appointment expires you will repeatedly receive confirmation dialogs for this as yet unconfirmed appointment A Automatic display refresh It is recommended that you activate automatic display refresh via Settings because you otherwise run the risk of being informed too late about short term appointments More information about automatic display refresh is available in the Settings chapter of this user s guide If you accept the invitation for this appointment accept it tentatively or decline this appointment will be displayed in your personal calendar f
101. ber panel section y Team views Since team views cut across folders the currently selected team view is preserved when you change folders in the folder tree 4 2 8 Detail view The Detail view shows three tabs with all data participants and resources as well as attachments of an appointment that was previously selected in the List or Calendar view 4 2 8 1 Appointment tab The Appointment tab contains information about location duration participants and resources as well as the appointment display type reserved absent on business free etc and it shows whether the appointment is an individual appointment or an appointment series Furthermore you will see the associated calendar folder annotations and assigned tags provided the relevant data has been entered If a reminder was added to the appointment this is also displayed in this tab 4 2 8 2 Participants tab The Participants tab lists all persons who are taking part in the appointment all reserved re sources resources are physical supplies and devices conference rooms vehicles presentation media etc as well as specific participants who are crucial for conducting a meeting The information in the Status column allows you to see immediately which persons have already confirmed their participation in the appointment who has accepted tentatively who has refused and from whom a relevant response is still required If the invited participants have added a comm
102. box Private folders Calendar X 572 Calendar CW372007 TR Birthdays Monday 09 10 2007 Tuesday 09 11 2007 Wednesday 09 12 2007 Thursday 09 13 2007 Friday 09 14 2007 M2 Holidays FE SpecialAppointments 08 AM Customer Technical A El El Contacts presentation Sales E Tasks 09 AM ar Training E Public folders Shared folder 10 AM Es Dion Connor M 11 AM Customer Presentation 4 September gt 4 2007 42 PM MoT WoT fF sis Lunch with 35 27 28 29 30 31 1 2 01 PM Customer 3 3 4 5 6 7 8 9 37 10 11 12 A3 14 15 16 02 PM 38 17 18 19 20 2 22 23 39 24 25 26 27 28 29 30 03 PM Today 04 PM InfoBox pu 05 PM No unread E Mail EJ 24 39 9 77 MB 06 PM File 0 17 4 88 GB v Show all my appointments from all calendars Figure 4 10 Overlapping or adjoining appointments If you would also like to display the other appointments for this day click on this icon This takes you to the List view with time range set to Work week which shows all appointments for this work week 4 2 3 2 Viewing appointments from other work weeks If you would like to see the appointments from the preceding or following work week without leaving the Work week time range click on one of the navigation arrows in the date area 4 2 4 Calendar view month range The Calendar view set to the Month time range shows the appointments from the currently open calendar folder in a monthly display The weekdays of the selecte
103. but not at the object level Let s assume you want to grant a user read and edit rights for one object within a folder but leave all the other objects invisible to that user This is only possible if you hide the folder from the user and E Mail him the object that you want to share as a link Consequently the user can only see this one object because he was granted a direct access right to this object along with the read and edit rights Although theoretically he has read and edit to all the other object in the folder as well he can neither see the folder nor its content and thus not access it via the folder structure However if you want to allow a user to see a folder you have to make this folder visible to this user by clicking on Visible folder If you want a user to be able to create objects in your calendar such as appointments but not see your calendar s content select Create objects and set the read rights to None If you want to allow users to create subfolders in your folder and grant them read and edit rights select Create subfolder and set the read and edit rights to Own This will give them the permission to read and edit in all the folders that they created If you want to grant a user unrestricted folder rights click on All or Administrator Both include the right to grant folder rights Copyright Open Xchange Inc 2009 139 Publish amp Subscribe 8 8 2 3 Read rights If you want to deny a user the read permission s
104. c 2009 63 Calendar views and time ranges HEH O Tom Green New Calendar View Time Range Team member Flag Linking ame wp q RS Edit Calendar Day amp 400 Stat F z d 5 ma Delete Team WorkWeek 3 Remove E a Prin Lisi Mont amp Choose Team a al Bd Tom Green 9B Move Detal Veek amp Create Team E Mail Inbox E FF Calendar 362007 Birthdays ME Holidays Team Member Monday 08 27 2007 Tuesday 08 28 2007 Wednesday 08 29 2007 Thursday 08 30 2007 Friday 08 31 2007 TA SpecialAppointments TETE rian Connor E AAA T E El Contacts a E Tasks Irene Murphy e a a E Bill Keens a P Public folders Shared folders Figure 4 13 Appointments in the Team view work week range If you would like to see the appointments from the preceding or following work week without leaving the Work week time range click on one of the navigation arrows in the date area 4 2 7 4 Selecting teams for the appointment display If you regularly want to see the appointments of specific users you can simplify and speed up the user selection for the appointment display by combining these users into teams then instead of selecting several individual users you just need to select the relevant team in order to display all appointments of all members of the team i Creating and managing teams Teams are created via the Settings in the Calendar category More information about creating teams and managing te
105. can associate one or several tags with the new task in order to categorize it To do this you manually write the desired tags into the Tags field individual tags must be separated by commas or click on the option Tags and then select the desired tag by mouse click Note that the Tags option display tags only if you had provided these before into the Settings As a result all selected tags are entered into the Tags field If you would like to delete one or several of the tags associated with a task just delete the relevant entries from the Tags field Place your cursor into the field and delete the undesirable tags As an alternative click on Tags deselect the tags in the popup window and click OK i Creating personal tags If you would like to reuse certain tags frequently it is advisable to create these as personal tags in the Settings so that you can access these tags more simply You can find more in Copyright Open Xchange Inc 2009 95 Creating tasks formation about creating your personal tags and a description of the procedure in the chapter Settings under Section 8 6 Private Tags 5 4 3 7 Selecting the destination folder With the Folder option you specify in which folder the new task should be saved by default one of the following folders is selected in this field When you create new tasks from one of your personal tasks folders gt the personal tasks folder that was opened when you created the
106. ch are shown in custom view This option allows to set the number of overlapping appointments to be shown side by side in the custom view Suppress E Mail notification for New Changed Deleted This option allows to define whether or not to receive an E Mail notification for new changed or deleted appointments E Mail notification for appointment creator This option allows to define whether or not you want to receive an E Mail notification as creator of the appointment if other participants accept or decline the appointment E Mail notification for appointment participant This option allows to define whether or not to receive an E Mail notification as participant of the appointment if other participants accept or decline the appointment 8 12 2 Team options Under the Teams calendar subfolder you reach the configuration form to create new teams You can add teams and team members to teams with the Add panel function Here you can also delete teams and team members The names for the new teams can be entered freely in the Name field 8 13 Contacts Module Options In the Contacts module you have a configuration form for global settings Click either on the Preferences Contacts subfolder in the configuration folder structure or on the small arrow in the top right part of the overview window of the Contacts module 150 Copyright Open Xchange Inc 2009 Tasks module options e Default view Here you can define the default view f
107. ck on Next 4 Select the contact folder to be exported Click on Next 5 Set the name and location for the output file Click on Next 6 To complete the export process click on Finish Note Leave the check box Export contacts from activated Do not click on Assign fields Leave the default assignment unchanged The new CSV file contains all data fields of the exported contacts Following data fields are im ported in the Groupware Account Birthday Business Fax Business Postal Code Car Phone Company E mail 2 Address Home City Home Phone Home State Manager s Name Notes Organizational ID Number Other Country Other Fax Other Postal Code Other State Pager Profession Spouse Suffix Title TTY TDD Phone Anniversary Business City Business Phone Business State Categories Company Main Phone E mail 3 Address Home Country Home Phone 2 Home Street Middle Name Assistant s Name Business Country Business Phone 2 Business Street Children Department First Name Home Fax Home Postal Code Last Name Mobile Phone Other City Other Phone Other Street Sensitivity Telex Web Page If a data field of the MS Outlook CSV file contains more than the allowed number of characters the respective contact will be skipped during import Copyright Open Xchange Inc 2009 131 Import When importing the data fields of the MS Outlook CSV file will be assigned to certain data fields of the O
108. click on Delete 3 In the pop up window Delete group click on Yes Result The group is deleted How to exit the group management functions In the module bar click on another button 8 2 2 Managing resources Resources can be created e edited deleted How to access the resource management functions 1 In the module bar click on Configuration 2 In the folder tree click on Administration 3 In the folder tree below the entry Administration click on Resources Result The panel displays the resource management functions The left pane of the overview windwo displays the existing resources and the right pane displays the properties of the selected resource How to create a new resource In the panel section resources click on New In the right side of the overview window enter the resource name Enter the display name of the resource Enter an E Mail address for the resource If the resource is booked an E Mail notification is sent to the E Mail address Enter a description for the resource 6 Click on the panel entry Save BWN ul Result The new resource is displayed in the left side of the overview window How to edit a resource 1 Select a resource in the left side of the overview window 2 Change the values in the right side of the overview windows 3 Click on the panel entry Save Copyright Open Xchange Inc 2009 123 Import Result The values are changed How to de
109. contacts and distribution lists to display all contacts of the currently open contact folder again click on the Clear function under Search in the panel section This removes your previously entered search query from the Search field as well as the resulting filtering of the displayed contacts 3 13 Combining contacts in distribution lists With distribution lists you can combine arbitrarily many individual contacts into a list and thus simplify and accelerate news mailings to specific groups of people For example if you would like to send an E Mail to all staff members of a department simply send your communication to the appropriate distribution list instead of to many individual contacts In distribution lists you can combine individual contacts from your personal contact folders as well as from public and or other users shared contact folders Besides these internal contacts you can also add external contacts which are not managed in Open Xchange Server to distribu tion lists i Combining internal contacts into distribution lists Since distribution lists are primarily used for E Mail you can include in distribution lists only contacts from your personal contact folders and public and or other users shared contact folders whose data contain at least one E Mail address Copyright Open Xchange Inc 2009 45 Creating distribution lists 3 14 Creating distribution lists Distribution lists are managed in the Contacts mod
110. ct folders can be marked as personal contacts If you create new contacts in other users public or shared contact folders the option Personal contact is not available in the Contact window 3 4 5 2 Personal data tags and folders The Private tab allows you to manage the personal data of your new contact for instance the private address as well as other information and remarks If you have a photo or company logo for this contact you can also load an image into the contact data record file formats JPG BMP GIF or PNG recommended size 90 x 90 pixels To do so click on Add in the Picture panel section i Images in contact records Since contact images are managed directly in the database of Open Xchange Server you can add images to contacts even if you do not have any more storage space available for attachments or InfoStore entries on the server To be reminded of the contact s birthday you can create a serial appointment To do so click on the calendar icon in the Birthday row A dialog windows opens asking whether you want to create an annual serial appointment for the birthday Further information on serial appointments can be found in Section 4 4 5 4 Appointment series Furthermore you can associate one or several tags with the new contact via the Business tab For this you enter either the desired tags manually in the field Tags individual tags must be separated from each other by commas or you click on the Tags op
111. d drop as well and you can change the start or end of appointments using your mouse 4 6 4 1 Moving appointments via drag and drop In order to move an appointment via drag and drop in the calendar day or work week view drag the title of the appointment to be moved while holding the left mouse button to the desired target position When you have reached the target position let go of your mouse button The appointment snaps in at the calendar grid line closest to the current mouse position the current display units of the time grid determine the possible targets of the movement To change the day of an appointment you can also drag the appointment on a day in the mini calendar If the appointment that you moved via drag and drop is an appointment series you also receive a query whether you want to move the whole appointment series or only this instance of the appointment series In order to move the appointment series as a whole click on Series In order to move only the selected instance of the appointment series click on Appointment 4 6 4 2 Changing the start and end of an appointment by dragging In order to edit the start or the end of an appointment by dragging in the calendar day or work week view drag the box of the appointment to be edited while holding the left mouse button If you drag the bottom edge of the box the end time of the appointment is changed If you would like to change the start time of an appointment drag the
112. d month are shown in light yellow the weekend days in dark yellow and the days of the preceding as well as subsequent months are shown in gray If the display shows the current calendar month the current day today is highlighted with white Colored bars mark the appointment display type all day appointments are shown in the date area with a gray background only the all day appointment that was created first for the day is displayed The boxes show the start time and the description of the appointment in order to see other data of an appointment you can pull up a window with additional information The calendar month view does not contain any icons For weekdays a maximum of 3 appointments are shown for Saturdays and Sundays a maximum of 1 appointment in addition the first all day appointment of the day is shown as well if appli cable Once this number is exceeded an arrow is displayed allowing you to switch to the calendar day view for the relevant day showing all appointments of this day 60 Copyright Open Xchange Inc 2009 Calendar views and time ranges Dt nt aM Logout JA Tom Green New Calendar View Time Range Flag Search Linking 492 D wp AQ Calendar Day a Stat ea J Delete Team Work Week P Folders 4 Clear S amp Tom Green x Prin List pe Month P a ID Move Detail Week E E Mail EJ Inbox Private folders i Calend
113. d name 36 distribution lists 27 33 combine 45 copy 49 create 34 46 delete 49 destination folder 46 duplicate 49 edit 49 entering data 46 external contacts 48 internal contacts 47 move 49 print 49 duplicate 41 dynamic fields 31 edit 39 context menu 39 154 O Copyright Open Xchange Inc 2009 double click 39 panel function 39 entries discard 39 save 39 filter 30 31 flags 30 44 mark 44 modify 44 remove 44 folder 37 categories 28 folder tree 27 global address book 28 hover 33 image 37 move 42 panel function 42 per drag amp drop 42 personal data 37 photo 37 print 40 contact lists 40 select 40 selected contacts 41 single contacts 40 sort 40 private addresses 27 private flag 36 search 45 sort 30 tab additional data 38 attachments 32 overview 31 33 personal 37 tags 37 types 27 personal 27 public 28 shared 29 view 30 active 33 cards 31 default view 31 detail 31 33 phone list 30 content area 10 hover 11 module pane 10 context menus 9 Cookies 2 Coordination 1 Costs 91 97 Create entry 107 Credentials 5 Currency 136 current day todays 60 Customer relationship 1 D Data maintenance 3 Data volume 3 Date 136 Date format 4 136 Day view 150 Default view 142 Delete rights 108 140 Deleted E Mails 143 Delivery receipt 19 Destination folder 101 108 Dialog window 107 Distribution
114. d registered users of Open Xchange Server as internal participants you first need to make sure that the Global address book is selected as the contact folder Then enter the name of the participants to be added wildcards the characters and or combinations of parts of the name and wildcards into the Search field Then click on Go You can use wildcards in the following ways among others for defining the search criterion in the window Select participants you can ignore capitalization here e he or he gt all registered users from the contact folder Global address book whose first or last name contains the character string he m r gt all registered users from the contact folder Global address book whose first or last name contains the characters m and r with precisely 3 characters between m and r as for example the last names Maier Meier or Meyer but not Mair or Muller In the next step you add the desired participants by selecting the relevant participants from the select list and clicking on Add in the Participants section i Creator and participants of tasks Please note that as the creator of the task you cannot be entered as a participant The creator of a task can add only add additional participants to the task or delegate the task to others 5 4 5 2 Adding external participants If you would like to add external participants to a task who do not have access to Open Xchange Server e g contacts fr
115. der If there are unread E Mails their number is displayed as well 2 2 1 H Split The E Mail listing in the horizontal split view shows the sender and the subject of individual E Mails the date the E Mails were received as well as their size and the flags More details on flags can be found in Section 2 20 Marking E Mail messages with flags In the H Split view the selected E Mail is always displayed below the E Mail listing By clicking on an E Mail with the left mouse button you can open and read this E Mail If you select an E Mail from the list by clicking on it you can then scroll up or down with the keyboard keys Arrow up or Arrow down 2 2 2 V Split The E Mail listing in the vertical split view shows the sender and the subject of individual E Mails the date the E Mails were received as well as their size and the flags More details in flags can be found in Section 2 20 Marking E Mail messages with flags In the V Split the contents of the currently selected E Mail is displayed on the right of the E Mail listing By clicking on an E Mail with the left mouse button you can open and read this E Mail If you select an E Mail from the list by clicking on it you can then scroll up or down with the keyboard keys Arrow up or Arrow down 2 2 3 List view The list simply displays a listing of multiple E Mails in the overview window for quick management The E Mail listing shows the sender the subject the date of
116. der tree If you have created additional contact folders within your personal folder in order to effectively manage many contacts from different categories see the example below you can access these contact folders only via the folder tree Tom Green New Contacts View Flag Search Linking a a ma B wD Q E Edit a Duplicate Cards k a Sg Stat ET Delete Ej Move Phone list A 3 Clear y Close e Prit Eg Copy Detail P amp Tom Green Ea am gt Ed E Mail ha E Inbox Private folders Contacts Motorcycle club m FA Calendar E E Contacts 1 Mackenzie Rusty r 203 Montana Av para Ionmoon y A Erami ani Friends Santa Monica CA 90405 EJ Motorcycle club G21 509 5596 E Red Cross local chapte rmackenzie fksllc cam E Tasks Public folders Y Shared folders lt A AAA fit fi eth hana hn ttn tm tit ch tnt hth ttt ht th nt tet ARA Figure 3 2 Personal contact folders 4 Creating additional folders The flexible folder structure of Open Xchange Server allows you to create further contact folders in your personal contact folder as well as in other users shared or public folders provided you have appropriate access rights This simplifies the management of multiple different contacts Section Section 8 7 Folder Management of the Settings chapter in this user s guide describes how additional folders are created within your personal folders as well as in other users shared or publ
117. dochoat henry_hale dochoat Hernandez Sharon sharon_hernandez dochoat E Hopkins Leonard leonard_hopkins dochoat E Huntley Claire claire_huntley dochoat Select from the list and add selected as recipients AddTo gt jean_dupont dochoat Add Cc gt AddBec gt ane Signature None v Figure 2 3 Adding E Mail recipients Copyright Open Xchange Inc 2009 Composing new E Mails 2 11 2 CC To display the Cc field activate the checkbox Cc field in the panel section View If you want to send a copy of the E Mail to another recipient as an FYI enter the relevant E Mail address into the CC field CC stands for carbon copy If you want to enter multiple E Mail address es you have to separate them by commas Recipients entered in the CC line can see the addresses of the other recipients Only recipients entered under BCC cannot be seen by recipients who are entered into the CC field You can search for E Mail addresses by clicking on the CC button This opens a dialog box with a Search field Enter the name of the user who is supposed to receive a copy of the E Mail or the initial letters and start the search via Go The field underneath shows a listing of the search results Select the desired recipient with a left click and then click on Add To With OK you accept the selection and close the window 2 11 3 BCC To display the Bcc field activate the checkbox Bcc field in the panel section View E Ma
118. due date or other dates changing associated tags adding attachments to the task etc 5 5 2 1 Changing task status or progress If you would like to change the status or progress of a task use the relevant options in the Task window Tasks whose status you set to Done will appear crossed out in the List and H Split views after you save your changes If you set the status of the current instance of a task series to Done the next instance of this task series will automatically be added to your tasks list provided that this task series has not been completed When you have made your changes click on Save in the Save panel section to save your updates and close the Task window To mark tasks as done select one or more tasks in the list view In the Task panel section click on Mark as Done Note You can also activate this function via the context menu Tasks that are done are grayed out and crossed out i Notifying participants When you edit tasks and save your updates E Mail notifications are dispatched to all partic ipants provided that you had activated this option in the Task window 5 5 3 Changing task confirmations If you would like to change your confirmation of a task e g from the accepted state to declined you first need to display the task to be changed in the H Split view Then click on the Change function in the Confirmation panel section This opens a window where you can change the status of your task confirmation by
119. e gt Print List Monti r AaB Move Detail Weel r Cance Private folders Calendar Zal 4 Thursday 09 13 2007 I Business trip al A og A i 11 A Allume pessimisme anses ss guess Figure 4 9 Several all day appointments 58 Copyright Open Xchange Inc 2009 Calendar views and time ranges 4 2 2 5 Viewing appointments from other days If you would like to see the appointments of the preceding or following day without changing the Day time range click either on one of the navigation arrows in the date display or select the relevant day from the mini calendar y Mini calendar More information about display elements and usage of the mini calendar is available under Section 4 2 9 Mini calendar in this chapter 4 2 3 Calendar view work week range The Calendar view set to the Work week time range shows the appointments from the currently open calendar folder in a weekly display The appointment display corresponds to that of the day view Colored bars mark the appointment display type all day appointments again only the all day appointment first created for the day are shown right below the date and appointment series private appointments or appointments with several participants are displayed with suitable icons If flags are assigned they are also displayed Due to the reduced display area the appointment boxes show only the appointment description In order
120. e E Mail Tasks Calendar Contacts and My InfoStore folder cannot be renamed 8 7 5 Cut If you want to cut your private folder to paste it somewhere else open the context menu by right clicking on the folder that you want to cut Click then on the Cut option The folder name will be grayed You can then paste the folder in a different location This action assumes that you have the right to create objects in the target folder The default E Mail folders such as the E Mail Tasks Calendar Contacts and My InfoStore folder cannot be cut 8 7 6 Insert If you want to paste a folder open the context menu by right clicking the folder in which you want to paste a new folder Click then on the Insert option The folder will be pasted in the se lected folder This action assumes that you have appropriate rights to the folder into which you would like to paste 8 7 7 Properties 8 8 To see the properties of a folder open its context menu by right clicking on it Click then on the Properties option You can see two tabs in the overview window In the Overview tab you can see the name of the folder as well as the type The Rights tab displays the permissions for this folder Here you can see all the users who have rights to this folder In the panel you can add new users with their rights to the existing list More information about this is available in the following section Section 8 8 Permissions Management Permissions Management
121. e Martial status Number of children Profession Nickname Spouse name Note Company Department Position Room number Street business Postal code business City business State business Country business Number of employee Sales volume Tax id Commercial register Branches Manager s name Assistant s name Street other Postal code other City other State other Country other Telephone business 1 Telephone business 2 FAX business Telephone car Telephone company Telephone home 1 Telephone home 2 FAX home Cellular telephone 1 Cellular telephone 2 Telephone other FAX other Telephone pager Telephone telex Telephone TTY TDD Instantmessenger 1 Instantmessenger 2 Telephone IP Email 1 Email 2 Email 3 URL Categories Dynamic Field 1 Dynamic Field 2 Dynamic Field 3 Dynamic Field 4 Dynamic Field 5 Dynamic Field 6 Dynamic Field 7 Dynamic Field 8 Dynamic Field 9 Dynamic Field 10 Dynamic Field 11 Dynamic Field 12 Dynamic Field 13 Dynamic Field 14 Dynamic Field 15 Dynamic Field 16 Dynamic Field 17 Dynamic Field 18 Dynamic Field 19 Dynamic Field 20 private Birthday Anniversay During the import the data fields of the CSV file will be assigned to certain data fields of the Open Xchange Server The following table shows the contact fields of the Groupware and the fields they are assigned to The table further shows the maximum number of characters allowed for the data field Data fields in the contact dialog window CSV data field Tab Data field Ma
