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1. 117 OX Index Delete appointments 77 contacts 67 files 89 folder 106 tasks 99 design elements 12 Display contacts 63 E Mail attachment 47 E Mails 46 files 84 files in icon view 84 files in list view 84 tasks 95 Displaying appointments 72 Distribution list invite to appointment 66 send E Mail to 66 Documentation 9 content 11 design elements 12 help 15 target group 10 E E Mail 43 categorize with labels 52 components 44 copy 51 drafts 52 external E Mail accounts 57 forward 50 import from EML 53 invite recipients to appointment 55 manage 51 mark as read 51 mark as unread 51 move 51 reminder aktivieren 53 reply 49 save 54 save as eml 53 saving recipients as distribution list 55 send 48 send from address book 66 send to appointment participants 78 show source 52 Signaturen 60 subscribe folder 55 E Mail settings Allow HTML formatted E Mail messages 60 Append vcard 59 Auto save E Mail drafts 60 automatically collect contacts while reading 59 automatically collect contacts while sending 59 Block pre loading of externally linked images 60 color quoted lines 60 Default sender address 60 Display emoticons as graphics in text E Mails 60 format messages as 60 Forward E Mails 59 Insert the original E Mail text into a reply 59 Line wrap when sending text mails after 60 Permanently remove deleted E Mail messages 59 E Mail thread definition 14
2. 14 T rmMINOlOS 1 68 trente dance it AEE etre t s servent rt te ete dteret eve red ite et nee 14 1 5 Fu rther Help css aa digsidsastesesisaigsidsasiesedsaigsdbsaatenesheaansedscatecseeveieddsesaiens 15 2 Getting started with the OX App Suite sers 17 2 1 OX App Suite Definition sise 18 2 2 System Requirements cc eececececcceaeeteeeececeeeceaaeaeeeeeceeeceaaeseaeeeeeeeeeeaauaeaeeeseeeeeaaea 20 2 3 Operating INSCHUCTIONS errape era a E EER E E 21 2 4 Signing IN SIGNING QUE 2 24 e a EEA NENE 22 CA ITEA SCC E E E ness satancetacienepeeeens 23 3 1 The User IMNterfaCe oreeson iain ii nian iaaiiai iS 24 3 2 Customizing the Basic Settings sesesessesssesssereesrsessseoreerresssesorerisessesssecerersssssesste 29 3 3 Changing Personal Contact Data sessssssssssereesrssesrsrrrersssesteerrestesssrsteresensssssreeee 30 3 4 Changing the password sssesssesssesssssssssssssrsessessserererererererererererererererererererererereres 31 4 Applications eeeessssssoeoosesesssssssoecesecssssssesoocossssesssssosoccesssssssssossesossssesese 33 4 1 The Apps Components is 34 4 2 The Application manager sise 35 4 3 Which Applications do Exist ie 36 4 4 Working with Applications is 37 5 Portal Sisters trs nnsdesedi nes te neses aliens nie esse nmsss denis eennitueeltse 39 De COMPOMENUS einer der Rent een een dan avenir ne ER 40 5 2 Customizing the Portal siennes 41 5 2 1 Changing the portal tiles order 00 eeeeesesnenne
3. How to use the tasks settings 1 Click the System menu icon El at the right side of the menu bar Select Settings from the menu 2 Click on Tasks in the sidebar 3 Change the settings 101 The following settings are available Interval of the reminder in minutes E Mail notification for Accept Declined E Mail notification for task creator E Mail notification for task participant Interval of the reminder in minutes Specifies the preset time interval for the reminder of the task s due date E Mail notification for Accept Declined Specifies whether you will receive an E Mail notification if the following is true A task in which you participate has been re created changed or deleted E Mail notification for task creator Specifies whether you will receive an E Mail notification if the following is true A participant accepted or declined a task created by you E Mail notification for task participant Specifies whether you will receive an E Mail notification if the following is true A participant accepted or declined a task in which you participate Copyright Open Xchange Inc 2012 101 102 Copyright Open Xchange Inc 2012 OX 11 Organizing Data Learn how to organize your data Find objects by using the search function Work more efficiently with the folder management Organize your team work by granting permissions Use your social network data like your LinkedIn data or sha