122. e The E Mail is marked as read To use mail filters proceed as follows e Create an E Mail folder e Create one or more rules Set the order of the rules Set if subsequent rules are to be processed when a rule matches A rule consists of A name One or more conditions One or more actions Set if one or all conditions have to be met to process the actions There are following possibilities to use mail filters e Create new rule e Show rules e Activate or deactivate rules Edit rules Delete rules Change rule order Mail filters are created and modified in the options module How to open the mail filter window 1 In the module bar click on Configuration 2 In the folder tree click on the E Mail subfolder Filter Result The overview window displays the available rules The left area called Rule Name shows existing rules The right area called Rule Details shows the settings of a rule 4 1 Create new rule How to create a new rule 1 In the panel section Rules click on New 2 In Rule Details enter a Name 3 To add a condition click on Add Condition Define the condition Details can be found later in this chapter To add a further rule again click on Add Condition To remove a condition click on the Delete icon next to the condition 4 When defining multiple conditions use the dropdown list For an incoming message that matches to set how the conditions correlate to match the rule If
123. e data of the appointment are printed on the selected device and the window with the print data is auto matically closed 4 8 2 Printing lists of appointments Printing lists of several appointments is only possible from the List view for all time ranges you cannot print from the Calendar and Team views All fields displayed as columns of the table in the List view are printed fields without data are printed as empty fields in the list Only selected appointments from a specific calendar folder will be printed 4 8 2 1 Sorting and selecting appointments for printing In order to print lists of appointments switch to the List view and display the desired time range for the relevant calendar folder Filter the appointments for printing via the Search panel function This limits the display and thus the contents of the list More information about searching for appointments is available under Section 4 11 Searching for appointments in this chapter Copyright Open Xchange Inc 2009 81 Moving appointments to other folders If you would like to print the list of appointments in a specific order sort the appointment display before printing on the basis of the fields Description Start End Location or Flag alphabet ically or chronologically in ascending or descending order Then select the appointments you want to print 4 8 2 2 Printing selected appointments Once you have used the methods mentioned above to sel
124. e of those objects When consequently using the context menu a great number of mouse clicks can be avoided In the E mail module you can for example answer forward or delete an e mail via the context menu 1 5 4 Shortcut keys In the modules E mail Appointments Contacts Tasks and InfoStore some functions can also be activated via shortcut keys E g in the E mail module a selected e mail can be deleted with the Del key 1 5 5 Quick Settings In the Quick Settings you can view the QuickInfos and the InfoBox by selecting the appropriate check box 1 5 5 1 The Quickinfos The QuickInfos are particularly useful initially and can be deactivated later The QuickInfos display information on individual functions when you move your mouse over them These are displayed in the gray field below the panel You can either view or hide the Quickinfos To do so select or deselect the check box next to the Quicklnfos panel function O Copyright Open Xchange Inc 2009 9 The content area 1 5 5 2 InfoBox When activated the InfoBox is displayed under the folder structure It displays the status of your inbox and informs you about your mailbox usage To show or hide the InfoBox in the panel select or deselect the check box next to the InfoBox panel function If you close the InfoBox by clicking on the close button in the upper right corner of the window you have to reactivate the InfoBox function to view it again 1 6 The content a
125. e shows the newly added internal contacts as well as their E Mail addresses If you do not want to insert any external contacts to your distribution list you can conclude the creation process for the new distribution list at this point For this click on the Save icon in the Save panel section The result is that the newly created distribution list is added to your contacts please note that an icon distinguishes distribution lists from individual contacts 3 14 1 3 Adding external contacts to the distribution list If you want to add to the new distribution list contacts that are not managed in Open Xchange Server as external contacts click on the function Custom form in the Distribution list panel section This opens the Custom form window where you can enter the data of the external contact you wish to add You create a new external contact by entering name and E Mail address of the contacts and then transferring your inputs into the Contacts field when you click on Add Repeat this step for all external contacts you would like to add to your distribution list If you have made a mistake in entering the contact data you can clear the Contacts field with the Clear function Please note that the Clear function removes all selected contacts from the field If you want to remove only individual contacts from the selection click into the field of the already selected contacts and remove the undesirable entries You end the process of fi
126. e with the tasks selected for printing along with their data from the List or H Split view Also the Print window opens again for selecting a printer Once you have confirmed your printer selection in the Print window and via OK the list of tasks is printed to the selected device and the window with the print data is automatically closed 5 8 Moving tasks In order to move tasks from your personal tasks folders or from public or other users shared tasks folders provided you have appropriate access rights into different tasks folders you can use one of the methods described below 5 8 1 Moving tasks via panel functions Select the task s to be moved in the List or the H Split view for a multi selection hold either the Ctrl key or the Shift key If you would like to delete only one individual task you can also do this in the Detail view After you have selected all tasks to be moved click on Move in the Task panel section The function displays a select list see the below figure where you can now select the desired desti Copyright Open Xchange Inc 2009 101 Duplicating tasks nation folder Please note during your selection that tasks can only be moved into tasks folders and that you need the right to create objects for public or other users shared tasks folders in order to be able to move tasks there When you have selected the desired target folder all selected tasks are moved into this tasks folder 5 8 2 M
127. ect URL link to the InfoStore item With the icon further details like file size type lock MD5 sum and notes can be displayed 6 2 2 2 Versions tab Via the Current panel function you can select a version from the list to be the current version For this select the version you wish to make current and click on Current The column Current in the overview window now shows Yes next to the version set to be current Next to all other versions you will see No If you want to delete one or several versions select them in the list in the overview window and then click on Delete under Version in the panel You will be asked whether you really want to delete the selected version After you confirm the version is irretrievably deleted 6 3 InfoStore hover Hovers are available in the h split and list view Information on how to use hovers can be found in Section 1 6 2 Hover Hovers contain following tabs The General tab contains e The InfoStore module icon The title and creator of the InfoStore entry 106 Copyright Open Xchange Inc 2009 Creating InfoStore objects 6 4 6 5 e If the InfoStore entry contains attachments the version number the file type icon and the file name of the InfoStore entry s attachment e The icons for opening and saving the attachment The comments for the InfoStore entry Depending on the length of the comment the hover only displays the first lines When clicking on the te
128. ect or sort all displayed appointments you wish to print click on Print in the Calendar panel section Just as for printing individual appointments Open Xchange Server opens a new window showing a table with the appointments selected for printing along with their data from the List view Also the Print window opens again for selecting a printer Once you have confirmed your printer selection in the Print window and via OK the list of ap pointments is printed to the selected device and the window with the print data is automatically closed 4 9 Moving appointments to other folders In order to move appointments from your personal calendar folders or from public or other users shared calendar folders provided you have appropriate access rights into different cal endar folders you can use one of the methods described below 4 9 1 Moving appointments via panel functions Select the appointments to be moved in the List view for a multi selection hold either the Ctrl key or the Shift key If you would like to move only a single appointment you can also do this in the Calendar or Detail views After you have selected all appointments to be moved click on Move in the Calendar panel section The function displays a select list where you can now select the desired destination folder Please note during your selection that appointments can only be moved into calendar folders and that you need the right to create objects for public or other
129. ed you have the right to create objects select the desired attachment from the list and click on the function Save in InfoStore in the Attachments panel section This opens the InfoStore item window where you can enter a description as well as further data such as for instance an Internet address or notes for the newly created Info Item and select the destination folder When you have entered all the data click on the Save icon in the Save panel section to store the Info Item in the selected folder A Saving attachments as Items in InfoStore In order to be able to save attachments from contacts in the InfoStore you must have enough free storage space on the server If you have filled up the storage space assigned to you you cannot save any other attachments from contacts into the InfoStore The InfoBox on the Start page of Open Xchange Server provides information about your currently available storage space 3 2 4 Details view distribution lists For distribution lists the Detail view only contains the Overviewtabs since distribution lists can have no attachments 3 2 4 1 Overview tab The Overview tab shows all members of a distribution list that were previously selected from a Phone list or Cards view and it displays their E Mail addresses 3 2 5 Active view after changing the module If you switch from the Contacts module to another module of Open Xchange Server and then return to the Contacts module you will always s
130. ee the multi panel view that was active when you left the Contacts module either the Phone list or the Cards view This is also the case if you have left the Contacts module from the Detail view 3 3 Contacts hover Hovers are available in the phone list and cards view Information on how to use hovers can be found in Section 1 6 2 Hover Hovers contain following tabs The General tab contains e The contact s picture e The contact s first and last name e The private contact icon e The flag you assigned to the contact The contact s phone and fax numbers O Copyright Open Xchange Inc 2009 33 Creating Contacts 3 4 e The contact s E Mail address If you click on an E Mail address the window for creating an E Mail opens The Addresses tab contains The contact s business address e The contact s private address The Attachments tab If the contact contains attachments following elements will be shown for each attachment e The attachment s name size and type e Icons for opening and saving the attachment A distribution list s hover contains following elements The General tab contains e The distribution list s icon The name of the distribution list e An icon for sending an E Mail to all members of the distribution list e The flag you assigned to the distribution list The E Mail addresses of the distribution list The Additional tab contains e The first and last names of t
131. efox do with this File 4 November gt 4 2008 gt MORTE CSS 44 2 28 29 30 31 1 2 45 3 4 5 6 7 8 9 46 10 11 12 13 14 15 16 47 17 18 19 20 21 22 23 48 24 25 26 27 28 29 30 Open with WordPad MFC Application default Save to Disk _ Today InfoBox No unread E Mail 24 391 9 77 MB File 0 17 4 88 GB Created on 02 05 2007 09 20 AM by Tom Green last changed on 02 12 2007 11 09 AM by Tom Green Figure 3 5 Contacts in the Details view Attachments tab An attachment is opened using the appropriate application Spreadsheets are opened with your spreadsheet program while text documents open in your word processing application The same is true for other file types of course If you save an attachment a copy of this file is downloaded from the server to your local hard drive or whatever other disk drive you specify as the download destination 32 O Copyright Open Xchange Inc 2009 Contacts hover 3 2 3 4 Saving Contact Attachments to InfoStore Saving an attachment into InfoStore generates a new object which is managed via Open Xchange Server This method has the advantage of giving you and other users access to this Info Item via the InfoStore module You can find more information about InfoStore and Info Items in the n foStore chapter In order to save an attachment from a contact in one of your personal InfoStore folders or an other user s public or shared InfoStore folder provid
132. el option The functions Lock and Unlock can also be activated via the context menu O Copyright Open Xchange Inc 2009 111 Sending InfoStore objects 6 10 Sending InfoStore objects If you want to draw the attention of another user to a special object in InfoStore you have two options These are available in the panel in the Send section You can send an object as an E Mail attachment or mail a link to the document to internal users The recipient just needs to click on the link in the E Mail and is taken directly to the page with the InfoStore object The functions Send as e mail attachment and Send as link can also be activated via the context menu 6 11 Marking InfoStore objects with flags Flags are the colorful markings that help you to better differentiate different InfoStore objects e g you can mark all general entries with a green flag such as travel guidelines and vacation request forms all entries for an active project with a red flag and all entries for an upcoming project with a blue flag The colorful flags enable you to recognize immediately to which type of InfoStore object a specific object belongs Flags are displayed in all views in the List view they are shown in their own column and in the H Split view they are displayed in the title bar of the InfoStore object The colors of the flags do not have a predetermined meaning in Open Xchange Server Thus you can freely decide what a specific type of flag me
133. elect None If you permitted a user to create subfolders in your folder and you want to give him read permissions to his own folders select Own If you want to grant him read permissions to the entire folder select All or Administrator Both include the right to grant read permission 8 8 2 4 Edit rights If you want to deny a user edit rights select None If you permitted a user to create subfolders in your folder and you want to give him edit rights only to his own folders select Own If you want to grant him edit permissions to the entire folder select All or Administrator Both inlcude the right to grant edit rights 8 8 2 5 Delete rights If you want to deny a user the permission to delete your folders select None If you permitted a user to create subfolders in your folder and you want to restrict his delete rights to his own folders select Own If you want to grant him delete permissions to the entire folder select All or Administrator Both include the right to grant delete rights If a user has lost his delete rights for a folder he cannot move objects from this folder since moving them would mean deleting them from the source folder Accordingly the Move function in the panel is unavailable gray if the user does not have the permission to delete a folder 8 9 Publish amp Subscribe 8 9 1 Concepts Publish amp Subscribe allows to exchange data between any users and various applications also between social networks
134. embers More information about the display of appointments in the Team view and about configuring the standard display of the Calendar module is available under Section 4 2 7 Team view day and week range and Section 4 2 11 Defining the default view of this chapter 4 1 2 Public appointments In addition the administrator as well as other users provided they have suitable access rights can create further public calendar folders for common use in the company This improves teamwork and helps avoid duplication of data In order to access public calendar folders and their contents appointments and appointment series you expand the public folders entry in the folder tree and then click on the calendar folder that you would like to open This activates the Calendar module and displays the appoint ments from the selected public calendar folder Tom Green New Calendar View Time Range Flag Search Linking X 7 P Edit Calendar Da f da Start 092501009 2 a E J Delete Team Work Week r os Folders Clear m 1iunuayo al gt Print List Month p E SpecialAppointments AB Move Detail Week P 25 Cancel E Contacts a Tasks Public folders Tradeshow Calendar X B Public folders CW 48 2008 Global address book Monday 11 24 2008 Thursday 11 27 2008 E Kunden Lieferanten E Team tasks T Tradeshow Calendar m Shared folders EE Infostore Y Tuesday 11 25 2008 Friday 1
135. ender you are looking for into the Search field or wildcards the characters or or combinations of parts of the name and wildcards you can ignore capitalization here After entering your search query click on the Search icon to start the search In your search query you can use wildcards as follows e Me or Me gt all terms from the currently opened folder that begin with Me M r gt all terms from the currently opened folder that contain precisely 3 characters between M and r e g when you are searching for a specific sender Maier Meier or Meyer but not Mair or Miller As soon as the search is completed only the E Mails matching the search criterion are displayed If you want to reset the E Mail display after a search to display all E Mails from the currently open folder again click on Clear in the Search panel section This removes your previously entered search criterion from the Search field as well as the resulting filtering of the displayed E Mails thus all E Mails from the currently open folder are displayed again 2 4 The Quickinfos The QuickInfos show additional information for enhanced usability These are displayed for many functions underneath the panel as soon as you hover over them with your mouse cursor The QuickInfos can be activated in the E Mail module by clicking on the small arrow in the upper right hand corner of the panel This displays the option Show Quickinfo on the left of the a
136. ending or receiving an E Mail The Collected addresses folder can be found below your personal contacts folder Compose tab Append the original mail text to a reply If you want to append the original message in your reply select Yes When Reply all Defines the recipients for an E Mail reply when using Reply all Add sender and all recipients to To The sender of the original E Mail and the recipients are entered in the To field Add sender to To all recipients to Cc The sender of the original E Mail is entered in the To field The recipients of the original E Mail are entered in the Cc field Append vcard Set this option to Yes to attach a business card to your E Mail Your business card will be generated automatically from the entries in your Contact page Enable auto completion of E Mail addresses When creating a new E Mail addresses will be auto completed if you activate this option via the checkbox Yes You only have to enter two or more characters in the field To to start the search for display names and E Mail addresses in the internal and external address books You will get a list with the search results then Each entry that contains the entered characters will be displayed Forward messages as Here you can define how your message should be forwarded to other users There are two options Inline and Attachment If you select Inline the message to be forwarded will be displayed in the body of the E Mail The Attachme
137. ent to their response you can see it in the Comment column Please note that no participation status can be displayed for physical resources i Managing physical resources In Open Xchange Server only the administrator can manage physical resources adding new resources as well as editing and deleting existing resources 4 2 8 3 Attachments tab Attachments are external documents for example text documents with driving directions spreadsheets with price quotes images etc that can be saved with the appointment data and thus directly associated with the appointment Section Section 4 4 7 Adding attachments to appointments in this chapter describes how you can associate attachments with an appointment Copyright Open Xchange Inc 2009 65 Calendar views and time ranges The Attachments tab shows all available attachments associated with the selected appointment The tabular display of the attachments shows the filenames of the associated documents their mime type as well as the file size in KB 4 2 8 4 Opening or saving attachments from appointments You can open an attachment of the displayed appointment or save it to a file via the functions Open or Save as under the Attachments panel section Select the desired attachment from the list and then click on the appropriate function in the Panel The following figure shows a relevant example An attachment is opened using the appropriate application Spreadsheets
138. er functionality 115 direct access Linux 115 Windows 115 document area 115 document server 115 resources 116 version history 115 WebDAV scenario 115 Webmail client 25 Week view 61 67 150 Weekday 60 Weekend 60 Wildcards 15 Word processing 32 Work day view 150 work week view 59 Working day 149 160 Copyright Open Xchange Inc 2009
139. er management 8 12 137 Folder rights 108 Folder structure 8 117 Folder tree 8 contacts 27 Font 4 Formatting 143 Functionalities 2 Functionality 4 G Global address books 62 Global options 128 Group 138 Group management 3 122 Groupware 3 Groupware client 2 Groupware server 2 Groupware solutions 1 Guest access 151 GUI 2 H HTML formatted messages 144 HTML messages 144 Image 37 Images 144 Import 124 Importing contacts in CSV format 128 import importing appointments and tasks 124 importing contacts 127 supported file types 124 InfoBox 9 12 74 Information flow 1 Information pool 1 InfoStore 1 105 Access via WebDAV 105 bookmarks 105 default view 151 documents 105 versions 106 folder 105 global folder 107 156 O Copyright Open Xchange Inc 2009 hover 106 Knowledge entry 105 knowledge entry 107 max attchment size 107 new entry 107 open 105 personal folder copy 105 settings 151 tab overview 106 UserStore 105 view 105 h split 106 list view 106 InfoStore entry create 107 delete 108 edit 107 context menu 108 double click 108 panel function 108 flags 112 mark 112 modify 112 remove 112 lock 111 move 110 drag amp drop 111 panel function 110 print 109 list 110 single entries 109 search 112 select 108 send 112 Inline 143 International functionality 3 Internet address 107 Interval 149 Intranet concept 4 IP
140. erneath the panel item OK You will then be prompted to enter a comment for this version Then click on the Save button underneath the comment field If you do not want to enter a comment click on the re spective button The administrator can make global folders available All users can furthermore share their per sonal InfoStore folders for common use in the company This improves teamwork and helps avoid duplication of data If other users have shared their personal InfoStore folders with you you can access these folders by expanding the InfoStore object in the folder tree Then click on the InfoStore folder shared by the selected user in order to open this folder in the InfoStore module and to display its contents The permission assignment is discussed in more detail in the Settings chapter under Section 8 8 Permissions Management Editing InfoStore objects In order to edit InfoStore objects in your personal InfoStore folders public or other users shared InfoStore folders provided you have appropriate access rights you can use one of the methods described below Copyright Open Xchange Inc 2009 107 Deleting InfoStore objects 6 5 1 Editing InfoStore objects via panel functions Select the InfoStore object to be changed in any view of the InfoStore module When selecting an entry in the list view you can then scroll up or down with the arrow key Arrow up or Arrow down to select another entry Then click on
141. ers In the select list you can only choose folders in which you can save contacts When you duplicate a contact marked as personal from your personal contact folders into public or other users shared contact folders the duplicated contact automatically loses its marking as a private contact in the relevant destination folder Thus it can be viewed and edited by all other users as well A contact marked as private can not be moved or copied to public or shared folders 3 9 Moving contacts You can move contacts from your personal contact folders or other users shared or public contact folders into other contact folders provided you have relevant access rights using one of the methods described below 3 9 1 Moving contacts using the panel function In the Phone list or Cards view select the contact s you wish to move for a multi selection hold down the Ctrl key or the Shift key If you want to move only one individual contact you can also do this in the Detail view After you have selected all contacts you wish to move click on Move in the Contacts panel section The function displays a select list where you can now select the desired destination folder When you make a choice please note that contacts can only be moved into contact folders and that you need the right to create objects for moving contacts to public or other users shared contact folders As soon as you have chosen the desired destination folder all previously
142. esman us 2 y a J Delete Team Work Week see Folders amp Clear Prini List Month amp Tom Green A ID ee pits week E Mail 2 EA Inbox Private folders Calendar 5 FE Calendar mm 4 Tuesday 11 25 2008 Birthdays Holidays TA SpecialAppointments 08 AM A E g Contacts E Tasks 09 AM P Public folders Shared folders 10 AM al Infantarn x HA ER RE A Figure 4 2 Personal calendar folders 4 Creating additional folders The flexible folder structure of Open Xchange Server allows you to create further calendar folders in your personal folders as well as in public or other users shared folders provided you have appropriate access rights This simplifies the management of multiple different appointments Section Section 8 7 Folder Management of the Settings chapter in this user s guide describes how additional folders are created within your personal folders as well as in other users shared or public folders 4 1 1 1 Show all my appointments from all calendars If you activate the option Show all my appointments from all calendars you will see not only your appointments from all personal calendar folders but also from public calendar folders If you open a public calendar folder ore a shared calendar folder you can only see appointments of these folder but not appointments of your own calendar folders 4 1 1 2 Team Appointments When you open the Calendar module via the module bar or via
143. ess rights you can display create edit or delete contacts in other users shared folders The section Section 8 16 Public and Shared Folders in the Settings chapter in this user s guide describes the difference between public and shared folders It explains how public folders are created how personal folders are shared and how appropriate access rights are defined for other users 3 2 Contacts Views You can display contacts from your personal contact folders as well as from other users public or shared contact folders in three different ways described below using the functions under the View panel section In the Phone list and Card view the overview s title bar displays the current path to the folder you selected in the folder tree You can navigate in the path by clicking on the underlined parts of the path 3 2 1 Phone list View In the Phone list view you see the contacts from the selected folder in a tabular display The icons in the first column represent the type of contact the icons in the second column indicate whether contacts were marked as private In addition the name company and location business and mobile phone number and the associated flags are displayed In the case of distribution lists you will see only the names as well as the flags Flags are colorful markers that you can use to better differentiate your contacts e g to separate customers from suppliers You can find further information about
144. ew contact When you create new contacts from other users public or shared contact folder to which you have not been granted folder rights gt your personal contact folder Contacts folder e When you create new contacts from another module of Open Xchange Server e g Email Calendar etc gt your personal contact folder Contacts folder When you make a choice please note that new contacts can only be saved in contact folders and that you need the right to create objects for saving contacts to other users public or shared contact folders In the select list you can only choose folders in which you can save contacts 3 4 5 3 Entering additional data Via the Additional tab you can manage additional data for the new contact Here you can add another address e g a vacation address as well as accompanying contact information In addition you can use the dynamic fields to capture your own information about the contact for which Open Xchange Server does not offer any fields 3 4 6 Adding attachments to contacts If you would like to associate relevant external documents directly with the new contact e g text documents with driving directions spreadsheets with quotes etc you can add the appro priate files as attachments to the contact Please note that in order to be able to add attachments to contacts you must have enough free storage space on the server If you have filled up the storage space assigned to you you c
145. ew for this week is displayed If you click on the icon on the upper left part of the mini calendar the month view of the month selected in the mini calendar is displayed Which appointments are shown after a day or a calendar week has been selected in the mini calendar depends on which folder type was active at the time the selection was made in the mini calendar e A personal public or another user s shared calendar folder gt all appointments from the currently open calendar folder e No calendar folder but e g a contact or task folder gt all appointments from your personal calendar folder Calendar folder i Appointment display via the mini calendar Note that the selection of a day or a week in the mini calendar always changes the Calendar view to the corresponding period This is also true if a calendar folder is already open in another view e g in the List or Team view 4 2 9 2 Displaying other months in the mini calendar In order to change the mini calendar display to another month page forward or backward by one month with the navigation arrows or select the desired month using the arrows next to the month and year display The Today button displays the calendar view containing the current date 4 2 10 Active view after changing the module If you leave the Calendar module to switch to another module of Open Xchange Server and then return to the Calendar module you will see the same multi panel view set t
146. expanded click on the downward arrow of the New panel section and then select Task from the menu that opens then If the panel is already expanded click on the Task icon in the New panel section A Target folder for new tasks Since tasks can only be managed in tasks folders your personal tasks folder Tasks folder is automatically preset to be the destination folder when you create new tasks from other modules of Open Xchange Server If you would like to save newly created tasks in other personal folders or in public or other users shared tasks folders you can choose another destination folder when you enter the data for the new task You can find more information about choosing a destination folder and the required access rights in the section Section 5 4 3 Entering data for a new task below 5 4 3 Entering data for a new task Regardless of how and from which module you have initiated the task creation the window Task opens with the Task tab activated Now you can enter the relevant data for a new task via the appropriate fields 5 4 3 1 Start and due date of the task You can enter the start and due date of the new task either by hand filling the appropriate fields or set the dates using the calendar icons O Copyright Open Xchange Inc 2009 93 Creating tasks When you enter data they are checked for plausibility to make sure that the due date of a task is set to occur after its start If you have mistakenly
147. ferent destination folder when you enter the new contact information You can find more information about choosing a destination folder and the required access rights in the section Section 3 4 5 Entering data for a new contact below 3 4 3 Creating a new contact from an E Mail address With drag and drop you can create a new contact from an E Mail address of a received or sent E Mail To do so open the E Mail module Open an E Mail in h split or v split view Move the mouse cursor over an E Mail address The mouse cursor turns into a hand icon Drag the E Mail address on a contact folder in the folder tree Drop the E Mail address The dialog window for entering the contact data is opened 3 4 4 Creating a new contact from a vCard attachment You can create a new contact from an E Mail s vCard attachment A vCard attachment can be recognized by the ending vcf Open the E Mail module Display the E Mail in the H Split or V Split view In the lower part of the overview window right click on the vsf file Choose Import vCard from the context menu The dialog window for editing the contact data opens O Copyright Open Xchange Inc 2009 35 Creating Contacts 3 4 5 Entering data for a new contact Regardless of how and from which module you have launched the contact creation function this function call opens the Contact window with the Business tab activated You can now enter the new contact data into the appropriate fields
148. flags under Section 3 11 Marking contacts with flags in this chapter 3 2 1 1 Filtering contacts If you need to manage many contacts you can use the quick filter bar shown in the image above to filter the displayed contacts and thus limit the number of displayed contacts and search for specific contacts You can find further information about the quick filter bar under Sec tion 3 2 2 Cards view in this chapter 3 2 1 2 Sorting contacts You can also sort the contacts by the fields Name Company City Phone business Mobile or Flag in either ascending or descending alphabetical order The arrow next to the column title shows according to which of these fields the contacts are sorted and whether they are cur rently displayed in ascending or descending order If you would like to change the sort order for instance to display your contacts sorted by Com pany in descending order first click on the appropriate column title to select this field as a sort criterion Another click on the column title or on the arrow next to the column title toggles the sort order of the displayed contacts to descending 30 Copyright Open Xchange Inc 2009 Contacts Views i Defining the default view You can define the default view in which the Contacts module should open after logging in Open Xchange Server either showing the Phone list view or the Cards view discussed below You can find further information about defin
149. folders 7 Infostore Designing new business cards oO 02 05 2007 02 09 2007 r Design review oO 02 08 2007 02 09 2007 E e Preparation of 2006 taxes declaration oO 02 12 2007 02 14 2007 BMS presentation evaluation oO 02 14 2007 02 14 2007 ANT anata sense pr an 44 007 naar anor Mi mme overview Participants 1 Attachments 0 Links 2 4 November 4 2008 M TWTEFSS Subject Quote for WLAN Installation costs Mal 27 2 29 3 a 41 2 Starts on 01 29 2007 due on 01 30 2007 In progress Priority atid done 75 45 3 4 5 6 7 69 46 10 11 12 13 14 15 16 47 17 18 19 20 21 22 23 Details 48 24 25 26 27 28 29 30 Tom Green L Today InfoBox No unread E Mail 3 24 39 9 77 MB File 0 17 4 88 GB Created on 02 12 2007 11 54 AM by Tom Green last changed on 08 27 2007 09 56 AM by Tom Green ee Figure 5 1 The Tasks Module 5 1 Task types and access Open Xchange Server allows you to administer individual tasks as well as periodically recurring tasks as task series The latter is helpful for example if you want to perform a specific task on a regular basis as for instance a weekly data backup instead of planning this task anew every week you create this task once as a task series with appropriate parameters Since a task series is simply a special type of task all of the following remarks apply equally to individual tasks as well as to task series unless specifically stated otherwise You can find further informatio
150. found in the single module chapters Information on how to configure hovers can be found in Configuring hovers Mini calendar In the lower part of the Start page you can see the mini calendar which allows you to quickly view appointments from a particular date or from a particular period of time The mini calendar shows you not only the current date and the current calendar week but also allows you to access your appointments from a particular date directly For example if you select December 23 2007 you will see all appointments from that date displayed in the Calendar day view If you select a whole week instead of a particular date you will see all your appointments for that week in the Calendar week view Double click the desired day in the calendar to create a new appointment for that day A window will open where you can set up a new appointment The current day will be displayed with a frame around it and highlighted in a particular color while all the other days for which appointments were set up will be displayed in bold If in the mini calendar you click a different day than the current one the current day will remain framed and the last selected one will be highlighted in color More detailed information on Calendar and Appointment management is provided in Chapter 4 Calendar InfoBox The InfoBox located below the mini calendar contains information about new E Mail messages and the current mailbox usage Folder management
151. function Change confirmation can also be activated via the context menu Deleting appointments In order to delete appointments from your personal calendar folders or from public or other users shared calendar folders provided you have delete rights select the appointments to be deleted in the List view and hold down the Ctrl key for non contiguous multi selection or the Shift key for contiguous multi selection If you would like to delete only a single appointment you can also do this in the Calendar and Detail views After you have selected all appointments to be deleted click on Delete in the Calendar panel section You will be prompted to confirm that you really want to delete these appointments If you confirm this query with OK all selected appointments are irretrievably deleted including all data and any attachments if there are any If an individual instance of an appointment series is among the appointments selected for deletion you will also be asked whether you want to delete the appointment series as a whole or only this instance of the appointment series In order to delete the appointment series as a whole click on Series In order to delete only the selected instance of the appointment series click on 80 Copyright Open Xchange Inc 2009 Printing appointments Appointment If several instances of an appointment series were selected for deletion all selected instances of this appointment series are dele
152. g in and Logout 1327 The Start Pagers su ba Mas one M ir bee A ea a QE ne Ses 13 Th Modu l Dar 5 2 een se Gui hog dh Sa de Se eG de eek de 1 4 Folder structure 15 TMS Panel 6 fe A et data un dt We tee TN 1 6 The Content ar a i gt 4 4 nn 6 a a a Li Mini calendar ara 2 oh LOS Ge AR Las ARE mb Lab ms dh ak he 1 82 sINPO B OX ES ARS Bee we So NS ab Ss eos ab NUM a te Aber ce EE Ne 1 9 Folder management 2 2 2 e a e a S ei e E e 2 E Mails 2 1 The panel functions in the E Mail module ee 2 2 Views of the E Mail module 2 3 The search function o 2 4 The Quickinfos ce nee Re he duree a ag ce G A9 i EMall HOVER 2 14 ed ac a dead AE Al Bake ot bg mAh amp 2 6 Reading E Mail messages 2 7 Adding E Mail contact to address book 2 8 SHOW Source a 4 es 4 e at RU RUE ru a 29 E Mail attachments 2 10 Replying to E Mail messages 2 11 Composing new E Mails 2 12 Managing E Mail signatures
153. h the left mouse button The character is pasted into your text field at the location of your cursor 2 11 10 Copying web site contents You can copy a web pages s content to an E Mail To do so select the complete web page content by using the lt ctrl gt lt a gt key combination Copy the content to the clipboard by using the lt ctrl gt lt c gt key combination In the E Mail window paste the text by using the lt ctrl gt lt v gt key combination Note On Mac systems use the lt cmd gt key instead of lt ctrl gt Note Depending on the web page s structure some formattings might not be kept 2 11 11 Sending E Mail messages To send the E Mail message click on the icon in the Send panel section Note If there is no subject text a warning is displayed To send the E Mail with a subject enter the subject text and click OK If you do not enter a text the E Mail is sent with the subject No subject To abort the action click on Cancel 2 12 Managing E Mail signatures E Mail signatures usually consist of salutations and contact data that you need in most E Mail messages To avoid having to enter a signature by hand into every new E Mail you can automat ically add a signature to your E Mails Signatures are created deleted and managed in the webmail client s Settings subfolder The Mail folder contains a subfolder Signatures for this purpose More details are available in the Settings chapter underSection 8 11 2 Email S
154. habetically in either ascend ing or descending order Then select the contacts you want to print 3 7 2 2 Printing selected contacts 3 8 Once you have selected or sorted all contacts you wish to print using one of the above display methods click on the Print function in the Contact panel section Similar to printing individual contacts Open Xchange Server again opens a new window showing a table showing the contacts and their Phone list data that you have selected for printing The Print window also opens again where you can select the desired output device for printing When you confirm your printer selection in the Print window with OK the contact data are printed on the selected device and the window with the print data closes automatically Duplicating contacts Duplicating contacts allows you to copy contacts optionally also between different contact folders and to immediately edit the data of the copied contacts during this process With this function you can create new contacts on the basis of a contact you have already entered For the new contact you just need to change the divergent information identical information address etc can be transferred In order to duplicate contacts in your personal contact folders or in between other users shared or public contact folders provided you have the right to create objects you first need to select the desired source contact Then click on Duplicate in the Contact panel
155. having more layout options With HTML format you have various formatting options Block pre loading of externally linked images Here you can set whether or not to disable the preview of external graphics in HTML E Mails When choosing Yes external graphics are not directly displayed This setting protects your privacy when choosing No external graphics are loaded and displayed when receiving an HTML message Display emoticons as graphics Here you can determine whether emoticons will be dis played as graphics or as characters For example if you type in a smiley after having selected this option the smiley will be displayed as a graphic or as a colon followed by a round bracket Color Quoted Lines Set this option to Yes to highlight the original messages so that they are introduced with a vertical line The messages or replies will be displayed as embedded This option assumes that the Append the original mailtext to a reply option is selected 8 11 2 Email Signatures You can manage all your signatures for your E Mails in the Signature E Mail subfolder of the Settings module In the V split view the left pane of the overview window displays the list of signature The right pane shows a preview of the selected signature If you want to create a new signature go to the panel and select the Add function under Signa tures In the pop up window type in the name of your new signature in the Name field Later you will be able to select this
156. he calendar settings you can set a prede fined time interval for the reminder please refer to Default time interval for reminder Please 72 Copyright Open Xchange Inc 2009 Creating appointments note that the selected reminder is only active for the creator of this new appointment all other participating users can set different reminders for this appointment If you have activated a reminder for an appointment a reminder window will alert you of this appointment when the end of the selected period has been reached as shown in the following figure In this window you can decide whether you would like to be reminded of this appointment again after a certain period or whether this first reminder of this appointment is sufficient 4 4 5 9 Notifying participants by E Mail If you want to notify all added participants of this new appointment activate the option Notify all participants by E Mail This approach is recommended particularly when you are inviting to an appointment external participants e g from your personal contacts who do not have access to Open Xchange Server thus they would not be automatically informed about this new appointment y Notification and confirmation of appointments More information about notification of other participants as well as the possibilities for confirmation of newly created appointments is available in the Section 4 5 Confirming appointments section of this chapter 4 4 6 Se
157. he distribution list members e The E mail addresses of the distribution list members if you click on an E Mail the window for creating an E Mail opens The Attachments tab If the distribution list contains attachments following elements will be shown for each attachment e The attachment s name size and type e Icons for opening and saving the attachment Information on how to configure hovers can be found in Configuring hovers Creating Contacts You can create new contacts in your personal contact folders or in other users shared or public contact folders provided you have relevant access rights using one of the methods described below Please note that the approach for creating new distribution lists differs from the descriptions below The steps for creating new distribution lists is explained under Section 3 13 Combining contacts in distribution lists in this chapter 3 4 1 Creating new contacts in the Contacts module With the Contacts module open click on the Contacts icon in the New panel section Here it is irrelevant whether the panel is expanded in each view of the panel the icon at the top always represents the function for creating new contacts As an alternative you can open the New contact window by double clicking in the empty field below the contacts in the list or card view 34 Copyright Open Xchange Inc 2009 Creating Contacts A Creating contacts in other users public or shared
158. he panel is already expanded click on the Appointment icon in the New panel section A Target folder for new appointments Since appointments can only be managed in calendar folders your personal calendar folder Calendar folder is automatically preset to be the destination folder when you create new appointments from other modules of Open Xchange Server If you would like to save newly created appointments in other personal folders or in public or other users shared calendar folders you can choose another destination folder when you enter the data for the new appointment You can find more information about choosing a destination folder and the required access rights in the section Section 4 4 5 Entering data for a new appointment below 4 4 3 Creating a new appointment with Drag amp Drop To create a new appointment with Drag amp Drop in the E Mail module drag an E Mail from a list on a day in the mini calendar The Appointment dialog window opens and the subject of the E mail is entered in the description field To create a new appointment with Drag amp Drop in the Contacts module drag a contact on a day in the mini calendar The Appointment dialog window opens and the contact is entered as participant O Copyright Open Xchange Inc 2009 69 Creating appointments 4 4 4 Creating a new appointment from an iCal attachment You can create a new appointment from an E Mail s iCal attachment An iCal attachment can
159. header It contains the data field names A CSV file can e g be created with a spreadsheet program or a text editor Make sure that fol lowing details are considered If there are umlauts in the data fields of the CSV file it has to be utf 8 encoded The first row of the CSV file has to contain at least one of the column titles mentioned further below The column titles are case sensitive The columns can have any order at all The imported data will be assigned to the data fields of the Open Xchange Servers via the column headers The data fields are separated with commas 128 Copyright Open Xchange Inc 2009 Import If there are invalid data in a data field the respective contact will be skipped Data are invalid if e The number of characters are exceeded The table further below shows the allowed number of characters for each data field A data field has the wrong format The data fields have to have following format e All E Mail fields have to contain the character The data fields have to be in a valid format The following date formats are valid dd mm yyyy dd mm yyyy yyyy mm dd e All other data fields can contain any characters at all e It is allowed to have an empty data field The first row of the CSV file has to contain one or more of the following column headers Display name Sur name Given name Middle name Suffix Title Street home Postal code home City home State home Country hom
160. his button to include text sections into a bulleted list Ordered List You can use this button to include text sections into a numbered list Indent Outdent Unfortunately you cannot use the tab key when writing an E Mail in HTML mode As an alternative you can use the buttons Indent and Outdent to achieve the effect The former is nearly the same as pressing the Tab key The latter deletes or decreases the indentation previously added to the E Mail 4 Redo Undo These two arrows allow you to undo or redo your changes Insert edit image You can insert pictures into your text with this button Clicking on it opens a dialog box where you can enter a link to an image or browse to a picture on your local hard drive If you confirm your selection with Insert the image is pasted in the text s Insert edit link To add working Internet or E Mail addresses to your text use the In sert edit link icon Clicking on the icon opens a small window where you can enter the new address Click on the nsert button for the link to be inserted into your E Mail With the icon Unlink you can remove the link mm Insert horizontal ruler By selecting this icon you paste a horizontal line into your text field Copyright Open Xchange Inc 2009 21 Managing E Mail signatures a Insert special character Clicking on this icon opens a select window offering several special characters You insert one of these characters by clicking on it wit
161. history and possibly existing additional information are not displayed in the browser window Copyright Open Xchange Inc 2009 119 120 Copyright Open Xchange Inc 2009 Chapter 8 Settings Click on the Options icon in the settings configuration form or on the Settings icon located in the title bar of Open Xchange Server SSOP TTS al Tom Green Save ma ie 9 BABA lal Folders o M Configuration a Import Options ES Configuration Options Tags Y Start Page Common Y Language and region M E Mail a w Calendar Reload current view every 10 minutes X Preferences Theme Default amp Teams Save configuration before every logout O Yes O No Ask El M Contacts Wd Tasks Default for Quick settings a Y Show Quickinfo after Login O Yes O No Ko Show InfoBox after Login O Yes O No a iros 420084 Show MiniCalendar after Login Yes No wor Ww ft iF iss 44 27 28 29 30 31 1 2 Visual effects 45 3 4 5 6 1 89 Enable visual effects O Yes No 46 10 11 12 13 14 15 16 may be slow on old machines 47 17 18 19 20 21 22 23 48 24 25 26 27 28 29 30 Hover Delay before a hover is displayed Long Normal Short _ Toda EA Enable Portal Hover O Yes O No InfoBox Enable Calendar Hover O Yes No No unread E Mail Enable Contacts Hover O Yes No 24 39 9 77 MB Enable Tasks Hover O Yes O No File 0 17 48008 Enable E Mail Hover O Yes O No z Figure 8 1 The Settings Module 8 1
162. hments from the contact 3 4 7 Saving or discarding entries 3 5 If you want to save the new contact with all entered data click on the Save icon in the Save panel section This closes the Contact window and creates the new contact in the previously selected folder If you do not want to save the contact click on Cancel in the Windows panel section To be safe you will be asked whether you really want to discard your entries If you confirm this query with OK the Contact window closes and all entered data is discarded Editing contacts You can edit contacts in your personal contact folders or in other users shared or public contact folders provided you have relevant access rights using one of the methods described below 3 5 1 Editing contacts using the panel function Select the contact you wish to edit in any view of the Contacts module When clicking on a contact in the List view you can then scroll up and down with the keyboard key Arrow up or Arrow down to select another contact Then click on Edit in the Contacts panel section This opens the Contact window containing the same tabs as the window for creating a new contact Now you can make the desired changes to the contact for example you can update addresses or other data change associated tags add attachments to the contact or delete them etc Once you have made your change click on Save in the Save panel section to save your up dates and close the Contact wi
163. ht click in the folder in the folder tree and select the option Empty folder By default E Mails deleted like this are moved into the Custom Trash folder You can also irretrievably delete E Mails Learn more about this under Permanently remove deleted E Mails 2 19 Printing E Mails To print the content of an E Mail select the E Mail in any wanted view or open the E Mail by double clicking on it In the panel click on Print To print a list of E Mails select several E Mails in any wanted view In the panel click on Print 2 20 Marking E Mail messages with flags Flags are colored markings that you can use to mark different E Mails for better differentiation you could for example mark all business partners with a green flag all coworkers in your depart ment with a red flag and all remaining coworkers of the company with a blue flag The colorful flags enable you to recognize immediately to which type of E Mail a specific E Mail belongs Flags are displayed in all views in the List view they are shown in their own column and in the V Split and H Split views they are displayed in the title bar of the E Mail The colors of the flags do not have a predetermined meaning in Open Xchange Server Thus you can freely decide what a specific type of flag means for you 2 20 1 Marking E Mail messages with flags If you would like to mark E Mails from your personal E Mail folders or from public or other users shared E Mail folders provided
164. hts by right clicking on the folder to which you want to grant permission In the context menu click on Properties In the overview window on the right side of the portal you can see two tabs Under Overview you can see the name of the folder as well as the name of the respective module In the second tab rights already assigned to individual users are shown Here you can grant permissions to a new user To do so click the Add button in the User panel section A dialog box opens where you can select users and Add them to the existing list Click on OK to accept your selection You can now grant rights to the active user This also applies to groups In the dialog box you can select a group and assign rights to it If you want to delete a user or a group from the list activate the respective user or a group in Rights go to User in the panel and select Remove 8 8 2 What do permissions mean 8 8 2 1 Granting rights Administrator rights can be granted under Granting Permissions A user with such rights can himself grant rights If No Permissions is selected the respective user cannot grant any rights for this folder 8 8 2 2 Folder rights If you decide to give No Folder rights to a user select the corresponding function This will make the folder invisible for the other user You can still grant read and edit permissions for this folder The reason for that in is the folder structure allowing to assign rights at the folder level
165. ian Hale Henry Ironside Ron Jan de G Global address book pe connoredochoat henry_hale dochoat ron_iranside docboat jan degroot dochoat 1 EJ Kunden MI 2 1 a gt E M A a Oi AA ache A AA A A RAS IRA mt tet i ett fl hate don tnt a tht tine thm Figure 3 3 Public contact folders y Opening folders via the folder tree Since the folder tree always displays all personal folders and accessible shared folders of other users you can quickly navigate from any folder or module of Open Xchange Server to another folder Simply click on the desired folder in the folder tree This activates the appropriate module for the selected folder Email Calendar Contacts Tasks or InfoStore and displays the content of the selected folder 3 1 3 Shared contacts In addition to public contact folders all users can share their personal contact folders with spe cific other users or user groups In order to access other users shared contacts expand the entry Shared Folders in the folder tree as well as the entry for the user whose contact folder you would like to open Afterward click on one of the contact folders this user has shared with you Similar to accessing public contact folders the Contacts module opens and displays the content of the selected contact folder Tom Green New Contacts View Flag Search Linking a a kol B ww amp E LA Edit E Duplicate Cards k a g Start a Delete Ej Move Phone list a 3 Clear g C