4. If a received E Mail contains multiple recipients you can save all recipients as new distribution list Copyright Open Xchange Inc 2012 55 OX Saving all recipients of an E Mail as E Mail distribution list How to save the recipients of an E Mail as distribution list 1 Select an E Mail from the sidebar 2 Click on All recipients in the display area Note This button is only displayed if the E Mail has multiple recipients 3 Select Save as distribution list from the menu 4 Complete the data for Creating a distribution list 65 56 Copyright Open Xchange Inc 2012 External E Mail Accounts E Mail OX 6 7 External E Mail Accounts If you use external E Mail accounts e g Google Mail you can access those E Mail accounts from within the groupware provided you have set up the external E Mail accounts in the settings During the setup each external E Mail account gets an own E Mail folder First you have to set up or edit external E Mail accounts Then you can use the external E Mail accounts 6 7 1 Setting up and editing external E Mail accounts The following possibilities exist setting up an external E Mail account editing an external E Mail account deleting an external E Mail account How to set up an external E Mail account 1 Click the System menu icon El in the menu bar Select Settings from the menu 2 Click on Keyring in the sidebar 3 Click on Add in the display are
5. OX App Suite User Guid OX OX App Suite OX App Suite User Guide Published Tuesday 18 December 2012 Version 7 0 Copyright 2006 2012 OPEN XCHANGE Inc This document is the intellectual property of Open Xchange Inc The document may be copied in whole or in part provided that each copy contains this copyright notice The information contained in this book was compiled with the utmost care Nevertheless erroneous statements cannot be excluded altogether Open Xchange Inc the authors and the translators are not liable for possible errors and their consequences The names of software and hardware used in this book may be registered trademarks they are used without warranty of free usability Open Xchange Inc generally follows the spelling conventions of the manufacturers The reproduction of brand names trade names logos etc in this book even without special marking does not justify the assumption that such names can be considered free for the purposes of trademark and brand name regulations 2 Copyright Open Xchange Inc 2012 Table of Contents 1 About this Documentation ssssssssessssesssssseenesensssse 9 1 1 Who is the target group of this documentation occ eeeneeteceeeeeeeseetenteaeeeeees 10 1 2 Which contents are included in the documentation e erener eser esesese 11 1 3 Design Elements ccccccecscesceeseceeeceeeeeseeeseeeeeeeseseseeeseeeseeeeeeeeeeeeeeeseeeeeeeseeeeeee sees 12
6. display appointments create appointments answer appointment invitation manage appointments share calendars with other users use the Calendar settings Click on Calendar in the menu bar Click on Calendar on the Apps page below Your applications Copyright Open Xchange Inc 2012 69 OX Calendar The Calendar Components 8 1 The Calendar Components An introduction to the user interface can be found in The User Interface Toolbar Contains the following icons Create appointment icon BA Creates a new appointment 73 Note This function is only enabled if you opened a calendar for which you have the permission to create objects View icon E amp I Selects one of the following views for the display area 2 Day Work week Week Month a List Toggle Folder icon Opens or closes the Folder tree Toggle Search icon EI Opens an input field in order to search 104 for appointments with a particular subject Folder tree Displays the calendar folders Enables to navigate within the folder structure 105 In order to open the folder tree click the Toggle Folder icon Bin the toolbar The following functions are available If clicking on a folder its appointments are displayed Icons below the folders offer functions for organizing data 103 The Pin icon E defines whether the folder tree overlaps the sidebar or the display area or is displayed next to the sidebar or the display area The Close icon Ef cl
7. E Mail see E Mail 43 E Mail Einstellungen Signaturen 60 E Mails co operate with others 55 display 46 edit entire E Mail thread 54 save attachments 47 view attachments 47 Edit appointments 76 contacts 66 file description 88 tasks 98 versions 89 Elements definition 14 External E Mail account definition 14 External E Mail accounts 57 edit 57 set up 57 use 57 External participant definition 14 F FAQ see questions and answers 113 File create new 86 Files 81 components 82 copy 88 delete 89 display 84 display in icon view 84 display in list view 84 edit description 88 edit multiple 90 editing versions 89 manage 87 move 88 rename file 87 send as E Mail attachment 87 send as link 87 Files app 81 Files settings Audio enabled 92 118 Copyright Open Xchange Inc 2012 default view 92 Video enabled 92 First steps 23 Folder delete 106 grant 109 grant permissions 109 navigate in folder structure 105 open 105 rename 106 subscribe E Mail folder 55 Folder structure navigate 105 Folder tree open 105 Folders 105 create 106 personal folders 105 public folders 105 shared folders 105 type 105 Forwarding E Mails 50 Function definition 14 G Getting started 17 Global address book definition 14 H Handling OX App Suite 21 Images as slideshow 85 Importing E Mail 53 Internal E Mail account definition 14 L