166. ic folders 3 1 2 Public contacts Among the public contacts you will find all internal and external employees of your organization who are registered as users of Open Xchange Server In addition the administrator as well as other users provided they have suitable access rights can create further public contact folders for common use in the company This improves teamwork and helps avoid duplication of data In order to access public contact folders and their contents contacts and distribution lists you expand the public folders entry in the folder tree and then click on the contact folder that you would like to open in the Contacts module for example the Global address book folder holding all users of Open Xchange Server as shown in the following figure 28 Copyright Open Xchange Inc 2009 Contact types and access ae Logout Tom Green New Contacts View Flag Search Linking X Ga a E Duplicate Cards k a g Stat F 092800 SE z i a o E D Delete Ex Move Phone list A y Close Folders E 2 Clear E 4 Al gt Print 5 Copy Detail r s A E Mail 219 P y Cance E Inbox x YE Calendar Public folders Global address book E El Contacts E Family and Friends admin admin Green Tom Huntley Claire Jameson Aaron 123 tom_green dochoat claire_huntley docboat aaron_jameson dochoat A Motorcycle club B E Red Cross local chapte k Tasks E B Public folders d Connor Br
167. ignatures When you are writing an E Mail you can select the desired signature via a select list If you do not want to insert a signature select No signature 2 13 Append vCard To display the checkbox Append vCard activate the Options field in the panel section View To append a vcard to your E Mail activate Append vcard The vcard includes your contact data as entered in the global address book Further information on the address book can be found in Section 3 1 2 Public contacts 2 14 Forwarding E Mails If you want to send a specific E Mail from your inbox to somebody else use the Forward panel function for this purpose Select the desired E Mail and click on the forwarding function This opens a window where you can enter the recipient Follow the same procedure as during writing and sending of a new E Mail As an alternative you can also activate the function Forward via the context menu If you want to forward several E Mails at once you can mark the wanted E Mails and then click on Forward The E Mails are sent as attachments in a new E Mail 22 O Copyright Open Xchange Inc 2009 E Mail status 2 15 E Mail status You can change the status of an E Mail in the panel For this click on Mark as This opens a select list with several options For instance if you want to mark an E Mail which you have already read as unread select the option Unread This causes the E Mail to be displayed in bold again You
168. il addresses entered in the BCC field are hidden from the other recipients This is a so called Blind Carbon Copy In this field you can enter the E Mail addresses of people to whom you want to send a copy of the current E Mail for information If you want to enter multiple E Mail address es you have to separate them by commas Recipients entered into the BCC line are not visible to the recipients in the To and CC fields You can search for E Mail addresses by clicking on the BCC button This opens a dialog box with a Search field Enter the name of the user who is supposed to receive a Blind Carbon Copy of the E Mail or the initial letters and start the search via Go The field underneath shows a listing of the search results Select the desired recipient with a left click and then click on Add To With OK you accept the selection and close the window 2 11 4 E Mail attachments Via the Attachment panel section you can add attachments to your E Mail In order to insert an attachment click on the Add function This opens a dialog box where you can select a file from your folder structure via the Browse button The file to be attached are added to the list with Add Once you have made your choice confirm and save it with OK If you want to cancel the selection and close the window click on Cancel 2 11 5 Priority To display the checkbox Priority activate the Options field in the panel section View Via the Priority select list you can assign a pri
169. ing the default view of the Contacts module under Section 8 13 Contacts Module Options in the Settings chapter 3 2 2 Cards view In the Cards view you see the contacts from the selected folder in a tabular display You will see the first and last name the type of contact the associated flags and the marking as private contact in the title of the card as well as the business address the business phone number and the business E Mail address for distribution lists you will only see the name and the associated flags 3 2 2 1 Filtering contacts In this view you can again use the quick filter bar to filter the displayed contacts and limit your search for specific contacts y Quick filter bar In the Phone list and Cards views quick filter bars allow to filter the displayed contacts via the first letter of the contacts last names or the names of the distribution lists either ac cording to the first letter A to Z filters according to numbers 123 filter or according to special characters filter You can turn a filter off again by clicking on the function All in the quick filter bar 3 2 3 Details view Contacts In the Detail view you can see a two tab display of all data as well as attachments of a contact previously selected in the Phone list or Cards view detail views of distribution lists differ from detail views of individual contacts and are described under Section 3 2 4 Details view distribution lists
170. isplayed next to the cursor This icon indicates your moving permissions You can move E Mails only into your E Mail folders If for instance you try to move E Mails into a contact folder a red icon is displayed next to the cursor This icon indicates that this operation cannot be performed A green icon on the other hand symbolizes that the operation is possible 2 17 Marking E Mail messages as spam or ham To mark E Mails as spam select one or more E Mails and click on the panel function Spam As an alternative the fuction Spam can also be activated from the context menu The E Mails will be moved to the Spam folder To undo your action select one or more E Mails in the Spam folder and click on the panel function Ham You can also activate the Ham function in the context menu The E Mails will be moved to the Inbox folder Note The Ham function moves the E Mails back to the Inbox folder even if the E Mails were copied to other folders before being marked as spam Copyright Open Xchange Inc 2009 23 Deleting E Mail messages 2 18 Deleting E Mail messages If you want to delete an E Mail select the desired E Mail and click on the Delete panel function You can also delete selected E Mails with the Del key or via the context menu The deleted E Mails will be crossed out in the list view Additionally the E Mails will be marked as deleted by a respective symbol To delete the complete content of an E Mail folder rig
171. king appointments with flags 83 4 11 Searching for appointments 84 5 Tasks 87 5 1 Task types and access eo ee Oo ee ee RU A PT at 87 RS A Cm er Ce TER ayy we nt hr od Sake ON el 89 5 3 TASKS DOVER dre ab EH ace R HE RARE a 92 5 4 r Ofeatine tasks ro Ob hw LUN o a A ee MUR 2 Oo ao 92 5 57 EdE AKS Ses us fe ghd A Rae fed A 3 a 99 5 65 Deleting tasks ne 60 3 4 a A a BAS es Se DNS e eo e a 100 5 2 Printing taksi ws 5 Lite ae he te p Teda he te an aille Be poral ae Us hme pes Meet 100 5 82 MOVING TASKS 42 ble a subie ete ais alee te eae le a4 101 595 Duplicating tasks a Ups ae Be eh So BEEN ee ae T 102 5 10 Marking tasks with flags a 103 5 11 Searching for tasks s dOr poa e a 104 6 InfoStore 105 6 1 Opening InfoStores cua Sek a ce Le OS ce ee Me et met 4 Ni 105 6 2 InfoStore Views 105 6 3 InfoStore hover 106 6 4 Creating InfoStore objects 107 6 5 Editing InfoStore objects a 107 6 6 Deleting InfoStore objects 108 6 7 Printing Infoltems 109 6 8 Moving Infoltems
172. l module and set flags More details on flags can be found in Section 2 20 Marking E Mail messages with flags Furthermore there is also a search function By clicking on the small arrow in the upper right hand corner you can activate the Show QuickInfo option In the following sections we will discuss the individual functions in more detail 2 2 Views of the E Mail module When you select the E Mail icon the overview window on the right opens the E Mail module in the H Split view In the panel you can switch the display mode for the E Mail module Select for this one of the functions in the View section O Copyright Open Xchange Inc 2009 13 Views of the E Mail module When viewing a HTML E Mail with links to external graphics those graphics are not displayed by default This is to protect your privacy Above the Subject field a respective warning is displayed To display the graphics click on Load graphics Information on how to configure this setting can be found in Block pre loading of externally linked images If there is a suspect E Mail that is a potential phishing mail with fraudulent content a warning will be displayed above the E Mail header The title bar of the overview window displays the current path to the folder you selected in the folder tree You can navigate in the path by clicking on the underlined parts of the path The path is followed by the parenthesized number of E Mails in the current E Mail fol
173. lder 6 7 Printing Infoltems In order to print the data of individual Infoltems or Infoltem list views in your personal InfoStore folders public or other users shared InfoStore folders you can use one of the methods described below 6 7 1 Printing individual Infoltems In order to print individual Infoltems with their data display the desired Infoltem in the Detail view and then click on Print in the Infoltem panel section Copyright Open Xchange Inc 2009 109 Moving Infoltems Open Xchange Server opens a new print optimized window showing the printable data of the selected Infoltem At the same time the Print window opens where you can select the desired output device for printing Once you have confirmed your printer selection with OK in the Print window the data of the Infoltem are printed on the selected device and the window with the print data is automatically closed 6 7 2 Printing lists of Infoltems Printing lists of several Infoltems is only possible from the List view Only selected Infoltems will be printed 6 7 2 1 Selecting and sorting Infoltems for printing In order to print lists of Infoltems switch to the List view for the relevant InfoStore folder Select the Infoltems to be printed using the method described below Filtering of the Infoltems to be printed using the Search function gt use the Search panel function to limit the range of displayed Infoltems and thus the contents of the list
174. lder that was open when you created the new appointment When you create new appointments from a public or another user s shared calendar folder for which you have not been granted the right to create objects gt your personal calendar folder Calendar folder When you create new appointments from another module of Open Xchange Server as for example Email Tasks etc gt your personal calendar folder Calendar folder Please note during your selection that appointments can only be saved in calendar folders and that you need the right to create objects for public or other users shared calendar folders in order to be able to save appointments there Hence the select list displays only as destination folders those calendar folders for which you have been granted this right 4 4 5 7 Configuring the display type of the appointment In order to set the display type of the new appointment reserved temporary absent on business or free click in the window on the Display as option and then select the desired entry from the list The display type you select for the appointment will be represented by color bars in the Calendar Team and Detail views More information about this is available under Section 4 2 Calendar views and time ranges in this chapter 4 4 5 8 Activating reminders If you would like to be reminded of the appointment you can select from the Reminder list when you wish to be reminded of this appointment In t
175. lders If delete rights were not granted to you the Delete function in the Panel is deactivated and it is therefore impossible for you to delete contacts from this contact folder If you delete individual contacts that were included in one or several distribution lists the deleted contacts are not automatically deleted from the relevant distribution list s If you would like to also remove deleted contacts from the distribution lists open the distribution list s for editing and then delete the relevant contact s from the distribution list s 3 7 Printing contacts You can print data from individual contacts or overview listings of the contacts in your personal contact folders or in other users shared or public contact folders using one of the methods de scribed below 3 7 1 Printing individual contacts When you print individual contacts all fields of the contact that contain data are printed re gardless in which of the tabs Business Personal Additional these fields are managed Empty fields are not printed out In order to print individual contacts as well as their data display the desired contact in the Detail view and then click on Print in the Contacts panel section Open Xchange Server opens a new window in which the data of the previously selected contact are displayed in a print optimized form At the same time the Print window opens where you can select the desired output device for printing When you confirm you
176. lecting participants and resources for the new appointment In the Participants tab you specify all participants and resources for the appointment resources are physical supplies and devices conference rooms vehicles presentation media etc as well as specific participants who are crucial for conducting the meeting The creator of the appointment is always listed as the first participant In order to add further participants and or resources to the new appointment click on the Add Participant function in the Participant panel section This function opens the window Select participants and re sources where you can select the participants and resources to be added as described below 4 4 6 1 Adding internal participants and resources In order to add registered users of Open Xchange Server as internal participants and or re sources you first need to make sure that the Global address book is selected as the contact folder Then enter the names of the participants or resources to be added or wildcards the characters or or combinations of parts of the names and wilcards into the Search field and click on Go You can use wildcards in the following ways among others for defining the search criterion in the window Select participants and resources you can ignore capitalization here me or me gt all registered users and resources from the contact folder Global address book whose first or last name or whose label contains the
177. lete a resource 1 Select a resource in the left side of the overview window 2 the panel section Resources click on Delete 3 In the pop up window Delete resource click on Yes Result The resource is deleted How to exit the resource management functions In the module bar click on another button 8 3 Import Appointments tasks and contacts created with other applications can be imported This has the following advantages e Importing is faster than manually re entering the data e Transfer errors are avoided 8 3 1 Supported file types Following file types are supported e ICAL e VCARD e CSV Files of the type ICAL serve the standardized exchange of calendar data like appointments and tasks The standard name extension is ics Files of the type VCard serve the standardized exchange of contact data as electronic business card The standard name extension is vcf Files of the type CSV serve the exchange of text data in table form Contact data can be imported from a CSV file The standard name extension is csv 8 3 2 Importing appointments and tasks 8 3 2 1 Supported iCal objects The Open Xchange Server supports most of the iCal objects A description of all iCal objects can be found in the document RFC2445 http tools ietf org html rfc2445 In the following table you can see which iCal objects are supported by the Open Xchange Server when being imported as appointment or task The details in the appoin
178. lists 45 Document access 117 Document area 115 Document server 115 Documents 105 Drag amp drop function 3 9 Drop down field 135 Dynamic fields 31 E E Mail 13 account name 25 address BCC 19 CC 19 to 18 append vcard 22 attachments 16 19 compose 17 copy 23 copying web site contents 22 delete 24 delivery receipt 19 draft 20 folder drafts 25 INBOX 25 others 26 Sent objects 25 trash 26 folder overview 25 forward 22 hover 15 HTML editor 20 list view 14 mark as 23 move 23 Copyright Open Xchange Inc 2009 155 overview 26 panel 13 print 24 priorities high 19 low 19 normal 19 priority 19 recipient 17 reply 17 search function 15 sender 14 settings 142 show source 16 signatures 22 status 23 v split 14 view h split 14 views 13 write 17 E mail mark as spam mark as ham 23 E Mail accounts 145 E Mail addresses 143 E Mail as attachment 143 E Mail font 144 E Mail font size 144 E Mail server 4 E Mails read 16 Edit rights 108 138 E Mails writing 13 17 Emoticons 144 Encoding 4 116 Encryption 3 Enterprise structure 1 Error message 5 108 Expand 5 Export 134 appointments and tasks 135 contacts 134 External access 3 External documents 74 External graphics 144 F File format BMP 37 GIF 37 JPG 37 PNG 37 Filter 147 Folder settings 151 share 152 types private 139 public 139 151 shared 139 151 Fold
179. ll other functions by clicking on the small arrow located under the displayed functions Clicking the arrow will expand the panel Depending on the number of functions more or fewer clicks will be necessary The panel replaces the menu bar and thus the complicated search and navigation through a menu 8 O Copyright Open Xchange Inc 2009 The Panel SS DL Logout New Quick Settings aa v Show InfoBox Show QuickInfo v Show MiniCalendar Figure 1 5 Panel functions 1 5 1 Icons for creating objects In the upper right section of the window you can compose new E Mails in the New section by clicking on the Email icon The arrow located below the icons provides you with further options Additionally here you can open a dialog window that allows you to create distribution lists 1 5 2 Drag and drop You can make your daily work much more efficient by using the drag and drop function By drawing the mouse you can for instance quickly and easily move appointments in the calendar or move E Mails into other folders etc If you consistently use this function your everyday work can be organized very easily and you can again concentrate on the essentials 1 5 3 Context menu In the modules E mail Appointments Contacts Tasks and InfoStore the most important functions can also be accessed via the context menu To open the context menu select one or more objects and right click on on
180. ll shared and public actions and data pertaining to them start date end date status importance members etc For further information please refer to Chapter 5 Tasks Copyright Open Xchange Inc 2009 7 Folder structure 1 3 6 The InfoStore module A click on the InfoStore icon takes you to the InfoStore list view In the InfoStore module you can make your own documents contributions or bookmarks available for your colleagues or benefit from the knowledge of others For further information refer to Chapter 6 InfoStore 1 4 Folder structure Below the module s title bar you can see a folder structure providing an overview of the Open Xchange folders content If you want to have a better overview and sort your contacts appoint ments and tasks by certain aspects create a subfolder under each folder An example is shown in the figure below Tom Green 22 BAONR Folders amp Tom Green E E Mail E 7 Calendar g Contacts Y Tasks Public folders Sy Shared folders 0 Infostore Figure 1 4 Folder Structure Detailed information on folder management as well as access rights management is provided in the chapter Settings in section Section 8 8 Permissions Management 1 5 The Panel In the panel you will find all central functions available in each module The panel is located below the title bar From the panel you can always access all important functions directly You can view a
181. lose olders gt E Motorcycle club Allam Print Copy Detail P A Red Cross local chapte p nee E E Tasks a Public folders Shared folders Solveigh Schmidti Kontakte 8 amp Shared folders Andreas Andreas Droste Heike Ludwig Andreas Reichel Birgit P a J Brian Connor Fleetweg 9 Reinartzstr 19 Fleetweg 9 Holsteiner Ring 44 46 A a a Solveigh Schmidt 4 a Kiel Schleswig Holstein 24103 Kassel Hessen 34125 Kiel Schleswig Holstein 24103 Hamburg Hamburg 20459 c 1 0431 501955 46 0561 802 5022 0431 501955 46 040 9999330 D Aufgaben al addex com heike droste tu kassel de al addex com breichel bethesda hh de E igs El Appelt Silvia P EJ Kleinewefers Richard y Marketing E Ricosta Enrico S Timo Meier Oderufer 6 Angerstr 24b Amselweg 57 1 EL Infostore wi Dresden Sachsen 01309 Magdeburg Sachsen Anhalt 39104 Bielefeld NRW 33603 J lt 1 gt 0351 66079 50 0391 332027 0521 720840 34 i silvia_appelt kus de richardk gmx net enrico pedda it M na ana ett tt A AAA o em he tl tt oh an ste tante dom tein tlh Figure 3 4 Shared contact folders i Public and shared contact folders Thanks to the flexible folder structure of Open Xchange Server you can access and manage your personal contacts and also public contacts as well as other users contact folders that Copyright Open Xchange Inc 2009 29 Contacts Views were shared with you Depending on your acc
182. lows you to see immediately which persons have already confirmed their par ticipation in the task who has accepted tentatively who has refused and from whom a relevant response is still required If the participants have added a comment to their response you can see it in the Comment column 5 2 2 5 Attachments tab Attachments are external files for example text documents with task specifications spreadsheets with part lists images etc that can be saved along with the task data and are thus directly asso ciated with the task Section Section 5 4 6 Adding attachments to tasks in this chapter describes how you can associate attachments with a task The Attachments tab lists all available attachments that are associated with the selected task The tabular display of the attachments shows the filenames of the associated documents their mime type as well as the file size in KB 5 2 2 6 Opening or saving attachments from tasks If you want to open an attachment of the displayed task or save it to a file you can do this via the functions Open or Save as in the Attachment panel section Select the desired attachment from the list and then click on the appropriate function in the Panel An attachment is opened using the appropriate application Spreadsheets are opened with your spreadsheet program while text documents open in your word processing application The same is true for other file types of course This browser behavior c
183. m InfoStore objects in public or other users shared InfoStore folders 6 12 Search function With the search function in the panel you can search for specific objects or for specific words in the objects The search allows using wildcards an asterisk can stand for arbitrarily many 112 Copyright Open Xchange Inc 2009 Search function characters and the question mark stands for exactly one character If you want to enter a new search string you can remove the old one from the input field using the Clear button Copyright Open Xchange Inc 2009 113 114 Copyright Open Xchange Inc 2009 Chapter 7 WebDAV Scenario Access to the Document Server 7 1 Accessing the Document Server under Linux 7 1 1 Linux Step 1 Open KDE Konqueror from the Start menu of your Linux desktop client 7 1 2 Linux Step 2 Enter the following address in the Location field webdav lt adresse gt servlet webdav infostore where lt address gt needs to be replaced by the IP address or URL of the Open Xchange Server 7 1 3 Linux Step 3 Now you have to enter your user name and your password Please use the same login parameters you use for the Open Xchange web interface 7 1 4 Linux Step 4 After successfully logging in you can use your browser to access the document section of Open Xchange Server A Delete an entry in the browser When you delete a file entry in the browser you will delete all versi
184. managing groups 1 In the module bar click on Configuration 2 In the folder tree click on Administration 3 In the folder tree below the entry Administration click on Groups Result The group management functions are displayed in the panel The left pane of the overview window displays the existing groups and the right pane displays the properties of the selected groups How to create a new group 1 In the panel section Groups click on New 2 On the right side of the overview window enter the group name 3 Enter the display name of the group 4 In the panel click on Save Result The new group is displayed in the right side of the overview window It does not contain any members yet How to add members to a group 1 In the left side of the overview window select a group 2 In the panel section Members click on Add The dialog window Select members opens 3 Add members 4 In the dialog window click on OK 5 In the panel click on Save 122 Copyright Open Xchange Inc 2009 Administration How to remove members from a group 1 Select a group in the left side of the overview window 2 Select a member of the group in the right side of the overview window 3 In the panel section Members click on Remove 4 Click on the panel entry Save Result The member is removed from the group How to delete a group 1 Select a group in the left side of the overview window 2 In the panel section Groups
185. mwork and project work place higher demands on communication and coordination of the involved parties The optimal company organization plays a central role for communication and information flow both for enterprise internal processes as well as for the collaboration with customers suppliers or business partners It is vital to avoid breaks in communication structures to close information gaps and to accelerate the flow of information 1 2 What can Groupware do for You Groupware solutions such as Open Xchange Server can help you better and quicker coordinate spatially distributed employees by allocating tasks or by supplying the compulsory appointment calendar The new version of Open Xchange Server represents an absolutely new groupware concept The individual functions are not controlled via menus anymore Instead the panel shows the most important functions in every module at one glance All functions that are used less often are accessible via a single click because the panel is expandable Thus you can pull up all functions with just a few clicks no more awkward searching the menu bars for the functions you need which would take two clicks in each case The introduction of the panel means increased ease of use and better overview With InfoStore the central information pool of Open Xchange Server information can be retrieved or made accessible to others at any time Thanks to the version control of InfoStore no informa tion gets
186. n Xchange Inc 2009 75 Creating appointments Save Window X al Cancel Appointment TA Appointment amp Participants 5 Attachrr a Availability Date 09 13 2007 mp From gt Until Check Use for appointment J Check for Resources Participants Show Team Members Show nm 4 09 13 2007 Participants 4 11 AM 12 PM 01 PM 02PM 03 PM 04 PM 05 PM 06 PM 07 PM 08 PM 09PM 10 PM 11 PM 12 S TomGreen ee a Brian Connor a David Mercer a Bob Jefferson 3 Betty Kirk eR A A A Figure 4 15 Using the availability for an appointment 4 4 9 Saving your entries In order to save the new appointment with all supplied data click on the Save icon in the Save panel section This closes the Appointment window the new appointment is created in the previously selected folder and the events described below are triggered 4 4 9 1 Checking for conflicts When you save a new appointment Open Xchange Server checks whether this appointment conflicts with others that are scheduled for the same time This is the case if you or other partic pants already have other obligations that prevent participation in this appointment If there is a conflict you receive a relevant warning message and can decide whether to ignore the appointment conflicts or cancel out of this warning message If you Ignore the displayed appointment conflicts the new appointment is created regardless of existing appointments and the Appointment
187. n about the usage of task series under Section 5 4 Creating tasks in this chapter 5 1 1 Personal Tasks When you open the Tasks module via the Tasks icon in the module bar you always see your personal tasks individual tasks and task series from the Tasks folder Alternatively you can also open the Tasks folder directly via the folder tree by clicking on this folder in the folder tree If you have created additional task folders within your personal folders in order to effectively manage many tasks from different categories see the example below you can access these task folders only via the folder tree Copyright Open Xchange Inc 2009 87 Task types and access Tom Green New Task View Confirmation Flag Search Linking gt I A B wp g a 4 Edit HSplit J Change k a dy Stat us z E Delete List p la Close Folders 2 Clear i Print y Goto 5 amp Tom Green ood E Move p ee E E Mail x x E YE Calendar B Private folders Tasks g Contacts E Tasks Subject Priority Start date Due date a finished Flag g Di tati PO Quote for WLAN Installation costs sad 01 29 2007 01 30 2007 75 e Y Documentation Tant Y Preparing BMS prasantation oO 04 31 2007 02 02 2007 400 a O Public folders E Designing new business cards ol 02 05 2007 02 09 2007 r a amp Shared folders Design review oo 02 08 2007 02 09 2007 a Infostore e Preparation of 2006 taxes declaration
188. n the Remove panel function to remove the signature 8 11 3 Additional E Mail accounts If you use additional E mail accounts besides your Open Xchange E Mail account you can access those E Mail accounts from the user interface of the Open Xchange Server by setting up addi tional E Mail accounts There are following possibilities e Set up a new E Mail account e Edit the settings of an E Mail account e delete an E Mail account To set up a new E Mail account you need the following data e Your E Mail address e Your credentials username and password for this E Mail account e The address and port number of the incoming mail server e The address and port number of the outgoing mail server The incoming and outgoing mail server data are normally provided on the provider s web site e g search for the terms POP IMAP or Configure E Mail client O Copyright Open Xchange Inc 2009 145 Email module options E Mail accounts are set up and edited in the Options module How to switch to the options for setting up and editing E Mail accounts 1 In the module bar click Options 2 In the folder tree below E Mail click Accounts Result The overview window displays the available E Mail accounts The left pane with the header Account name displays the existing E Mail accounts The right pane with the header Account settings displays the settings of an E Mail account How to create a new E Mail account In the New panel sec
189. nction opens the Appointment window that includes the same tabs as the window for creating a new appointment Now you can make the desired modifications of the appointment e g updating the start end or other dates changing associated tags adding attachments to the appointment or removing them etc When you have made your changes click on Save in the Save panel section to save your updates and close the Appointment window 4 6 2 Editing appointments by double click or via context menu Alternatively to using the Edit panel function you can also double click on appointments you wish to change in the List view and the Calendar view for any time range or activate the function 78 Copyright Open Xchange Inc 2009 Editing appointments Edit in the context menu In the case of appointment series this method also first triggers a query about the element to be edited the appointment series as a whole or only the selected instance of the appointment series Then it opens the Appointment window where you can make the desired changes as described above 4 6 3 Changing appointment titles To only change the title of an appointment select the appointment in any calendar view and click on the appointment title A text cursor will be shown Edit the title and then click Return 4 6 4 Editing appointments by drag and drop In the Calendar view in all time ranges you can move appointments for the displayed day in time via drag an
190. nding external contacts and entering their contact data to the distribution list by clicking on OK in the Custom form window If you would like to discard your selection click on Cancel After you confirm your choice with OK the distribution list table shows the newly added external contacts as well as their E Mail addresses If you do not want to insert any other contacts to your distribution list end the process of cre ating the new distribution list and save your inputs using the Save icon in the Save panel section 48 Copyright Open Xchange Inc 2009 Editing deleting printing distribu tion lists 3 15 Editing deleting printing distribution lists Since distribution lists are merely a special form of contacts you can edit delete and print dis tribution lists just like you would do for individual contacts You will find relevant information about these procedures in the sections Section 3 5 Editing contacts Section 3 6 Deleting contacts and Section 3 7 Printing contacts of this chapter 3 16 Duplicating moving copying distribution lists The same is true for duplicating moving and copying distribution lists all relevant information about these procedures is described in the sections Section 3 8 Duplicating contacts Section 3 9 Moving contacts and Section 3 10 Copying contacts of this chapter Copyright Open Xchange Inc 2009 49 50 Copyright O
191. ndow 3 5 2 Editing contacts with a double click 3 6 As an alternative to using the Edit panel function you can also double click on contacts to be changed in the Phone list and Cards views This also opens the Contact window where you can make the desired updates as described above Deleting contacts In order to delete contacts from your personal contact folders or from other users public or shared contact folders provided you have delete rights select the contacts to be deleted in the Phone list or Cards view holding the Ctrl key for non adjacent multi selections or the Shift key for adjacent multi selections If you want to delete only one individual contact you can also do this in the Detail view After you have selected all contacts you wish to delete click on Delete in the Contacts panel section To be safe you will be asked whether you really want to delete these contacts If you confirm this check with OK all previously selected contacts are irretrievably deleted including all data and attachments if any In the Phone list view you can also delete the selected contacts with the Del key Copyright Open Xchange Inc 2009 39 Printing contacts In the Phone list or Address Card view you can also activate the function Delete via the context menu ul Deleting contacts If you want to delete contacts from other users public or shared contact folders you need delete rights for the objects of these fo
192. nel section This removes your previously entered search criterion from the Search field as well as the resulting filtering of the displayed appointments Please note that no time range is selected for the display after resetting the search criterion If you would like to limit the display of appointments again to one of the predefined time ranges day week etc click on the relevant function in the Time range panel section Copyright Open Xchange Inc 2009 85 86 Copyright Open Xchange Inc 2009 Chapter 5 Tasks The Tasks module allows you to administer tasks personal public and those shared by other users as well as the corresponding data start and due date status priority participants and resources etc You can associate several attachments with your tasks and search for specific tasks using various criteria SSN Logout JM Tom Green New Task View Confirmation Flag Search Linking A a kea D a amp fe Edit HSplit Change k a 3 Start 5 Delete List Close Folders a o A r XA Clear 4 gt Print r W Got amp Tom Green am EL Move P ance B A E Mail z x v El FA Calendar Private folders Tasks ii E Contacts e D ee Subject Priority Start date Due date a finished Flag m A blic fold Quote for WLAN Installation costs sad 01 29 2007 01 30 2007 75 A ublic folders Y Preparing BMS presentatio a 04 24 2007 92 02 2007 ag Tay Shared
193. new task When you create new tasks from a public or another user s shared tasks folder to which have been granted the right to create objects gt the public or shared tasks folder that was open when you created the new task When you create new tasks from a public or another user s shared tasks folder to which you have not been granted folder rights gt your personal tasks folder Tasks folder When you create new tasks from another module of Open Xchange Server e g Email Calen dar etc gt your personal tasks folder Tasks folder Please note during your selection that new tasks can only be saved in tasks folders and that you need the right to create objects for public or other users shared tasks folders in order to be able to save tasks there Hence the select list displays only as destination folders those tasks folders for which you have been granted this right 5 4 3 8 Activating reminders If you would like to be reminded of tasks you can set via the Reminder field when you wish to be reminded of the new task Please note that a due date is required for setting a reminder and that the selected reminder is always only active for the creator of this new task all other internal participants separately set their own reminders for this task If you have activated a reminder for a task a reminder window will alert you of this task when the end of the selected period has been reached In this window you can decide whether yo
194. ng functions are accessible from the module panes Clicking on the title bar of a module pane opens the respective module Copyright Open Xchange Inc 2009 The content area e Clicking on a module pane entry opens the respective module and shows the entry in the detail view If you move the mouse pointer over a module pane entry a hover is shown after a short delay Information on hovers can be found in Section 1 6 2 Hover The module panes can be customized e You can change the width of a module pane To do so use the drag point between the module panes e You can change the position of the module panes To move a module pane click on the Move icon and drag the pane to the wanted position As you move the mouse you will see the layout changes To finish release the mouse button e You can determine which module panes to display and the number of elements to be displayed in a module pane For more information please read the Options chapter e You can integrate UWA modules in module panes An UWA module dynamically displays infor mation from the internet like your local weather forecast Information on how to set up and display UWA modules can be found in Section 8 10 2 UWA Modules 1 6 2 Hover A ALO ETA Tom Green New Quick Settings Han DR 4 Y Show InfoBox Show Quickinfo Folders v Show MiniCalendar E amp Tom Green ala E Mail 7
195. nt option on the other hand will make sure that the forwarded message will be received as an attachment Format message as Here you can select the formatting options for your E Mail messages You have a choice between HTML Plain text and HTML and plain text If you allow HTML formatted messages a HTML editor will be visible when composing a new E Mail message If you activate Plain text the HTML editor will not be visible Copyright Open Xchange Inc 2009 143 Email module options Default E Mail font Here you can set the default font to be used for the HTML E Mail text Default E Mail font size Here you can set the default font size to be used for the HTML E Mail text Line wrap after Here you can determine after how many characters a line break will be inserted To do so enter the desired number in the text field By default the line break is in serted after 80 characters Standard sender address Choose a standard E Mail address as sender address when composing an E Mail Auto save E Mail draft Here you can set the interval for auto saving the currently composed E Mail message in the Drafts folder To disable the auto save function choose the setting disable Display tab Allow HTML formatted messages Here you determine whether or not you want to display HTML messages In terms of bandwidth HTML messages have a high impact and can be a high security risk as they can contain dangerous scripts The advantage is in
196. nteeing the requisite privacy of these appointments EM QM Logout OX Modules Tom Green New Calendar View Timerange Teammember Flag Linking X ay 3 ke D Co amp Day 2 Add a J List Workweek ss r Folders 3 EI amp Tom Green a Calendar amp Choose Team 2 E Mail y a Team amp Add Team F2 Calendar fas TE Birthdays TE Holidays E SpecialAppointments z 5 Contacts Monday 08 27 2007 gt a E Tasks Team member 12 00 01 00 02 00 03 00 04 00 05 00 06 00 07 00 08 00 09 00 10 00 11 00 12 00 01 00 02 00 03 00 04 00 Q La My Infostore Folder 3 Bill Keens P Public Folders Ty Shared Folders E Infostore 3 Irene Murphy 3 Brian Connor P Presentation Figure 4 12 Appointments in the Team view day range If you would like to see the appointments from a preceding or following day without leaving the Day time range click on one of the navigation arrows in the date area 4 2 7 3 Team view work week range If the Team view is set to the Work week range it shows the appointments of the selected users for the selected work week in form of a bar whose color indicates the appointment display type reserved free etc In order to see the start and end time of an appointment you can open a window with additional information as in the calendar views by hovering with your cursor over an appointment Copyright Open Xchange In
197. nternet Explorer 8 Firefox 2 SeaMonkey 1 Safari 3 1 1 5 3 Additional requirements 1 6 Cookies must be activated JavaScript must be activated Popup windows must be allowed It is also important to know that all page information shown in the browser is always newly generated by the application server Hence it is absolutely necessary that the browser s navigation elements are not used because the latter may show only stale data from the browser internal cache While the back button is useful for quickly pulling up information from the previous page it should not be used if you directly enter new information Within the groupware it is better to exclusively rely on the GUI of Open Xchange Server with its own navigation elements Security Security certainly plays a dominant role in your company With Open Xchange Server you have decided on the right solution The security aspect becomes especially important when you communicate with your colleagues partners and customers via the Internet However security Copyright Open Xchange Inc 2009 Working with the Groupware is above all a question of the client side With PCs on the client side widespread e mail clients and groupware clients rich clients in particular pose a known security problem Also web servers that do not like Apache build on a relatively safe Linux platform represent a known weak spot that an attacker can possibly use to gain access to the
198. o InfoStore you must have enough free storage capacity on the server If the storage space assigned to you is used up you cannot save any further attachments from appointments into InfoStore The InfoBox on the Start page of Open Xchange Server provides information about your currently available storage space 4 2 9 Mini calendar The mini calendar is a display and navigation tool allowing you to determine at a glance on which days of a selected month you have appointments and you can directly display the relevant ap pointments Upon login to Open Xchange Server the mini calendar always shows the current month The column to the left of the weekdays shows the calendar weeks of the displayed month The current day today is shown in a box if the current day is also the most recently selected day this day is additionally shown with a gray background 66 Copyright Open Xchange Inc 2009 Calendar views and time ranges All days with at least 1 appointment for you are shown in bold regardless of which calendar folder these appointments are saved in 4 2 9 1 Appointment display via the mini calendar If you would like to see appointments for specific days or weeks the mini calendar offers several ways to do this If you click on a day the calendar day view of this day is automatically activated and the selected day is shown with a gray background in the mini calendar If you click on a calendar week the calendar week vi
199. o the original view The Participants tab contains e The names of the participants and their confirmation status If a participant accepted the appointment the name will be displayed in green If the participant refused the appointment the name will be displayed in red e An icon for changing the status The Attachments tab The numbers in brackets indicate the number of attachments If the appointment contains attachments following elements will be shown for each attachment The attachment s name size and type e Icons for opening and saving the attachment The Others tab contains The folder the appointment is saved in e The tags that have been added to the appopintment The name of the person who created or changed the appointment Information on how to configure hovers can be found in Configuring hovers Creating appointments In order to create new appointments in your personal calendar folders public or other users shared calendar folders provided you have appropriate access rights you can use one of the methods described below 4 4 1 Creating new appointments in the calendar module If the Calendar module is open click on the Appointment icon in the New panel section Here it is irrelevant whether or not the panel is already expanded in every view of the panels the icon for creating new appointments is always displayed at the top 68 Copyright Open Xchange Inc 2009 Creating appointments
200. o the same time range that was active when you left the Calendar module either the List Calendar or the Team view This is also the case when you left the Calendar module from a Detail view 4 2 11 Defining the default view You can specify which view and time range should initially be opened in the Calendar module as the standard view after you log in to Open Xchange Server the following views are available to you e List view day work week month or week time range e Calendar view day work week month or week time range O Copyright Open Xchange Inc 2009 67 Calendar Hover 4 3 4 4 e Team view day or work week time range More information about defining the standard view of the Calendar module is available under Section 8 12 Calendar module options in the Settings chapter Calendar Hover Hovers are available in the list and calendar view in all ranges Information on how to use hovers can be found in Section 1 6 2 Hover A hover contains following tabs The General tab contains The calendar module icon The appointment s description and location The icons for private appointments series and group appointments The appointment s start and end The name of the appointment s creator The comment for the appointment Depending on the length of the comment the hover only displays the first lines When clicking on the text further lines will be displayed A second click switches back t
201. oO 02 12 2007 02 14 2007 E BMS presentation evaluation aa 02 14 2007 02 14 2007 AA pa oase anor oaar anos y Overview Participants 1 Attachments 0 Links o DAI A NI mo them N ttt nie io om ti ea tn A Figure 5 2 Personal task folders cae i Creating additional folders The flexible folder structure of Open Xchange Server allows you to create further task folders in your personal folders as well as in public or other users shared folders provided you have appropriate access rights This simplifies the management of multiple different tasks Section Section 8 7 Folder Management of the Settings chapter in this user s guide describes how additional folders are created within your personal folders as well as in other users shared or public folders 5 1 2 Public tasks The administrator as well as other users provided they have suitable access rights can create further public task folders for common use in the company This improves teamwork and helps avoid duplication of data In order to access public task folders and their contents tasks and task series you expand the Public Folders entry in the folder tree and then click on the task folder that you would like to open This activates the Tasks module and displays the tasks from the selected public tasks folder Tom Green New Task View Confirmation Flag Search Linking Q 2 kal D rot amp B Edit Hsplit Y Change k a g Stat F
202. of the parent folder If you create the folder in an own or in a public folder you get administration rights for the new folder You can find further information about folder permissions under Section 8 8 Permissions Management 8 7 2 Send as link To send a link to a folder via E Mail choose the Send as link option from the folder s context menu The E Mail window opens The E Mail text contains the link to the folder Note The recipient needs to have the respective permissions to be able to read or edit the folder contents for more information please refer to Section 8 8 Permissions Management 8 7 3 Delete If you want to delete your private folder open the context menu by right clicking on the folder that you want to delete Click then on the Delete option In the confirmation window click on Copyright Open Xchange Inc 2009 137 Permissions Management Yes The folder will be deleted This action assumes that you have the required access rights to this folder The default E Mail folders such as the E Mail Tasks Calendar Contacts and My Info Store folder cannot be deleted 8 7 4 Rename If you want to rename your private folder open its context menu by right clicking the folder that you want to rename Click then on the Rename option The folder name will be highlighted in blue Left click with your mouse in the field to overwrite the existing name with a new one The default E Mail folders such as th
203. older Calendar folder provided the appointment creator has placed this appointment in a personal calendar folder If the creator of the appoint ment has placed it in a public or another user s shared calendar folder this appointment is dis played in the relevant public or shared calendar folder provided that you have access to this folder 4 5 2 Notification about appointment confirmation To display the status of notification confirmations go to the detail view and select Participants To view the status of your appointment confirmation display the appointment in the Day Work week Week or Month view The appointments are displayed as follows O Copyright Open Xchange Inc 2009 77 Editing appointments Appointments declined by you are crossed out Appointments with Waiting status are slightly transparent and the status Waiting is added to the subject Appointments with Tentative status are respectively marked as Tentative 4 5 3 Changing appointments As soon as the appointment is displayed in one of your personal calendar folder or in a public or another user s shared calendar folder you can edit this appointment e g to configure your individual reminder or to change your appointment confirmation as well as other data of the appointment More information about editing appointments is available under Section 4 6 Editing appointments in this chapter 4 6 Editing appointments In order to edit new appoin
204. om public or other users shared Copyright Open Xchange Inc 2009 105 InfoStore hover InfoStore folders is controlled via the views described below These are available in the View panel section The title bar of the overview window displays the current path to the folder you selected in the folder tree You can navigate in the path by clicking on the underlined parts of the path 6 2 1 List view The list view shows the title of the individual InfoStore objects as well as the size of the respective objects the date of creation the creator the version number and the time of the last modification If a flag was set for an object it is displayed to the right of the object name If an Infostore entry contains a file this file can be opened or saved To do so either click on the paper clip icon in the second column or choose Open from the context menu 6 2 2 H Split view In the H Split view the overview window is divided horizontally On the top you see a list of the objects and on the bottom details of the currently selected object in tabs When selecting an entry from the list you can then scroll up or down with the arrow key Arrow up or Arrow down to select another entry On the bottom right of the overview window the selected entry s creator and last date of change is displayed 6 2 2 1 Overview tab The Overview tab contains the essential data of the selected InfoStore item Title document name folder name dir
205. om your personal or from public or other users shared contact folders select first the relevant contact folder and then add the desired participants as you would do for internal participants If you have made a mistake selecting participants you can remove the contents of the Participants field via the Delete function For this select one ore more participants in the Participants field and click on Delete If it would be impossible to find in a single search all internal and external participants who you want to add to the new task repeat the display and selection process for participants with ap propriately different search criteria until you have captured all required participants Copyright Open Xchange Inc 2009 97 Creating tasks 5 4 6 Adding attachments to tasks If you would like to associate external documents related to the new task for example text documents with task specifications spreadsheets with part lists images etc directly with this task you can add the relevant files to the task as attachments Please note that in order to be able to add attachments to tasks you must have enough free storage capacity on the server If the storage space assigned to you is used up you cannot add any further attachments to tasks The InfoBox on the Start page of Open Xchange Server provides information about your currently available storage space In order to add attachments to new tasks you first activate the At
206. on it or by se lecting it with the arrow keys It only works though if the respective option is activated Please refer to Enable auto completion of E Mail addresses You can search for specific recipients by clicking on the To button This opens a dialog box with a Search field Enter the name of the recipient or the initial letters and start the search via Go The field underneath shows a listing of the search results Select the desired recipient with a left click and then click on Add To With OK you accept the selection and close the window If the Search all contact folders control field is activated addresses are searched for in all contact folders To search in a specific contact folder deactivate the control field Then click on the Contact folders button Select a contact folder If you compose an E Mail with a sender address that is not saved in the contacts folders this address will automatically be saved in the Collected addresses folder You can deactivate this function in the E Mail settings please refer to Automatically save E Mail addresses in the Collected addresses folder Send E Mail View Attachment Window X Save Draft From Field amp Add X Cancel a 3 Ce Field Sy Remove CO Bcc Field O Options E Mail From tom_green dochoat v Lil Search m Select Address Book Contact folder Subject Name E Mail E Connor Brian brian_connor dochoat U age jJ Bazu jean_dupont docboat Dal tom_green
207. on the Internet and Open Xchange of course Thus it is possible to share data with users who have no Open Xchange account by sending a link to the respective information via E Mail 8 9 2 Subscribing data How to subscribe data for a contact folder 1 Right click a contact folder and from the context menu select Properties The folder properties are displayed in the overview window Switch to the Subscriptions tab In the panel click Add Select the subscription source from the Select a source drop down list Enter the access data for the subscription source If you want to subscribe data from additional sources for the selected folder repeat steps 3 5 7 In the panel click Save au Js UY N To retrieve the data click the Retrieve icon next to the data source 140 O Copyright Open Xchange Inc 2009 Options for the Start page 8 9 3 Publishing data How to publish data from a contact folder 1 N 01 Ul fa UY N In the context menu of a contact folder click Properties The folder properties are displayed in the overview window Switch to the Publications tab In the panel click Add Select the publication target from the Select a target drop down list Enter the requested data for the publication target e g access data URL etc If you want to publish data from the selected folder for further targets repeat steps 3 5 In the panel click Save 8 10 Options for the Start page
208. onal character sets The web front end completely supports UTF 8 character sets Entries via the web front end can be made with foreign characters Emails can be sent with UTF 8 encoded characters 3 Now we re ready to go If the functionality of the E Mail server made you decide to handle your E Mail with Open Xchange Server we hope that this introduction is able to impress you with the functionality of a powerful groupware The following pages will give you detailed documentation of all functions of Open Xchange Server The expected enthusiasm of your colleagues is guaranteed to automatically motivate the remaining ones and the switch to your new intranet on the basis of Open Xchange Server will happen all on its own 4 Copyright Open Xchange Inc 2009 Chapter 1 The Open Xchange Server Start Page After logging in successfully you will see the start page of Open Xchange Server Before describing the Start Page in greater details please find some general information as well an an overview of how to log in and logout 1 1 Logging in and Logout 1 1 1 Logging in By logging in you authenticate yourself as a user with your log in name After logging in you can access all shared objects After opening the groupware you will see a log in form with a user name and a password Please note that the fields are case sensitive If you enter wrong log in information an error message will be displayed Repeat the log in steps making s
209. onding file Version history and any additional infor mation are not displayed in the browser window 7 3 Accessing the Document Server under Windows Vista 7 3 1 Step 1 Installing software update Before using WebDAV under Windows Vista you have to install a Microsoft Software Update Proceed as follows Open a web browser Enter following address http support microsoft com kb 907306 Browse to More Information and click on Download the Software Update for Web Folders package now On the download page click on Download The file Webfldrs KB907306 ENU exe will be down loaded Double click on the file The installation will be launched 7 3 2 Step 2 Add network resource In the Windows Start menu choose Computer In the Explorer right click on the free area of the right window pane From the context menu choose Add a Network Location The dialog window Add a Network Location opens Copyright Open Xchange Inc 2009 117 Accessing the Document Server under Windows Vista kebaka QU ym gt Computer gt X 4 Search pe By Organize Views System properties ipl Uninstall or change a program Me Map network drive gt gt Favorite Link Name Type y Total Size Free Space Hard Disk Drives 1 A E Documents Local Disk C no i IB Music ce 2 91 GB free of 9 99 GB 8 Recently Changed Devices with Removable Storage 2 a B Searches Floppy Disk Drive A DVD RW Drive D