8. E Mails Specifies whether emoticons will be displayed as graphics or as characters For example if you type in a smiley after having selected this option the smiley will be displayed either as a graphic or as a colon followed by a round bracket Color quoted lines Specifies whether original messages are highlighted and introduced with a vertical line The messages or replies will be displayed as embedded This option assumes that the original mail text is not at tached but appended to the E Mail Signaturen An E Mail signature is text that is automatically entered in the E Mail when being composed It is typically used for inserting the name company and contact address at the bottom of the E Mail text The following functions are available Add button In order to create a new signature click on this button In the pop up enter a name and the data Click on Save Edit button In order to edit a signature select a signature from the list Click on Edit Change the data in the pop up Click on Save Delete button In order to delete a singature select a signature from the list Click on Delete 60 Copyright Open Xchange Inc 2012 OX 7 Address Book Learn how to use the Address Book application the Address Book components find and display contacts create and add contacts from various sources combine several contacts into distribution lists edit and organize contacts share contacts with
9. Lloyd Tom Green Send mail to all participants Save as distribution list Displays detailed information about an object shown in the display area In order to open the pop up click on a groupware object in the display area If you e g read an E Mail in the display area and click on the name of the sender the following elements are displayed in the pop up the sender s contact data relevant information e g your shared appointments or your E Mail conversation with the sender buttons for specific actions e g for copying the sender s contact data to a folder If clicking on a certain element in the pop up a further pop up might be opened In order to close a pop up click on Close in the upper right side In order to close all pop ups click on Close all Notification Area Reminder Tasks OXS 2012 11 12 2012 9 00 AM Over due Remind me again in 5 minutes OVA Ulam esc OXS 2012 11 12 2012 9 00 AM Displays information about the following objects Copyright Open Xchange Inc 2012 27 OX First Steps The User Interface unread E Mails new appointment invitations queued tasks tasks with a due date in the past In order to open the notification area click the Unread badge icon E on the right side of the menu bar The following actions are possible To read a new E Mail click on it To open the inbox click on Show Inbox To confirm new appointments click on the button To
10. Save as distribution list in the display area 2 Complete the details for creating the distribution list 65 78 Copyright Open Xchange Inc 2012 Calendar Settings Calendar OX 8 7 Calendar Settings How to use the calendar settings 1 Click the System menu icon El at the right side of the menu bar Select Settings from the menu 2 Click on Calendar in the sidebar 3 Change the Settings 79 The following settings are available Interval in minutes Start of working time End of working time View Display refused appointments Default time for reminder E Mail notification for new changed deleted E Mail notification for appointment creator E Mail notification for appointment participant Interval in minutes Specifies the interval for dividing the time grid in the calendar views Day Work week Week Start of working time Defines the start of the working hours End of working time Defines the end of the working hours View Specifies the default view of the appointments Display refused appointments Defines whether appointments that you refused are displayed Default time for reminder Defines the pre set time interval for the appointment reminder E Mail notification for new changed deleted Specifies whether you will receive an E Mail notification if the following is true An appointment in which you participate has been re created changed or deleted E Mail no