210. ons of the document i e the whole version history of the files will be lost as well e Y Browser functionality Using the functionality of the browser you do not see all the entries for the document but only the current version of the corresponding file Version history and any additional infor mation are not displayed in the browser window 7 2 Accessing the Document Server under Windows XP 7 2 1 Windows XP Step 1 Open My network places via the Start button in the lower left of your desktop or by double clicking on My Computer 7 2 2 Windows XP Step 2 Go to Network tasks open the dialog window Network places and click on Add a network place O Copyright Open Xchange Inc 2009 115 Accessing the Document Server under Windows XP Y My Network Places File Edit View Favorites Tools Help Q sax amp B yo Search gt Folders EIN Address 4 my Network Places Name Comments Computer 2 hostShared Folders on host host Shared Folders W host 2 Aa rot clack lt My Web Sites on MSN http www msnusers com www msnusers com Network Tasks View network connections Set up a home or small office network 2 Set up a wireless network For a home or small office Ps View workgroup computers 3 Show icons for networked UPnP devices Other Places Desktop i My Computer E My Documents Shared Documents Say Printers and Faxes Figure 7 1 Adding a Network Resource in Windows
211. ontact folders 3 11 3 Removing flags from contacts If you would like to remove flags from contacts from your personal contact folders or from public or other users shared contact folders provided you have modify rights you first need to display the relevant contacts in either the Phone list or the Cards view If you want to remove a flag from an individual contact you can also do this in the detail view of this contact Then select the contacts from which you wish to remove a flag for multi selections hold either the Ctrl key or the Shift key and click on the flag with the red cross in the Flag panel section Please note that you need modify rights if you want to remove a marking from contacts from public and or other users shared contact folders i Assigning changing or deleting flags If you want to mark contacts from public and or other users shared contact folders with flags or change the flags of marked contacts from these folders you need modify rights for the objects of these folders If these rights have not been granted to you the Flag section is deactivated in the panel and you can neither mark contacts from these folders with flags nor change existing flags 44 O Copyright Open Xchange Inc 2009 Searching for contacts 3 12 Searching for contacts You can search for specific contacts or distribution lists with the Search function in the panel section of the same name The search always extends over the cu
212. opriate contact folder that you want to search In the formulation of your search query in the Address book window you do not need to pay attention to capitalization You can use wildcards for many purposes including me or me gt all contacts from the currently open contact folder whose display name first name or last name begins with me m r gt all contacts from the currently open contact folder whose display name first name or last name contains exactly 3 letters between m and r e g Maier Meier or Meyer but not Mair or M ller In order to display the appropriate contacts for a selection click on Go Please note that only those contacts are displayed for selection whose data contain at least one E Mail address The following figure shows an example where all contacts from the personal contact folder are dis played for selection i Contacts with more than one E Mail address If more than one E Mail address was entered for the contacts the selection window displays one entry per E Mail address of these contacts You can thus use the distribution list to send a message to several E Mail addresses of a contact at the same time for example to the business and private E Mail address Whether or not you really do this is not yet determined at this point of the process because you have only displayed here the potential members of your distribution list However you still have not made a final selection this h
213. opup Fenster 2 Portal 5 6 overview window 139 Preferences 3 Priorities 3 Privacy 3 Private folders 139 Private tags 136 Project work 1 Properties context menu 139 Public folders 139 151 Q Quick filter bar 30 31 Quick settings 9 QuickInfos 9 15 Quit 5 R Radiobuttons 150 Read acknowledgment 143 Read rights 138 Receipt acknowledgment 143 Redundancies 107 Refresh interval 135 Reminder activate 96 Resources 2 116 Rich clients 1 2 S Save draft 20 Saving configuration 135 Screen resolution 5 Search criteria 15 Secundary applications 3 Security 2 Security risk 3 144 Select list 101 Sender address 144 Settings 121 calendar 149 appointment notification 150 default view 150 interval 149 team options 150 view 149 working day end 149 working day start 149 collecting E Mail addresses 143 common theme 135 contacts card view 151 E Mail 142 acounts 145 Append mail in reply 143 append vcard 143 Auto save E Mail draft 144 automatically select 143 deleted 143 E Mail font 144 E Mail font size 144 emoticons 144 filter 147 format messages 143 forward messages as 143 highlight original message 144 HTML 144 line wrap 144 receipt acknowledgment 143 reply all 143 sender address 144 signatures 144 subfolder 142 vacation notice 149 view 142 folder 137 151 cut 138 delete 137 158 O Copyright Open Xchange Inc 2009 insert 1
214. or the Contacts module If no view for the Contacts module is configured the Cards view will be used by default You have a choice between Cards and Phone list as default view settings Number of rows to be displayed in card view Here you can set the number of rows to be displayed in card view in the contacts module You can choose between 4 to 7 rows When selecting auto the most suitable setting will be chosen by the groupware If there is not enough space to display all contacts scroll bars will be shown Default setting is 4 Enable Contacts Hover This option allows to activate or deactivate hovers for the Contacts module 8 14 Tasks module options The Tasks module provides you with a global settings configuration form Click either on the Preferences Tasks subfolder in the configuration folder structure or on the small arrow in the top right part of the overview window of the Tasks module Default view Here you can define a default view for the Tasks module If no view is config ured the List view will be used by default You have a choice between List and H Split as default view settings Reminder interval in minutes Here you can set the interval you want to be reminded of a due task The interval set here is the default interval Enable Tasks hover This option allows to activate or deactivate hovers for the Tasks module E Mail notification for New Changed Deleted Defines whether to receive an E Mail notification for ne
215. ority to the message This is shown to the recipient Thus the recipient knows how important the message is or how urgently a response is expected There are three priority levels Low Normal High E Mail with Low or High priority are displayed with a black or red exclamation mark respectively 2 11 6 E Mail delivery receipt To display the checkbox Receipt notification activate the Options field in the panel section View If you want to receive a delivery receipt from the recipient activate the Delivery receipt check box Then the recipient is asked upon opening the E Mail whether a delivery receipt should be sent If the recipient does not refuse you as the sender will receive a confirmation that your E Mail has reached the recipient Copyright Open Xchange Inc 2009 19 Composing new E Mails 2 11 7 E Mail draft The panel function Save draft allows you to save an E Mail for later editing cThe E Mail is moved into the Custom Drafts folder If you want to edit it later open the Custom Drafts folder select the desired E Mail and click on the Edit draft panel function After you switch to the drafts folder this function is available in the E Mail panel section 2 11 8 Auto save E Mail draft While composing an E Mail the text is automatically saved in the drafts folder in regular intervals As soon as the E Mail was sent the automatically saved draft will be deleted This is to prevent loss of data If the browser crashes
216. ou have entered chronologically correct values for the start and end 4 4 5 2 All day appointments If you would like to create all day appointments as for example birthdays or other events that last a whole day you activate the option all day in the Appointment window Here no start and end times need to be entered for the new appointment 4 4 5 3 Personal appointments If you have started the creation of the new appointment from any personal folder and you do not add any other participants or resources to the appointment you can mark the new appoint ment as personal Appointments marked as personal can only be accessed by you even if you share your personal calendar folders for common use with other users other users cannot see nor edit your personal appointments i Creating personal appointments Please note that you can only mark as personal appointments that you have created for yourself without other participants or resources and that you manage in your personal 70 Copyright Open Xchange Inc 2009 Creating appointments calendar folders When you create new appointments in public or other users shared calendar folders the option Personal appointment is not available in the Appointment window 4 4 5 4 Appointment series If you want to create periodically recurring appointments as for example a weekly team meeting you can create it as an appointment series with appropriate parameters instead of pl
217. oving tasks via drag and drop As an alternative to the approach described above you can also move tasks via the drag and drop method however this is only possible in the List or the H Splitview For this select the task s to be moved hold the mouse button and drag them in the folder tree to the desired destination folder and release the mouse button there When you release the mouse button and thus select the desired target folder all selected tasks are moved into this tasks folder A Moving tasks If you would like to move tasks from your personal tasks folders into public or other users shared tasks folders you need the right to create objects for the destination folder If you want to move tasks from or between public or other users shared tasks folders you need delete rights for the objects of thesource folder and the right to create objects for the destination folder If you do not have these rights the Move panel function and the drag and drop method are deactivated Thus you cannot move any appointments from this folder Furthermore when you are moving tasks via the Move panel function the select list only shows you those tasks folders as destination folders for which you have been granted the right to create objects When you move tasks via drag and drop you can select with the mouse only those tasks folders as destination folders for which you have been granted the right to create objects A task marked as priva
218. owing time range without changing the selected time range day month etc click on the relevant navigation arrow in the title bar of the list Paging forward or backward always takes the activated time range into account if you have chosen Month as the time range the view will page forward or backward by one month if you have chosen Dayas the time range the view will page forward or backward by one day Tom Green New Calendar View Time Range Flag Search Linking y E Sta 5 A 3 72 el re amp mn Calendar Day a J rt Lo Delete Team Work Week y y Clo Folders Clear a Se Print List Month to amp Tom Green MAG Move Dal 5 E Mail E Inbox FE Calendar 7 Birthdays Holidays E SpecialAppointments Private folders Calendar Title TE Monthly Sales Meeting F8 Meeting Sales Promotion 4 102007 JD Start a End Location Folder 10 05 2007 08 30 AN 10 05 2007 02 00 Ph Chicago Office Calendar 10 08 2007 09 00 AN 10 08 2007 05 00 Ph Conference Rt Calendar El Contacts l Roadshow Affiliate Program Tasks a a Public folders Briefing SYSTEM Trade Fair Munich ay Shared folders 4 Birthday Peter Al Brian Mann Vint 10 09 2007 04 00 Ph 10 09 2007 10 00 Ph Calendar 10 10 2007 09 00 AN 10 10 2007 04 00 Ph Meeting Room Calendar 10 11 2007 12 00 AN 10 12 2007 12 00 AN Birthdays Calendar 10 12 2007 12 00 AN 10 13 2007 12 00 AW 10 16 2007 04 00 Ph 10 16 2007 10 00 Ph Home office
219. own in the fields a scrollbar ap pears at the right edge of the field allowing you to page through the appointments for this day If you activate the option Show all my appointments from all calendars you will see not only your appointments from the previously selected calendar folder but all of your own appointments Copyright Open Xchange Inc 2009 61 Calendar views and time ranges from all of your personal calendar folders as well as all calendar folders that are accessible to you 4 2 5 1 Viewing appointments from other weeks If you would like to see the appointments of the preceding or following week without changing the Week time range click either on one of the navigation arrows in the date display or select the relevant calendar week from the mini calendar y Mini calendar More information about display elements and usage of the mini calendar is available under Section 4 2 9 Mini calendar in this chapter 4 2 6 Calendar view custom range The look and feel of the Custom view corresponds to the Work week view You can set the number of days for the Custom range Information can be found in Section 8 12 1 Settings 4 2 7 Team view day and week range The Team view provides insight into the calendars of all registered users in Open Xchange Server Thus you can use it for instance to get an overview of the availability of selected users before you create a new appointment If you switch to
220. pen Xchange Inc 2009 Chapter 4 Calendar 4 1 The Calendar module allows you to administer appointments personal public and those shared by other users as well as the corresponding data description start and end participants and resources location etc You can associate as many attachments as you wish with your appoint ments and search for specific appointments using various criteria O Logout PM Tom Green New Calendar View Time Range Flag Search Linking E 2 Stat ls CA 3 ma B 110 amp r Calendar Day a J a 6 Delete Team Work Week i Folders 2 Clear em List Month amp Tom dreen 0 etal Week E E Mail gt gt E Inbox e o Private folders Calendar X E M2 alendar a Tuesday 11 25 2008 g Contacts E E Tasks Public folders 08 AM a Shared folders Infostore 09 AM y ll 11 AM 4 November 42008 12 Pm BOTS Woot FES 44 27 23 sn 1 2 01 PM 45 3 4 5 6 7 8 9 46 10 11 12 13 14 15 16 02 PM 47 17 18 19 20 21 22 23 48 24 25 26 27 28 29 30 03 PM L Today 04 PM InfoBox aa pu 13 EM No unread E Mail 24 39 9 77 MB 06 PM File 0 17 4 88 GB a Show all my appointments from all calendars Figure 4 1 The Calendar Module Appointment Types and Access Open Xchange Server allows you to administer individual appointments as well as periodically recurring appointments as appointment series The latter is helpful for example for managing a
221. pen Xchange Server Following table shows the assignment by listing the data fields that are displayed when editing a contact in the Groupware The table further shows the maximum number of characters for each data field Data fields in the Contact dialog window MS Outlook CSV data field Data field tab Max number of charac ters Business Title 64 Title First name 128 First name Middle name 128 Middle name Last name 128 Last name Suffix 64 Suffix Company 512 Company Street 256 Business Street ZIP 64 Business Postal Code City 128 Business City Country 64 Business Country State 64 Business State Department 128 Department Phone business 64 Business Phone Phone business 2 128 Business Phone 2 Fax business 64 Business Fax Phone company 64 Company Main Phone Mobile 64 Mobile Phone URL 128 Web Page Email business 256 Account Tags 1024 Categories Typ Sensitivity Private Profession 64 Profession Date of birth Birthday Street 256 Home Street ZIP 64 Home Postal Code City 64 Home City State 64 Home State Country 64 Home Country Phone privat 64 Home Phone Phone privat 2 64 Home Phone 2 Fax privat 64 Home Fax Email privat 256 E mail 2 Address anniversary Anniversary Pager 64 Pager Comment 5680 Notes Additional Street other 256 Other Street ZIP other 64 Other Po
222. ppointment series 71 attachments 74 availability 75 browse 56 calendar 51 calendar folder 51 54 calendar module 51 cancel 77 change 78 check availability 75 checking 76 confirm 77 conflicts 76 create 68 from iCal attachment 70 delete 80 destination folder 72 display as 72 E Mail reminder 73 edit 78 appointment series 78 change title 79 context menu 78 double click 78 drag 79 drag amp drop 79 panel function 78 end 70 enter data 70 external appointments 74 external participants without address book en try 74 flags 71 83 mark 83 modify 83 remove 84 folder tree 51 global address book 73 internal users 73 mandatory field 70 mini calendar 66 move 82 drag amp drop 82 drag and drop 80 panel function 82 new appointment 73 notification 77 notification confirmation 77 option 72 participants 76 particpants 73 print 81 individual appointment 81 selecting 81 several appointments 81 sort 81 private 70 registered users 73 reminder 72 resources 73 saving entries 76 search 73 84 shared 54 show 52 from all calendars 54 sort 56 special types 70 start 70 tab 74 tags 71 types 51 adjacent 57 all day 58 appointments series 57 individual 51 57 overlapping 57 private 51 public 53 series 51 team appointments 52 Appointments series 51 Arrows 5 Authentification 5 Auto save draft 20 Copyright Open Xchange Inc 2009 15
223. r folders as destination folders for which you have been granted the right to create objects When you move appointments via drag and drop you can select with the mouse only those calendar folders as destination folders for which you have been granted the right to create objects Appointments marked as private can not be moved to public or shared folders If you try to do so you will get an error message 4 10 Marking appointments with flags Flags are colorful markings that help you to better differentiate different appointments e g you can mark all appointments with customers with green flags all appointments with colleagues from your department with red flags and all appointments with suppliers with blue flags The colorful flags enable you to recognize immediately to which type of appointments a specific ap pointment belongs Flags are displayed in most views and time ranges excepts in the monthly calendar view and in all team views In the List view flags have their own column in other views they are shown in the appointment boxes In the Detail view they appear in the upper right hand corner of the display The colors of the flags do not have a predetermined meaning in Open Xchange Server Thus you can freely decide what a specific type of flag means for you 4 10 1 Marking appointments with flags If you would like to mark appointments from your personal calendar folders or from public or other users shared calendar folders
224. r printer selection in the Print window with OK the contact data are printed on the selected device and the window with the print data closes automatically 3 7 2 Printing lists of contacts Printing a list of several contacts is only possible from the Phone list view you cannot print from the Cards view The printout contains all fields that are displayed as table columns in the Phone list view fields without data are printed out as empty fields in the list Only selected contacts from a specific contact folder will be printed 3 7 2 1 Sorting and selecting contacts for printing If you want to print lists of contacts first open the Phone list view of the relevant contact folder Select the contacts for printing with one of the methods described below e Filtering the contacts to be printed using the Quick filter bar gt use the filter functions of the Quick filter bar to limit the display and thus the contents of the contacts list 40 O Copyright Open Xchange Inc 2009 Duplicating contacts Filtering the contacts to be printed using the Search function gt use the panel Search function to limit the display thus the contents of the contacts list You can find more information about searching for contacts under Section 3 12 Searching for contacts If you would like to print the list of contacts in a certain order sort the contacts display before printing on the basis of the fields Name Company City or Flag alp
225. r the UWA module Sample addresses can be found the Open Xchange web page under Interesting UWA modules table http www open xchange com index php id 361 amp L 1 Tip Copy the address from the table and paste it in the text field If you entered an URI pointing to an address in your local network activate Use Standalone Mode If you are unsure please contact your administrator If an UWA module requires parameters enter them in the text field Parameters The required parameters for an UWA module can be found in the above mentioned table Tip Copy the parameters from the tabel and paste them in the text field Copyright Open Xchange Inc 2009 141 Email module options 8 Close the dialog window with clicking OK The new UWA module is entered in the Available UWA modules list and is activated 9 In the panel click on Save Result The new UWA module is shown in the overview window of the start page How to change an UWA module s settings Select the module from the Available UWA module list In the panel section UWA modules click on Edit Change the settings in the UWA module dialog window Close the dialog window by clicking OK In the panel click on Save U1 RS NO gt Result The UWA module s settings are saved How to delete an UWA module 1 Select the module from the Available UWA modules list 2 In the panel section UWA modules click on Remove 3 In the Deleted UWA module dialog
226. r uses encryption activate Use SSL connection In the Server name entry field enter the outgoing server address A typical address has the following syntax smtp providername com Check the port number of the outgoing mail server and if needed change it in the Server port entry field If you use different account data for the outgoing mail server and the incoming mail server activate Use username and password Enter the credentials for the outgoing mail server 7 To check the settings click the Check connection button 8 Click the Save button PUN Result The folder tree displays a new E Mail folder It has the name set by you in step 2 If you selected Unified Inbox a folder with the respective name is created below the root folder The Unified Inbox folder includes the Inbox and your newly created E Mail folder How to edit the settings of an E Mail account 1 In the Account name section select an E Mail account 2 Change the settings 3 Click the Save button How to delete an E Mail account 146 Copyright Open Xchange Inc 2009 Email module options 1 In the Account name section select an E Mail account 2 In the panel click Delete 8 11 4 Mail Filter 8 1 Mail filters help you organize your incoming E Mails With mail filters e g following actions can be triggered when receiving an E Mail The E Mail is moved to a certain E Mail folder e The E Mail is forwarded to another E Mail address
227. r with your mouse you will see the contents of the sent folder in the overview section The horizontal split view is the standard view al Custom Trash The folder Custom Trash represents the recycle bin of your web mail client All the E Mails you have deleted from your other folders are automatically placed here If you delete messages from this folder they will be permanently erased By clicking on this folder with your mouse you will see the contents of the trash folder in the overview section The horizontal split view is the standard view O Another folder If available additional folders are displayed in this overview These are folders you can create for yourself for example to save your own private E Mails there To create additional folders go to your personal configuration settings for the intranet portal 2 23 E Mail overview The tabular listing of the E Mails in an E Mail folder shows the information row by row In each row you can find all relevant information for a given E Mail message The first column displays the E Mail priority A red exclamation mark indicates an E Mail with high priority a blue arrow indicates an E mail with low priority The second column of each E Mail shows you whether or not you have read the message displayed in the webmail client The envelope in the second column shows whether the E Mail has already been opened or not A closed envelope symbol indicates that this E Mail has a status of unread Un
228. rea 1 6 1 The module panes Start Page TA Calendar gt y 3 E Mail x Next Week No lterns available 12 05 2008 08 30AM Monthly Sales Meeting Later 11 02 2009 08 30AM Monthly Sales Meeting 02 14 2009 Valentine s Day a InfoStore y Tasks x My Infostore 2 No lt wailable o Items av OX EE Tech fact sheetengl Ti Trade show information r r Driving directions to Bostor Tom Greer Document for budget plann Ti r r Standard Agenda for Sales Tom Gree All folders OX EE Tech fact sheet engl Tom Greer 8 23 2007 I lt Figure 1 6 Content area including module panes Below the panel the content area is shown The content area is split in several module panes that display several entries As default the following module panes are displayed The E Mail module pane displays the most recent unread E Mails showing the sender the subject the date and time of the delivery The Calendar module pane shows your current appointments i e today s appointments ap pointments for the next two days appointments for next week or later For each appointment the date time and description is shown The Tasks module pane shows the current tasks i e today s tasks tasks for the next two days tasks for next week or later For each task the subject date and priority is shown The InfoStore module pane shows the current InfoStore entries i e InfoStore entries from your own InfoStore and from other users shared InfoStore folders Followi
229. read E Mails are also marked in bold Previ ously read E Mails are shown in normal type instead of bold Once you have replied to a message this is shown by a green arrow on the envelope in the second column If the message has an at tachment the message is marked with a paper clip icon in the first column The sender of the E Mail is shown in the third column Here the sender s E Mail address is dis played If you are in the Sent folder this column shows the E Mail address of the recipient instead of the sender The fourth column in the table displays the subject line for each E Mail This allows you to quickly find a specific E Mail from the E Mail list The next two columns show the date of when the E Mail was received and the file size of the E Mail together with its attachments The last column shows possibly existing flags for the single E Mails Flags can be used to mark objects You can easily sort the E Mails in the list according to the different columns For this click on the relevant column header according to which you would like to sort As a result an arrow ap pears to the right of the header It shows whether the listing is sorted in ascending or descending order If you want to change the sort order click on the arrow The columns From and Subject are sorted alphabetically The column Received is sorted according to date and Size is sorted according to the size of the message The flags will be sorted according to the prio
230. receipt as well as the size of the E Mail and the flags More details on flags can be found in Section 2 20 Marking E Mail messages with flags In order to open a specific E Mail you have to open it in the H Split view or V Split viewby select ing it with the left mouse button and clicking on the respective function in the View panel section You can also open the E Mail with a double click In that case however it will be opened in a separate window instead of the overview window If you select an E Mail from the list by clicking on it you can then scroll up or down with the keyboard keys Arrow up or Arrow down Copyright Open Xchange Inc 2009 The search function 2 3 The search function You search for specific E Mails or senders using the Search function from the panel section with the same name This searches the currently opened folder for all characters that you enter into the Search field With the search function you can search E Mails for specific words or display all E Mails from a specific sender If you want to hide the search function click on the small arrow in the upper right hand corner of the panel If you click on the arrow the Search option will be displayed to the left of it If you deactivate the check box the search function remains hidden Of course you can always activate the check box again to show the search function If you want to search for a specific sender enter either the name of the s
231. regular weekly team meeting instead of planning this meeting anew every week you create this appointment once as an appointment series with appropriate parameters Since an appointment series is simply a special type of appointment all of the following remarks apply equally to individual appointments as well as to appointment series unless specifically stated otherwise You can find further information about the usage of appointment series under Section 4 4 Creating appointments in this chapter 4 1 1 Personal appointments and team appointments If you open the Calendar module via the Calendar icon from the module bar you will always see either your personal appointments from the Calendar folder or all of your appointments from all calendars or a team based view further information is available under Section 4 1 1 2 Team Appointments This depends on your current configuration for this module You will see the same when you open the Calendar folder directly via the folder tree by clicking on this folder in the folder tree Copyright Open Xchange Inc 2009 51 Appointment Types and Access If you have created additional calendar folders within your personal folders in order to effectively manage many appointments from different categories see the example below you can access the calendar folders via the folder tree Tom Green New Calendar View Time Range Flag Search Linking e Fa Edit Calendar Da Start
232. rity If you click on the field between the attachment icon and the column From your E Mails will be sorted according to unread and read messages If the sender has selected the field Delivery receipt during the writing of the message the re cipient sees a popup window when the E Mail message is opened asking Do you want to send a delivery receipt With OK you confirm this query while No closes the window and no con firmation is send to the sender 26 Copyright Open Xchange Inc 2009 Chapter 3 Contacts The Contacts module allows you to manage contacts personal public and shared by other users as well as the corresponding contact information business and private addresses phone and fax numbers etc You can associate as many attachments as you wish with your contacts you can collect internal and external contacts into distribution lists and search for contacts using various Criteria Tom Green 9 G DA Folders amp Tom Green E E Mail E YE Calendar EH Contacts El E Tasks E P Public folders Shared folders E Infostore 4 November gt M 45 3 46 10 47 17 48 24 InfoBox File Figure 3 1 The Contacts module 3 1 A A F 29 30 31 4 5 6 Li 11 12 13 14 18 19 20 21 25 26 27 28 No unread E Mail 24 39 0 17 4 2008 S S 1 2 8 9 15 16 2 23 29 30 9 77 MB 4 88 GB New Contacts Edit Le Delete Ej Move ep Prin
233. rivate folders E Mail Inbox 10 0 E YI Calendar E Contact From Subject Received Size Flag E ontacts a Task ID 4 Frank Meyer Technical Data Sheet OX EE 08 23 2007 04 22PM 456 04 KB A Y Tasks amp Public folders Irene Murphy Re Risk of fraud with credit cards 08 23 2007 04 18 PM 2 04 KB fi Shared folders Brian Connor Fact Sheet Open Xchange Express Edition 08 23 2007 04 14 PM 1 MB eL Infostore Ui L Timo Meier Marketing brochure in English 08 21 2007 11 07 AM 13 53 KB Bill Keens Customer request for OX Express Edition 08 20 2007 04 15 PM 1 03 KB Technical Data Sheet OX EE From Frank Meyer lt frank_meyer docboat gt To Jean Dupont lt jean_dupont dochoat gt Tom Green lt tom_green dochoat gt Timo Meier lt timo_meier dochoat gt 4 November gt Received 08 23 2007 04 22 PM 4 2008 LE A T Fs Ss 44 27 2 29 Ar 1 2 45 3 4 5 6 7 68 9 46 10 11 12 13 14 15 16 47 17 18 19 20 21 22 23 48 24 25 26 27 28 29 30 attached Regards Frank Today InfoBox No unread E Mail 24 39 9 77 MB i Tech_Fact_Sheet_EN pdf 454 75 KB File 0 17 4 88 GB Figure 2 1 Overview of the E Mail module 2 1 The panel functions in the E Mail module All common E Mail functions as for instance composing responding and forwarding of E Mails are available via the panel These are described below in more detail Via the panel you can also switch the display to the E Mai
234. rrently open contact folder It looks for the characters that you have entered into the Search field in the Display name First name and Last name fields of all contacts and distribution lists managed in this contact folder If you want to search for contacts in the Phone list or Cards view you first need to open the personal public and or shared contact folder that you would like to search in one of these two views In the Search field you then enter the name of the contact s you are looking for relevant wildcards the or characters or combinations of names and wildcards you do not need to pay attention to capitalization here In your search query you can use wildcards as follows me or me gt all contacts from the currently open contact folder whose display name first name or last name begins with me m r gt all contacts from the currently open contact folder whose display name first name or last name contains exactly 3 letters between m and r e g Maier Meier or Meyer but not Mair or Miller After entering your search query click on the Search icon to start the search As soon as the search is concluded the display shows only those contacts or distribution lists that match the search query The search remains active even if you switch the view e g from the Phone list view to the Cards view 3 12 1 Resetting the display after a search If after a search you want to reset the display of
235. rrow Activate the check box next to the option if you want to activate the Quickinfos 2 5 E Mail Hover Hovers are available in H split V split and list view Information on how to use hovers can be found in Section 1 6 2 Hover A hover consists of the following tabs The General tab contains The E Mail module icon The subject and the sender of the E Mail The status icon that shows whether an E Mail was read and answered The E Mail body Depending on the size of the E Mail text the hover only displays the first lines When clicking on the text once further lines will be shown A second click displays the complete text When clicking a third time you will go back to the original view O Copyright Open Xchange Inc 2009 15 Reading E Mail messages 2 6 2 7 2 8 2 9 The Attachments tab The number in brackets indicates the number of attachments If the E Mail contains attachments following elements will be displayed for each attachment The attachment s name size and type e Icons for opening and saving the attachment Information on how to configure the hovers can be found in Configuring hovers Reading E Mail messages There are several ways for you to read E Mails In both the H Split and the V Split view you just need to click on the desired E Mail with the left mouse button It is then displayed in the detail window below or next to the list Double clicking on an E Mail opens this E Mail
236. rrow In addition the complete side bar is collapsed You can change the view any time by clicking on the arrow 1 3 1 The Start Page A click on the Start icon takes you back to the Start page 1 3 2 The Email module Email a click on the Email icon takes you to the horizontal split view of your E Mail inbox In the Email module you can manage and compose your E Mail messages For further information refer to Chapter 2 E Mails 1 3 3 The Calendar module A click on the Calendar icon takes you immediately to your calendar day view In the Calendar module you can manage your personal appointments your team s appointments and all shared and public appointments and information about them For further information refer to Chapter 4 Calendar 1 3 4 The Contacts module A click on the Contacts icon takes you directly to the address view of your and your company s contact lists You can always change the default view settings in the Preferences of the module In the Contacts module you can manage your personal contacts and all shared and public contacts and information about them business and private addresses phone and fax numbers etc For further information refer to Chapter 3 Contacts 1 3 5 The Tasks module A click on the Tasks icon takes you to the H Split view of pending tasks list You can always change the default view settings in the Preferences of the module In the Tasks module you can manage your personal tasks and a
237. rs public or other users shared tasks folders provided you have the right to create objects you can use one of the methods described below 92 O Copyright Open Xchange Inc 2009 Creating tasks 5 4 1 Creating new tasks in the Tasks module If the Tasks module is open click on the Tasks icon in the New panel section Here it is irrelevant whether or not the panel is already expanded in every view of the panel the icon for creating new tasks is always displayed at the top As an alternative you can open the New task window by double clicking in the empty field below the task list in the list and h split view A Creating tasks in public or other users shared tasks folders Please note that you need the right to create objects for creating new tasks in public or other users shared tasks folders If these rights have not been granted to you a relevant error message will appear after starting the function to create new tasks You can now decide whether you want to create the new task in your personal tasks folder Tasks folder or if you want to cancel the function You can find more information about choosing the desired destination folder and the nec essary access rights under Section 5 4 3 Entering data for a new task of this chapter 5 4 2 Creating new tasks from other modules Even if the Task module is not active you can create new tasks from any other module of Open Xchange Server If the panel is not
238. s In order to access other users shared tasks expand the entry Shared Folders in the folder tree as well as the entry for the user whose tasks folder you would like to open Afterward click on one of the tasks folders this user has shared with you Similar to accessing public tasks folders the Tasks module opens and displays the content of the selected tasks folder i lt lt A OM Logout _ Tom Green New Task View Confirmation Flag Search Linking X IDB wD ES 2 Edit HSplit 2 Change ik a g Stat Delete List r y Close Folders D Print amp Clear o Lt rasno a am gt Prin P E Documentation 3 E Move r n Training E Public folders Shared folders Brian Connor i Tasks a amp Shared folders A Subject Priority Start date Due date a finished Flag J Brian Connor lt Quote for WLAN Installation costs sal 01 29 2007 01 30 2007 75 7 Calendar FA 2007 Budget planning oO 02 14 2007 02 15 2007 Contacts Budgetplanung 2007 02 14 2007 02 15 2007 75 y Y Tasks q A Agenda for Sales Meetings an 02 22 2007 07 27 2007 20 P J Solveigh Schmidt 1 Timo Meier T Infostore v Loyeniew Participants 1 Attachments 0 Links 0 AAA tht atts i ttn Inns ei tente ta EA Figure 5 4 Shared tasks folders i Public and shared tasks folders St Thanks to the flexible folder structure of Open Xchange Server you can access and or manage tasks from public and or other users
239. s You can export the following data e Contacts in vCard format e Appointments and tasks in iCal format Both formats are standardized and can be imported by many other programs 8 4 1 Exporting contacts All contacts from your personal contact folders are exported Contacts from subfolders are not exported How to export your personal contacts 1 Enter the following address in a browser http lt adresse gt servlet webdav vcard lt adresse gt has to be replaced with the Open Xchange Server s IP address or URL 2 Enter the username and password for your Open Xchange Server account 3 In the Open webdav vcard window select Save file and click on OK Result The webdav vcard file is downloaded It contains your personal contacts To import the data in other programs rename the file to webdav vcf 134 Copyright Open Xchange Inc 2009 Global Options 8 4 2 Exporting appointments and tasks All appointments and tasks from your personal appointments or tasks folders are exported Ap pointments and tasks from subfolders are not exported How to export your personal appointments and tasks 1 Enter the following address in a browser http lt adresse gt servlet webdav ical lt adresse gt has to be replaced with the Open Xchange Server s IP address or URL 2 Enter the username and password for your Open Xchange Server account 3 In the Open webdav ical window select Save file and click on OK Result The
240. s you can remove the contents of the Participants field via the Delete function For this select one ore more participants in the Participants field and click on Delete 62 O Copyright Open Xchange Inc 2009 Calendar views and time ranges If it is not be possible to find all users whose appointments you want to see in a single search repeat the search and selection process with appropriately different search criteria until you have added all desired users to the Participants section When you confirm your choice via the OK button the Team view will show the appointments of the selected users for the currently active time range day or week as described in the fol lowing sections 4 2 7 2 Team view day range When the Team view is set to the Day range all appointments of the selected users are displayed for the selected day in a day view the display of working hours and time off resembles that of the calendar day view The appointments of the users are again displayed as boxes that extend across the time range of the respective appointment the colored bars indicate the appointment display type reserved free etc If you were added as a participant to the appointments of a user the descriptions of the relevant appointments are displayed in the boxes If users have created private appointments or you have not been added as a participant to the appointments of other users the boxes contain no de scription guara
241. s 64 Martial status Amniversary Anniversay IM private 64 Instantmessenger 2 Pager 64 Telephone pager Comments 5680 Note Additional Street other 256 Street other ZIP other 64 Postal code other City other 64 City other State other 64 State other Country other 64 Country other Phone other 64 Telephone other Fax other 64 FAX other E Mail other 256 Email 3 Phone car 64 Telephone car TTY TDD 64 Telephone TTY TDD Sales Volume 64 Sales volume 130 O Copyright Open Xchange Inc 2009 Import Data fields in the contact dialog window CSV data field Tab Data field Max chars TAX ID 128 Tax id Commercial Register 64 Commercial register Branches 64 Branches Manager 64 Manager s name Assistant 64 Assistant s name Telex 64 Telephone telex Spouse s name 64 Spouse name Children 64 Number of children Optional 1 20 64 Dynamic Field 1 20 Table 8 2 CSV file data field assignment 8 3 4 2 MS Outlook CSV file All MS Outlook files that are created via the export function in MS Outlook are supported To create a CSV file in MS Outlook that can be imported to the Groupware proceed as follows 1 Go to the menu item File Import Export 2 In the dialog window Import Export Wizard choose the entry Export to file Click on Next 3 Choose the entry Comma separated values Windows Cli
242. s or detail views The colors of the flags do not have a predetermined meaning in Open Xchange Server Thus you can freely decide what a specific type of flag means for you 3 11 1 Marking contacts with flags If you would like to mark contacts from your personal contact folders or from public or other users shared contact folders with flags provided you have suitable access rights you first need to display the relevant contacts in either the Phone list or the Cards view If you want to mark an individual contact with a flag you can also do this in the detail view of this contact Then select the contacts you wish to mark for multi selections hold either the Ctrl key or the Shift key and click on the flag you would like to assign to these contacts in the Flag panel section including the flags from the menu see the below figure there are ten different flags available to you Please note that you need modify rights if you want to mark contacts from public and or other users shared contact folders As a result all previously selected contacts are marked with the selected flag 3 11 2 Changing flags of contacts If you would like to assign additional flags to contacts that are already marked with flags proceed as described in the preceding section Section 3 11 1 Marking contacts with flags Please note that you need appropriate access rights if you want to change the marking of contacts from public and or other users shared c
243. section This opens the Contact window that already contains all data from the previously selected source contact Now adjust the relevant information for the new contacts in all tabs In the Personal tab select if desired another contact folder as destination for the new contact Then save your input As a result a new contact is created in the contact folder that you have previously selected as a destination folder in the Personal tab of the Contact window In the Phone list and Address card view the function Duplicate can also be activated via the context menu A Duplicating contacts You can always duplicate only one contact at a time as soon as you select more than one contact the Duplicate function in Panel becomes deactivated If you would like to copy several contacts at a time you can use the Copy function described in the Section 3 10 Copying contacts section of this chapter When you duplicate contacts this does not create any dependency between source contact and its duplicates Each contact is an independent element regardless of how it was created O Copyright Open Xchange Inc 2009 41 Moving contacts If you want to duplicate contacts from your personal contact folders into public and or other users shared contact folders you need the right to create objects for the destination folder The same is true if you would like to duplicate contacts between public and or other users shared contact fold
244. set the due date of a new task to occur before its start you will receive a relevant error message and cannot save this task until you have entered chronologically correct values for the start and due date 5 4 3 2 Status and progress Via the Status select list you can set what phase the new task currently is in the Not started status is selected by default and the progress indicator is set to 0 The status is related to the progress and vice versa If you choose In progress for example the progress indicator is automatically set to 25 if you set the progress indicator using the or buttons to 100 the status is automatically changed to Done You can also enter the progress by hand instead of using the buttons In this case the status is not changed automatically 5 4 3 3 Priority of the new task Via the Priority option you can assign a priority to the task you can choose between Low Normal and High 5 4 3 4 Personal tasks If you have started the creation of the new task from any personal folder and you do not add any other participants to the task you can mark the new task as personal Tasks marked as per sonal can only be accessed by you even if you share your personal tasks folders for common use with other users other users cannot see nor edit your personal tasks 4 Creating personal tasks Please note that you can only mark tasks as personal that you have created for yourself without other participants
245. shared folders The paragraph Section 8 16 Public and Shared Folders in the Options chapter in this user s guide describes the difference between public and shared folders It explains how public folders are created how personal folders are shared and how appropriate access rights are defined for other users 2 22 E Mail directory overview The left section of the webmail client consists of two parts The lower part contains an overview about the hierarchically structured E Mail directory By default you can directly click on the following contents and folders Account name The top entry in this section shows the name of the account under which you are currently logged in EA Inbox You can think of the Inbox folder as the mailbox for your E Mail account It contains all the E Mails that have reached your account By clicking on this folder with your mouse you will see the contents of the inbox in the overview section The horizontal split view is the standard view A Custom Drafts The Custom Drafts folder holds drafts of E Mail messages that you want to finish and send later By clicking on this folder with your mouse you will see the contents of the drafts folder in the overview section The horizontal split view is the standard view O Copyright Open Xchange Inc 2009 25 E Mail overview EN Custom Sent The Custom Sent folder contains all the E Mails you have sent through your account By clicking on this folde
246. stal Code City other 64 Other City State other 64 Other State Country other 64 Other Country Phone other 64 Other Phone Fax other 64 Other Fax E Mail other 64 E mail 3 Address 132 O Copyright Open Xchange Inc 2009 Import Data fields in the Contact dialog window MS Outlook CSV data field Data field tab Max number of charac ters Phone car 64 Car Phone TTY TDD 64 TTY TDD Phone Commercial Register 64 Organizational ID Number Manager 64 Manager s Name Assistant 64 Assistant s Name Telex 64 Telex Spouse s name 64 Spouse Children 64 Children Table 8 3 MS Outlook CSV file data mapping 8 3 4 3 Importing i Some important hints on the import Make sure to use valid import files Please find some hints on valid import files in the sections Section 8 3 4 1 Default CSV file and Section 8 3 4 2 MS Outlook CSV file If an import file contains invalid data the respective contact will be skipped during the import There is no check for double entries during the import Contacts are entered as many times as they are imported To import contacts from a default CSV file or a MS Outlook file proceed as follows To import contacts click on Configuration in the module bar and then on Import in the folder tree The import dialog shows the import configuration options
247. stomers from internal tasks You can find further information about flags under Section 5 10 Marking tasks with flags in this chapter Individual tasks as well as instances of task series whose status is set to Done progress 100 are grayed out and crossed out in the table If a task s due date has been exceeded the task is displayed in red 5 2 1 1 Sorting tasks in the list view For better organization you can sort the displayed tasks according to the fields Subject Priority Start date Due date finished or Flag either alphabetically or chronologically in ascending or descending order The arrow at the column header of one of these fields indicates according to which field and in which order ascending or descending the currently displayed tasks are sorted If you would like to change the sort order for instance to show your tasks in descending order according to the Start field click on the title of the relevant column to choose this field as a sort criterion Afterward you can either click on the column header again or click on the arrow in the column header to display the tasks in descending order i Defining the default view You can define the default view in which the Tasks module should open after logging in Open Xchange Server either showing the List view or the H Split view discussed below More information about defining the standard view of the Tasks module is available under Section 8 14 Tasks module
248. t a compressed or archive file you can open it with a double click or with the relevant panel function If you want to save the attachment click on the name of the attachment with the left mouse button and select Save as in the panel This opens a dialog box where you can either open the attachment directly or select a location for saving The dialog box can look differently depending on browser and browser settings Copyright Open Xchange Inc 2009 Replying to E Mail messages 9X6 O a TTD Tom Green New E Mail View Attachment Flag Search a 3 la D T g Ea Reply Delete HSplit Open We a EE 3 Replyall Ss Print VSplit 4j Savea 4 F 2 Clear alders _ Ea Forward Markas List H Save in InfoStore JA 5 amp Tom Green me c q opy Ga Move r E E Mail amp Inbox Ea Private folders i E Mail box 10 0 X Ea FA Calendar a From Subject Received Size Flag g Contacts ID 7 Frank Meyer Technical Data Sheet OX EE 08 23 2007 04 22PM 456 04 KB A El E Tasks Public folders Irene Murphy Re Risk of fraud with credit cards 08 23 2007 04 18 PM 2 04 KB a amp Shared folders 3 Brian Connor Fact Sheet Open Xchange Express Edition 08 23 2007 04 14 PM 1 MB a EY Infostore U C Timo Meier Market IMC MATA 13 53 KB E Bill Keens Custor You have chosen to open 1 03 KB Tech_Fact_Sheet_EN pdf which is a Adobe Acrobat Document Technical Data Sheet OX EE From Frank Meyer lt frank_meyer
249. tachments tab and then click on Add attachment under the Attachments panel section This function opens the Select At tachments window where you can select the file s to be attached Select one or more files via Browse and use the Add option to add them to the list of attachments When you confirm your file selection with OK the window Select attachments is closed and the attachments are added to the task ty Adding attachments to tasks Every attachment that you associate with a specific task is exclusively associated with this task If you add a file as an attachment to several tasks a unique copy of this file is attached to each of these tasks 5 4 6 1 Removing attachments from tasks If you added attachments to the new task by mistake you can delete them again For this select the file s you wish to delete from the task from the attachments table If you want to select several files hold down the Ctrl key for non adjacent multi selections or the Shift key for adjacent multi selections Then click on Remove in the Attachments panel section to remove all selected attachments from the task 5 4 7 Saving your entries In order to save the new task with all supplied data click on the Save icon in the Save panel section This closes the Task window and creates the new task in the previously selected folder 5 4 7 1 Notifying participants If you had included other participants in the new task or delegated the new task to others
250. task are printed on the selected device and the window with the print data is automatically closed 5 7 2 Printing lists of tasks Printing lists of several tasks is only possible from the List or H Split views All fields displayed as columns of the table in these views are printed fields without data are printed as empty fields in the list Only selected tasks from a specific tasks folder will be printed 5 7 2 1 Sorting and selecting tasks for printing In order to print lists of tasks switch to the List or the H Split view and display the desired time range for the relevant tasks folder since lists can only be printed from this view Filter the tasks for printing via the Search panel function This limits the display and thus the contents of the list More information about searching for tasks is available under Section 5 11 Searching for tasks in this chapter If you would like to print the list of tasks in a specific order sort the task display before printing on the basis of the fields Subject Priority Start date Due date finished or Flag alpha betically or chronologically in ascending or descending order Now select the tasks to be printed 5 7 2 2 Printing selected tasks Once you have used the methods mentioned above to select or sort all displayed tasks you wish to print click on Print in the Task panel section Just as for printing individual tasks Open Xchange Server opens a new window showing a tabl
251. te can not be moved to a public or shared folder If you try to do so you will get an error message 5 9 Duplicating tasks Task duplication allows you copy tasks also from one task folder to another and to edit the data of the copied task immediately during this process With this function you can create new tasks on the basis of an already existing task In the data of the new task you merely need to change the differing entries identical information can be carried over In order to duplicate new tasks in your personal tasks folders public or other users shared tasks folders provided you have the right to create objects select first the appropriate source task Then click on Duplicate in the Task panel section This opens the Task window that already contains all data from the previously selected source task Now change the entries for the new task as needed in all tabs select if desired another task folder as destination for the new task in the Task tab and then save your entries As a result a new task is created in the task folder that you had previously selected as destination folder in the Task tab of the Task window 102 O Copyright Open Xchange Inc 2009 Marking tasks with flags In the List and H Split view the function Duplicate can also be activated via the context menu i Duplicating tasks You can always duplicate only one task at a time as soon as you select more than one task the Duplicate func
252. ted without any further query In the List and Calendar view all time ranges you can also delete the selected appointments with the Del key or via the context menu A Deleting appointments If you delete an appointment this automatically triggers an E Mail notification to all partic ipants informing them immediately of the deleted appointment If you want to delete appointments from public or other users shared calendar folders you need delete rights for for the objects of these folders 4 8 Printing appointments In order to print the data of individual appointments or appointment list views in your personal calendar folders public or other users shared calendar folders you can use one of the methods described below 4 8 1 Printing individual appointments When you print individual appointments all fields of the appointment containing data are printed regardless of the tabs appointment participants in which these fields are managed Empty fields are not printed out In order to print individual appointments with their data display the desired appointment in the Detail view and then click on Print in the Calendar panel section Open Xchange Server opens a new print optimized window showing the printable data of the selected appointment At the same time the Print window opens where you can select the desired output device for printing Once you have confirmed your printer selection in the Print window and via OK th