11. Xchange Inc 2012 51 OX E Mail Categorizing E Mails with labels How to mark an E Mail as unread 1 Select a read E Mail in the sidebar 2 Click on Mark unread in the display area In order to mark this E Mail as read click on Mark read Tip You can also mark multiple E Mails at once or all E Mails of an E Mail thread as being read 6 5 4 Categorizing E Mails with labels You can categorize a single E Mail or a complete E Mail thread with a colored label How to categorize an E Mail with a label 1 Select an E Mail in the sidebar 2 Click the Label icon in the display area 3 Click on a label in the menu In order to remove the label click on None in the Label menu Tip You can also categorize multiple E Mails at once or all E Mails of an E Mail thread with a label 6 5 5 Showing the E Mail source The E Mail source contains the complete content of an E Mail i e the complete E Mail header data How to display the E Mail source 1 Select an E Mail in the sidebar 2 Click on More in the display area Select View source from the menu The source is displayed in the View source window Tip The context menu allows to select the source and to copy it to the clipboard 6 5 6 Working with E Mail drafts The following possibilities exist saving an E Mail as draft while you are composing the E Mail sending a saved E Mail draft How to save an E Mail as draft 1 Inthe Compose new email window click on S
12. You can move one contact or multiple contacts together to another folder 66 Copyright Open Xchange Inc 2012 Copying contacts Address Book OX How to move a contact to another folder Prerequisite You need to have the permission to create objects in the target folder 1 Select a contact in the sidebar 2 Click on More in the display area Select Move from the menu 3 Select a folder in the Move window Click on OK 7 5 5 Copying contacts You can copy one contact or multiple contacts together to another folder How to copy a contact to another folder Prerequisite You need to have the permission to create objects in the target folder 1 Select a contact in the sidebar 2 Click on More in the display area Select Copy from the menu 3 Select a folder in the Copy window Click on OK 7 5 6 Deleting contacts You can delete a contact or multiple contacts at once How to delete a contact Warning If you delete a contact it will be irrevocably lost 1 Select a contact in the sidebar 2 Click on Delete in the display area 3 Confirm that you want to delete the contact Result The contact is deleted 7 5 7 Editing multiple contacts together The following functions can be applied to multiple contacts together sending an E Mail to multiple contacts inviting contacts to an appointment moving or copying contacts to another folder deleting contacts How to apply a function to multiple contacts
13. a t trait e Jean Dupont 16 12 Sales meeting agenda draft Bill Keens 16 12 Reworked Evaluation Process Bill Keens 16 Customer request for OX Express Edition Bill Keens 16 12 200 New marketing brochures 22 05 2012 23 12 2010 20 01 2010 Irene Murphy 16 12 2009 iE Inbox m Depending on the app and the view selected the sidebar displays a list of the objects in the current folder Depending on the app further buttons are shown below the list e g for sorting objects Display area Timo Meier OX7 upcoming Brian Connor Frank Meyer Jean Dupont All recipients Reply All Reply Mark Unread Delete Hello did you hear Regards Timo More v m Depending on the app and the view selected the display area shows the content of the object you selected in the sidebar or the content of the folder activated If you e g selected an E Mail the display area shows the following elements the header and the content of the E Mail app specific buttons for replying to the E Mail forwarding it or for using other functions Clicking on an object in the display area opens a pop up window 26 Copyright Open Xchange Inc 2012 The User Interface First Steps OX Pop up Scrum meeting mall meeting Edit Change status Move Delete Extraordinary meeting Development team and documentation team Brian Connor Piet Jansen Piotr Nowak Solveigh Schmidt Timo Meier Tina
14. addresses in the input field below Participants Click the icon Tip While entering the E Mail address matching suggestions are displayed To accept a suggestion use one of the following methods Use the scrollbar to browse the list Click on a suggestion Use the cursor keys to select a suggestion Press Enter To remove a participant click the icon X next to the name In order to add multiple participants you can enter the name of a distribution list 65 To add an attachment to the appointment click on Select files below Attachments Select a file Click on Add To add further attachments repeat the steps To remove an attachment click the Delete icon X Tip You can also add an attachment by dragging and droppping a document from the file browser or the desktop to the appointment window 8 3 2 Resolving appointment conflicts An appointment conflict happens if the following is true You are the participant of an existing appointment Your availability in Display as is set to one of those values Booked Tentative Absent You create a new appointment Your availability in Display as is set to one of those values Booked Tentative Absent The new appointment overlaps in time with the existing appointment As soon as you click on Create the message Conflict detected is displayed The appointments causing the conflict are displayed To resolve the conflict use one of the following methods To create the appointment des
15. are displayed The following functions are available If clicking on an appointment its data is displayed in the display area If clicking the Select icon below the list a checkbox is displayed next to each appointment You can select multiple appointments in order to edit them at once 77 The text below the list contains the names of the folder activated If clicking on the name the folder tree opens If clicking the Sort icon below the list a menu opens that helps you sort appointments With the Show all checkbox you can define whether you only want to view the appointments in the currently selected calendar or all appointments from all your private calendars Display area in the List view Shows the data of the appointment and the functions available Date for recurring appointments the recurrence type time time zone Subject Appointment s location if entered Buttons Edit 76 Change status 77 Move 77 Delete 77 Appointment s description if entered Names of the participants if existing If clicking on a name a pop up opens It consists of the following components 2 The person s contact data 2 If you exchanged E Mails with this person they are displayed below Recent conversations 2 Ifyou have appointments scheduled with this person they are displayed below Shared appoint ments If clicking on an appointment or an E Mail a further pop up opens If the appointment has other participants the buttons Sen
16. close the notification area repeatedly click the Unread badge icon Keyboard input As an alternative to the mouse you can use the following keys In order to move the cursor within input fields use the following keys cursor keys Home End In order to browse a list use the curser keys In order to select a function use the following keys Tab Shift Tab The function selected will be highlighted In order to execute the function selected press Enter 28 Copyright Open Xchange Inc 2012 Customizing the Basic Settings First Steps OX 3 2 Customizing the Basic Settings How to customize the basic settings 1 Click the System menu icon Edin the menu bar Click the menu item Settings 2 Click on Basic settings in the sidebar 3 Change the Settings 291 The following settings are available Language Timezone Refresh interval Theme Default app after login Language Defines the language of the user interface Timezone Defines the time zone to which all time bound entries refer Refresh interval Defines the interval for retrieving new objects from the server Theme Defines the color scheme for the user interface Default app after login Defines the app that is displayed after the login Copyright Open Xchange Inc 2012 29 OX First Steps Changing Personal Contact Data 3 3 Changing Personal Contact Data How to change your personal contact data
17. methods To find tasks with a particular subject use the search function To sort the tasks list click the Sort icon below the list Select a sort criteria from the menu To only display due tasks in the list click the Sort icon below the list Disable Show done tasks in the menu 3 Click on a task in the sidebar The task s data are displayed in the display area 4 To display another task use one of the following methods Click on another task in the sidebar Use the cursor keys to browse the list Copyright Open Xchange Inc 2012 95 OX Tasks Creating Tasks 10 3 Creating Tasks In order to create a new task you can proceed as follows Create a task by entering the subject and the due date Use further functions adding participants and resources adding attachments adding details How to create a new task 1 w Nous Open a tasks folder in the folder tree Note Select a folder for which you have the permission to create tasks Click the Create new task icon EA in the toolbar Enter a subject Enter a description if needed To view the complete form click on Expand form Set the task s start and due date In case you want to be reminded of the task select a setting in the Remind me drop down field You can use further functions adding participants and resources adding attachments adding details Click on Create How to use further functions when creating a task 3 Prerequisi