253. tered in the To or CC field please also refer to When Reply all In both cases the E Mail is opened in an editing window Compose your reply and then click on the icon under Send Other options as adding attachments or formatting text can be found in the section Section 2 11 Composing new E Mails As an alternative you can also activate the functions Reply and Reply all via the context menu 2 11 Composing new E Mails In order to write a new E Mail click on the E Mail icon underneath the New panel entry This opens a window where you can write your new E Mail In the v split and list view you can also open the New E Mail window by double clicking on the empty field below the E Mail list Copyright Open Xchange Inc 2009 17 Composing new E Mails 2 11 1 To Enter the E Mail address of the recipient into the To input field If the message should be sent to several recipients enter the E Mail addresses into the field separated by commas Recipients in the To line can see which other recipients were entered in the To and CC fields The recipients entered under To cannot however see any recipients who are entered into the BCC field If you enter two or more characters of an E Mail address you will get a list with E Mail addresses that contain those characters The list is sorted after the frequency an E Mail address is used by you Internal users are listed first though Select the wanted recipient by left clicking
254. the Team view for the first time within a session it does not show any appointments because you first need to select at least one user whose appointments you would like to see You can do this via one of the two methods described below 4 2 7 1 Selecting users groups or resources for the appointment display You select one or several users groups or resources for the appointment display by clicking on Add in the Team member panel section This function opens the Select users window listing all registered users groups or resources in Open Xchange Server from the public contact folder Global address book Now enter the users names or wildcards the symbols or or combinations of name parts and wildcards into the Search field Then click on Go to start searching for the relevant users You can use wildcards in the following ways among others for defining the search criterion you can ignore capitalization here me or me gt all users whose first or last name contains the character sequence me e m r gt all users whose first or last name contains the characters m and r with precisely 3 characters between m and r as for example the last names Maier Meier or Meyer but not Mair or Muller Then select the users for the appointment display for multi selection hold the Ctrl key or the Shift key and click on Add This adds the selected users into the Participants field If you have made a mistake selecting user
255. tion and then select the desired tags with a mouse click Note that the Tags option display tags only if you had provided these before into the Settings As a result all selected tags are entered into the Tags field If you would like to delete one or several of the tags associated with a contact again delete the appropriate entries from the Tags field Place your cursor into the field and delete the undesirable tag s As an alternative click on Tags deselect the tags in the popup window and click OK 4 Creating personal tags If you would like to reuse certain tags frequently it is advisable to create these as personal tags in the Settings so that you can access these tags more simply You can find more in formation about creating your personal tags and a description of the procedure in the chapter Settings under Section 8 6 Private Tags The Folder option allows you to specify in which folder the new contact should be saved this field is preset to one of the following folders e When you create new contacts from one of your personal contact folders gt the personal contact folder that was open during the creation of the new contact Copyright Open Xchange Inc 2009 37 Creating Contacts e When you create new contacts from other users public or shared contact folders to which you have been granted the right to create objects gt the public or shared contact folder that was open during the creation of the n
256. tion click the icon In Account Settings enter a name in the Account name entry field In the E Mail Address entry field enter your E Mail address for the E Mail account If you do not want to receive incoming E Mails for this account in the respective account folder but in the folder Unified Inbox activate Use Unified INBOX for this account 5 Enter the incoming mail server data of your E Mail account In the Server type pop up list select the type of the incoming mail server If the incoming mail server uses encryption activate Use SSL connection In the Server name entry field enter the mail server address A typical IMAP server address has the following syntax imap providername com Check the port number of the incoming mail server and if needed change it in the Server port entry field In the Login entry field enter your username for the E Mail server In the Password entry field enter your password for the E Mail server If you selected a POP3 server as server type you have to fill in the following fields In Check for new messages every n minutes set the interval for fetching new E Mails from the POP3 server In case the fetched E Mails are to be kept on the POP3 server activate Leave messages on server If you want locally deleted E Mails to be deleted from the POP3 server too activate Deleting messages on local storage also deletes them on server 6 Enter the outgoing server data of your E Mail account If the outgoing mail serve
257. tion in the panel is deactivated Attachments are not copied when duplicating tasks Duplicating a task does not create any relationship between the source task and its duplicates Every task is an independent element regardless of how it was created If you would like to duplicate tasks from your personal tasks folders into public or other users shared tasks folders you need the right to create objects for the destination folder The same is true if you want to duplicate tasks between public or other users shared tasks folders Hence the select list displays only as destination folders those tasks folders for which you have been granted this right A task marked as private can not be copied to public or shared folders If you try to do so you will get an error message 5 10 Marking tasks with flags Flags are the colorful markings that help you to better differentiate different tasks e g you can mark all long term tasks with green flags all urgent tasks with red flags and all internal tasks with blue flags The colorful flags enable you to recognize immediately to which type of tasks a specific task belongs Flags are displayed in all views in the List and H Split views they are shown in their own column and in the Detail view they are displayed among the task details The colors of the flags do not have a predetermined meaning in Open Xchange Server Thus you can freely decide what a specific type of flag means for you 5 10
258. tments and tasks column have the following meaning e An X says the object will be imported The object s value is defined in RFC2445 e The number 255 means the object will be imported The figure stands for the maximum al lowed number of characters 124 Copyright Open Xchange Inc 2009 Import e Unlimited means the object will be imported The number of characters is not limited e means the object will not be imported Category iCal object Appointments Tasks Calendar Properties CALSCALE METHOD PRODID VERSION Calendar Components VALARM VEVENT X gt lt X X 1 X gt lt X X VFREEBUSY VJOURNAL VTIMEZONE VTODO X gt lt X gt lt Component Properties ATTACH ATTENDEE CATEGORIES CLASS X gt lt gt lt 1 gt lt gt lt 1 COMMENT COMPLETED X X CONTACT CREATED X X DESCRIPTION Unbegrenzt Unbegrenzt DTEND x lt gt x lt DTSTAMP DTSTART DUE DURATION EXDATE EXRULE FREEBUSY GEO LAST MODIFIED LOCATION ORGANIZER PERCENT COMPLETE PRIORITY RDATE RECURRENCE ID RELATED TO REPEAT REQUEST STATUS RESOURCES RRULE SEQUENCE STATUS SUMMARY TRANSP TRIGGER TZID
259. tments in your personal calendar folders public or other users shared calendar folders provided you have appropriate access rights you can use one of the methods described below 4 6 1 Editing appointments via panel functions Select the appointment you wish to change in the Calendar module the List view the Calendar view any time range or in the Detail view When clicking on an appointment in the List view you can then scroll up or down with the keyboard key Arrow up or Arrow down to select an other appointment Then click on Edit in the Calendar panel section 4 6 1 1 Editing appointment series If the appointment selected for editing is an appointment series you first receive a query whether you want to edit the appointment series or only this instance of the appointment series In order to change the appointment series as a whole click on Series In order to edit only the selected instance of the appointment series click on Appointment If you only edit the selected appointment and not the appointment series an appointment ex ception is created An appointment exception can always be edited independently from the series As soon as changing the appointment series the changes to the appointment exception are set back and the appointment is re integrated into the series Regardless of whether you have selected an individual appointment an appointment series or an instance of an appointment series for editing the Edit fu
260. ts an overview of changes in the information state in the company independent of personal preferences and priorities Every users can of course use this page also as a stepping stone into the individual sections to learn more detailed information or to work on any pertinent tasks The drag and drop function is also very efficient By drawing the mouse you can for instance quickly and easily move appointments in the calendar or move E Mails into other folders etc If you consistently use this function your everyday work can be organized very easily and you can again concentrate on the essentials Privacy In spite of team philosophy the ingenious user and group management of Open Xchange Server guarantees that private and personal information and data of every user is completely safe in contrast to public International Functionality Open Xchange Server is geared to the needs of internationally operating companies in many respects The groupware interface is provided in German English and French When logging in to the groupware the user can select one of the three languages Copyright Open Xchange Inc 2009 3 Now we re ready to go 2 4 1 Time zone and date In the setup section you can define in which time zone you are currently working Existing ap pointments are automatically displayed correctly when the time zone is changed This way you always keep the complete overview even for appointments abroad 2 4 2 Internati
261. ts via drag and drop you can choose with your mouse only contact folders as destination folders to which to you have been granted the right to create objects A contact marked as private can not be moved to a public or shared folder If you try to do so you will get an error message 3 10 Copying contacts Copying of contacts allows to you to copy contacts from one contact folder into another contact folder In contrast to the Duplicate function you do not have the opportunity to immediately change the data of the copied contacts during the copying If you want to edit the contents of the copied contacts as well make the desired changes after you copy as described under Section 3 5 Editing contacts You can copy one or several contacts from your personal contact folders or public and or other users shared contact folders into another contact folder provided you have relevant access rights as follows In the Phone list or Cards view select the contact s you wish to copy for a multi selection hold down the Ctrl key or the Shift key If you want to copy only one individual contact you can also do this in the Detail view After you have selected all contacts you wish to copy click on Copy in the Contacts panel section The function displays a select list where you can now select the desired destination folder When you make a choice please note that contacts can only be copied into contact folders and that you need the right to
262. u would like to be reminded of this task again after a certain period or whether this first reminder of this task is sufficient 5 4 3 9 Notifying participants by E Mail If you want to notify all added participants of this new task activate the option Notify all par ticipants by E Mail This approach is recommended particularly when you are inviting to partic ipate in a task external participants e g from your personal contacts who do not have access to Open Xchange Server thus they would not be automatically informed about this new task y Confirming tasks More information about the possibilities for confirming newly created tasks is available in the section Section 5 5 Editing tasks in this chapter 96 O Copyright Open Xchange Inc 2009 Creating tasks 5 4 4 Entering details for a new task In the Details tab you can specify the estimated and actual duration the estimated and already accrued costs travel expenses as well as other billing information 5 4 5 Selecting participants for a new task In the Participants tab you specify which participants should be involved in this task In order to add further participants to the new task or to delegate the task click on the Add Participant function in the Participants panel section This function opens the window Select participants where you can select the participants to be added as described below 5 4 5 1 Adding internal participants In order to ad
263. ule as a special type of contacts You can create new distribution lists in your personal contact folders or in other users shared or public contact folders using one of the methods below If the panel is not expanded click on the downward pointing arrow in the New panel section and select Distribution list from the menu that is opened then If the panel is already expanded click on Distribution list in the New panel section A Creating distribution lists in public and other users shared contact folders Please note that you need the right to create objects for these folders in order to create new distribution lists in other users public or shared contact folders If you have not been granted such access rights a relevant message is displayed after starting the function to create new distribution lists From this message you can decide whether you want to create that distribution list in your personal contact folder Contact folder or cancel the function You can find more information about choosing the desired destination folder and the nec essary access rights under Section 3 14 1 1 Choosing a destination folder for the new dis tribution list of this chapter 3 14 1 Entering data for a new distribution list Regardless of how and from which module you have launched the creation function for the new distribution list this function call opens the distribution list window where you can now enter the data for your new distrib
264. ure you type in correct log in data CAL Open xchange Server Username tom_green Password Login J OL UU Jo j J 4l Figure 1 1 Logging in in the Open Xchange Server web interface 1 Y Screen resolution Open Xchange Server requires a minimum screen resolution of 1024 x 768 Higher screen resolution will make the use of Open Xchange Server more comfortable A lower screen resolution can affect the display of the functions available in the panel Fewer functions could be displayed at a glance You can expand all functions step by step using the arrows shown in the panel It is recommended to deactivate the InfoBox in the general options and to expand the folder tree via the drag point below the folder tree Switching the module bar to the icon view also saves space Please refer to Section 1 3 The Module bar 1 1 2 Logout When you complete your session you must logout from the groupware To do so click on the Logout button in the upper right corner of the groupware interface Copyright Open Xchange Inc 2009 5 The Start Page 1 2 The Start Page After logging in via the groupware interface you will immediately be informed about your new appointments or tasks If you have been invited to an appointment you will see a pop up window In this pop up window you can see a short description of the appointment and either confirm it or decline The Start page provides you with an overview of some
265. users shared calendar folders in order to be able to move appointments there When you have selected the desired target folder all selected appointments are moved into this calendar folder 4 9 2 Moving appointments via drag and drop As an alternative to the approach described above you can also move appointments via the drag and drop method For this select the appointments to be moved hold the mouse button and drag them in the folder tree to the desired destination folder and release the mouse button there When you release the mouse button and thus select the desired target folder all selected ap pointments are moved into this calendar folder i Moving appointments to other folders If you would like to move appointments from your personal calendar folders into public or other users shared calendar folders you need create object rights for the destination folder 82 Copyright Open Xchange Inc 2009 Marking appointments with flags If you want to move appointments from or between public or other users shared calendar folders you need delete rights for the objects of the source folder and create object rights for the destination folder If you do not have these rights the Move panel function and the drag and drop method are deactivated Thus you cannot move any appointments from this folder Furthermore when you are moving appointments via the Move panel function the select list only shows you those calenda
266. ution list The text entry No recipients have been added notifys you that the distribution list is still empty When you create a new distribution list be sure to fill in the field Name of the Distribution List because this field is a required field and must always contain a value If you forget to fill in the field Name of the Distribution list you cannot save the newly created distribution list Instead you receive an error message and the field Name of the Distribution List will be displayed with red borders 4 Naming distribution lists The names of distribution lists are not checked for uniqueness by Open Xchange Server therefore it could happen that several distribution lists with identical names are created To avoid this you should try to enter a very specific name for the distribution list 3 14 1 1 Choosing a destination folder for the new distribution list The Folder option allows you to specify in which folder the new distribution list should be saved this field is preset to one of the following folders e When you create a new distribution list from one of your personal contact folders gt the personal contact folder that was opened during the creation of the new distribution list 46 Copyright Open Xchange Inc 2009 Creating distribution lists e When you create a new distribution list from a public and or another user s shared contact folder to which you have been granted the right to create objects gt
267. w changed or deleted tasks E Mail notification for appointment creator Defines whether you as the creator of a task receive an E Mail notification if other participants accept or decline the task E Mail notification for appointment participant Defines whether you as participant of a task receive an E Mail notification if other participants accept or decline the task 8 15 InfoStore module options Following options are available Default view Here you can define the default view for the InfoStore module If no view is configured the List view will be used by default You have a choice between List and H Split as default view settings In the horizontal split view the window is split horizontally In the upper part of it you can see a list of entries while in the lower part active InfoStore objects are dis played Enable InfoStore hover This option allows to activate or deactivate the hovers for the In foStore module 8 16 Public and Shared Folders There are public and shared folders in Open Xchange Server Public folders are available for all users or user groups This is determined by the administrator The access rights can be denied Copyright Open Xchange Inc 2009 151 Public and Shared Folders for individual users or user groups This is useful when access rights are to be granted to a guest who should not be able to see the internal customer information Shared folders are folders of a user who decided
268. webdav ical file is downloaded It contains your personal appointments and tasks 8 5 Global Options Via the folder tree entry Options under the tabs Common and Language and region you can control the overall behavior of your groupware 8 5 1 Common tab Basic settings Reload interval The first drop down menu allows you to determine the reload interval for your current groupware view Your current view can be reloaded every 5 10 15 or 30 minutes or never If you select the latter option you will have to reload regularly manually To do so click on the Refresh icon on the Open Xchange Server title bar The default value for this setting is set to 10 minutes Each time you refresh your view you will see new appointments E Mail messages tasks etc If you are happy with your selection save it by clicking on the Save button in the Save panel section Theme This drop down menu allows you to choose a theme for your groupware If you are happy with your selection save it by clicking on the Save button in the Save panel section Save configuration before every logout The fourth option lets you define whether you want to save the current configuration before every logout In addition to the Yes and No options you can select the Ask option If you have selected the latter option you will be prompted to save your configuration every time before you logout Default for Quick settings e Here you can activate or deactivate the QuickInfo
269. window click on Yes 4 In the panel click on Save Result The UWA module is deleted How to activate or deactivate an UWA module 1 Select the module from the Available UWA modules list 2 In the panel section Visibility click on enabled or on disabled 3 In the panel click on Save Tip With multi selection you can delete enable or disable multiple UWA modules at once 8 11 Email module options 8 11 1 Settings The Email module provides you with a range of options to configure global settings Click either on the Preferences Email subfolder in the configuration folder structure or on the small arrow in the top right part of the overview window of the Email module Choose between the following options from the different tabs General tab e Default view Here you can define a default view for the Email module By default the view is set to horizontal split view You can choose between the following views e If you select List view the E Mail messages will be displayed as a list whereas the order will be based on the receiving date e In the horizontal split view the currently active E Mail is displayed under the E Mail list By default E Mail messages are sorted by the reception date e In the vertical split view the currently active E Mail message is displayed to the right of the E Mail list By default E Mail messages are sorted by the reception date Default view for Spam folder Here you can define a default view for
270. window is closed If you cancel out of this warning message you return to the Appointment window and can change the parameters of the new appointment to avoid the conflicts Adding to the appointment a resource which is used by another appointment causes a conflict which you cannot ignore To be able to save the appointment you have to remove the resource 4 4 9 2 Notifying participants If you have invited other participants to the new appointment all internal participants are notified about this appointment via a confirmation dialog and they can reply to you whether they will participate in this appointment or not as shown in the following example More information about confirmation dialogs is available under Section 4 5 Confirming appointments in this chapter 76 Copyright Open Xchange Inc 2009 Confirming appointments If you create a new appointment and activate the option Notify all participants by E Mail all internal and external participants are notified about this new appointment by E Mail 4 4 10 Discard input If you do not want to save the appointment click on Cancel in the Window panel section To be safe you will be asked whether you really want to discard your entries If you confirm this query with OK the Appointment window is closed and all inputs are discarded 4 5 Confirming appointments If another user of Open Xchange Server has invited you to participate in an new appointment you will
271. x chars Business Title 64 Title First name 128 Given name Middle name 128 Middle name Last name 128 Sur name Suffix 64 Suffix Display name 320 Display name Company 512 Company Street 256 Street business Copyright Open Xchange Inc 2009 129 Import Data fields in the contact dialog window CSV data field Tab Data field Max chars ZIP 64 Postal code business City 128 City business Country 64 Country business State 64 State business Department 128 Department Position 128 Position Room number 64 Room number Employee ID 64 Number of employee Phone business 64 Telephone business 1 Phone business 2 128 Telephone business 2 Fax business 64 FAX business Phone company 64 Telephone company Mobile 64 Cellular telephone 1 URL 128 URL E Mail business 256 Email 1 IM business 64 Instantmessenger 1 Tags 1024 Categories Type private Private Profession 64 Profession Date of birth Birthday Street 256 Street home ZIP 64 Postal code home City 64 City home State 64 State home Country 64 Country home Nickname 64 Nickname Phone private 64 Telephone home 1 Phone private 2 64 Telephone home 2 Fax private 64 FAX home Mobile private 64 Cellular telephone 2 IP phone private 64 Telephone IP E Mail private 256 Email 2 Marital statu
272. xt further lines will be displayed A second click switches back to the original view e The Versions tab If the InfoStore entry contains attachments following elements will be dis played The Plus or Minus sign to show or hide details on the attachments The version number the file type icon and the file name of the InfoStore entry s attachment The icons for opening and saving the attachment Information on how to configure hovers can be found in Configuring hovers Creating InfoStore objects With the InfoStore module open click on the InfoStore icon under New in the Panel Here it is irrelevant whether or not the panel is already expanded in every view of the panels the icon for creating new InfoStore objects is always displayed at the top As an alternative you can also open the New Infostore Item window by double clicking in the empty field below the entries in the list or h split view You can also find the InfoStore icon under New in any other module in order to create a new InfoStore object The dialog box that appears then allows you to enter a title for the object and if desired an Internet address e a URL Uniform Resource Locator Via the File button you can load a document from your hard disk You can also delete it again The Comments field allows you to add a comment to the new InfoStore entry or to quickly create a knowledge base object When you are done with the entry save it by clicking on the icon und
273. you have relevant access rights with a flag you need to display the relevant E Mails in the List H Split or V Split view first Then select the E Mails you wish to mark for multi selections hold either the Ctrl key or the Shift key and click on the flag you would like to assign to these E Mails in the Flag section of the Panel including the flags from the menu see the below screenshot there are ten different flags available to you Please note that you need relevant access rights for marking E Mails from public or other users shared E Mail folders As a result all selected E Mails are marked with the selected flag 2 21 Sharing an E Mail folder Users can share their personal E Mail folders with specific other users or user groups You can not share the Inbox folder It is possible though to share subfolders of the Inbox folder For more information on sharing folders please refer to the section Section 8 8 Permissions Man agement 24 Copyright Open Xchange Inc 2009 E Mail directory overview In order to access other users shared E Mail folders you first have to subscribe the wanted folder The following scenario assumes that the user brian _connor shared his E Mail folder mailsubscript To subscribe the mailsubscript folder right click the Inbox folder in the folder tree or right click another personal E Mail folder In the context menu select Subscribe folder In the pop up window Subscribe folder
274. ype VCARD To execute the data import click on the panel function Import Copyright Open Xchange Inc 2009 127 Import FO ne Te oe Tom Green Import 9 E DA i Folders ss M Configuration Import Options Configurationimport Tags Start Page Here you can importtasks appointments or contacts from iCal vCard or CSV files E Mail Detailed information can be found in the Import section ofthe online help or the user manual Calendar E I Contacts File type O ical Appointments y A Tasks RE vcard amp M InfoStore csv Contacts Comma Separated 7 M User a adean si Sert File name Browse 4 _ 4 November 4 2008 Mon weet ASS 44 27 28 29 30 31 1 2 45 3 4 5 6 7 69 45 10 11 12 13 14 15 16 47 17 18 19 20 21 223 48 24 25 28 27 28 29 30 L_ Today InfoBox No unread E Mail 3 24 39 9 77 MB File 0 17 4 88 GB Figure 8 3 Importing contacts in VCARD format The contact data will be imported to your private folder 8 3 4 Importing contacts in CSV format Following CSV files are supported e Default CSV files separated by commas e CSV files from MS Outlook 8 3 4 1 Default CSV file A default CSV file contains contacts in table format The columns of a row contain the data fields of the contact The end of a line is marked by a line break The data fields are separated by commas The first line is the column

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