18. multiple E Mails at once The following functions can be applied to multiple E Mails at once forwarding E Mails moving or copying E Mails to another folder marking E Mails as read or unread categorizing E Mails with a label deleting E Mails How to apply a function to multiple E Mails at once 1 Click the Select icon below the sidebar Each E Mail will get a checkbox in the sidebar 2 Check the boxes of at least two E Mails 3 Click on a function in the display area 6 5 12 Editing all E Mails of an E Mail thread You can activate the following functions for all E Mails of an E Mail thread at once forwarding E Mails moving or copying E Mails to another folder marking E Mails as read or unread categorizing E Mails with a label deleting E Mails How to activate a function for all E Mails of an E Mail thread at once 1 Select the current E Mail of the E Mail thread in the sidebar The current E Mail is listed on top of the E Mail thread 2 Click on Entire thread on top of the E Mail in the display area Select a menu entry 54 Copyright Open Xchange Inc 2012 E Mails within a Team E Mail OX 6 6 E Mails within a Team The following possibilities exist Sharing E Mails Subscribing to E Mail folders Inviting all recipients of an E Mail to an appointment Saving all recipients of an E Mail as distribution list 6 6 1 Sharing E Mails You can share your E Mails with in
19. of all your E Mail accounts with external providers Address Book Organize and maintain private and business contacts Use the contacts from your social networks Share contacts with others Calendar Keep the overview of your private and business appointments Organize meetings with internal users and external participants Files Use the file store for centrally maintaining information or sharing them with others Use the files in the office at home and on the road Share files with users and external partners Tasks Plan and organize your activities Use the reminder function for due tasks Delegate tasks to others 36 Copyright Open Xchange Inc 2012 Working with Applications Applications OX 4 4 Working with Applications How to launch an application 1 In order to view a specific selection of applications click on a view in the sidebar 2 Click on Start in the display area below the application Result The Apps page will be left The application will be launched How to add an application to your favorites 1 Click the Installed view in the sidebar 2 Click on Mark as favorite in the display area below the application Result The application is added to the Favorites view An asterisk will be added next to the application name How to do an upgrade 1 Click on the Upgrades view in the sidebar 2 Click on an entry in the display area below the application Result The applicatio
20. other users access contacts in your social networks In order to launch the Address Book application use one of the following methods Click on Address Book in the menu bar Click on Address Book on the Apps page below Your applications Copyright Open Xchange Inc 2012 61 OX Address Book The Address Book Components 7 1 The Address Book Components An introduction to the user interface can be found in The User Interface Toolbar Contains the following icons New icon BA Creates a new contact 64 or a new distribution list 64 Note This function is only enabled if you opened an address book for which you have the per mission to create objects Folder icon Opens or closes the folder tree Search icon EI Opens an input field for searching 104 for contacts with a particular name Folder tree Displays the contacts folders Enables you to navigate the folder structure 105 In order to open the folder tree click the Toggle Folder icon in the toolbar The following functions are available If clicking on a folder its contacts are displayed Icons below the folders offer functions for Organizing data 103 The Pin icon El defines whether the folder tree overlaps the sidebar or the display area or is displayed next to the sidebar or the display area The Close icon E closes the folder tree Navigation bar A B c Displays the contacts in the sidebar starting with the initial lett
21. rename a folder Note In order to rename a folder you need to have administrative rights for the folder 1 In the folder tree select the folder that you want to rename 2 Click the Edit icon EX below the folder tree Click on Rename 3 Edit the name or enter a new name Click on Rename 11 2 5 Deleting folders You can delete subfolders in your personal folders For other folders you need to have the required permissions 107 How to delete a folder Warning If you delete a folder all subfolders and objects in this folder will also be deleted Deleted subfolders and objects can not be restored Note To delete a folder you need to have administrative rights for this folder 1 In the folder tree select the folder that you want to delete 2 Click the Edit icon EX below the folder tree Click on Delete 3 Confirm that you want to delete the folder Result The folder and its objects are permanently deleted 106 Copyright Open Xchange Inc 2012 Permissions Organizing Data Ox 11 3 Permissions Permissions define what a user can do with a particular folder and its contents Therefore the single users have specific folder permissions In order to allow another user to use information from one of your private folders you have to grant the user particular permissions for this folder This is called sharing the folder Please note the following You can not share single items only complete folders T
22. reply to an E Mail 1 Select an E Mail in the sidebar 2 Click on Reply in the display area To also reply to all other recipients click on Reply all 3 Enterthe E Mail text You can use further functions e g E Mail attachments 4 Click on Send Result The E Mail is sent 6 4 3 Forwarding E Mails If you forward an E Mail some of the E Mail s input fields are pre filled The subject of the E Mail is entered as the subject of the forwarded E Mail The subject of the for warded E Mail is preceded with Fwd The E Mail text is entered in the forwarded E Mail The text is preceded with the following details The header Original message Sender recipient date and subject of the original message How to forward an E Mail Select an E Mail in the sidebar In the display area click on More Select Forward from the menu Select one or more recipients Details can be found in How to send a new E Mail page 48 Enter the E Mail text You can use further functions e g E Mail attachments Click on Send Result The E Mail is sent Tip You can also forward multiple E Mails at once or all E Mails of an E Mail thread Pow NS 50 Copyright Open Xchange Inc 2012 Managing E Mail messages E Mail OX 6 5 Managing E Mail messages Some of the techniques for organizing E Mails require having set up own E Mail folders Information about creating folders can be found in Folders page 105 The following
23. rights No Guest A guest is allowed to read already existing objects but not to modify them The guest is allowed to create subfolders though and to create and edit new objects there Folder permission new folder Object permission read all objects no edit permissions no delete permissions Administrative rights No The preset permissions of the user roles can be refined The following permissions can be granted Copyright Open Xchange Inc 2012 107 OX Organizing Data Which permissions are preset Folder permissions 2 New folder 2 create objects 2 create objects and subfolders Object permissions read 2 no read permissions 2 read own objects 2 read all objects Object permissions edit 2 no edit permissions 2 edit own objects 2 edit all objects Folder permissions delete 2 no delete permissions 2 delete own objects 2 delete all objects Administrative rights o Yes a No 11 3 2 Which permissions are preset Learn which permissions a user has for already existing folders 108 for newly created folders 108 11 3 2 1 Permissions for already existing folders You have the following permissions for already existing folders You are the owner of your personal folders Each user is a guest of the folder Public Folders Each user is a guest of the Global Address Book folder Each user is a guest of the nfoStore and UserStore folder Each user is a guest of the Public InfoStore f
24. several functions opens 3 Click on the function wanted Depending on the function further actions might be requested Tip If an E Mail contains several attachments an action can be executed for all attachments at once To do so click on All attachments Then click on the function wanted Copyright Open Xchange Inc 2012 47 OX E Mail Sending E Mails 6 4 Sending E Mails The following possibilities exist Sending a new E Mail Replying to E Mails Forwarding E Mails 6 4 1 Sending a new E Mail In order to compose an E Mail you can do the following Compose E Mail by entering the recipient the subject and the E Mail text Use other functions send copies add attachments append vCard request delivery receipt set im portance How to send a new E Mail 1 2 Click on Compose new E Mail Bin the toolbar Enter the recipient s E Mail address in the To field of the sidebar Press Enter If there are several recipients repeat the action As an alternative you can enter the name of a dis tribution list 65 In order to delete a recipient click the Delete icon X Tip While entering the E Mail address several matching suggestions are displayed How to accept a suggestion a Accept a suggestion by using the cursor keys or the mouse b Press Enter Enter a subject 4 Enter the E Mail text 6 In order to compose the E Mail in text format click on Text next to Text format In orde
25. tnne dns tee 115 UNG OX oder 117 Copyright Open Xchange Inc 2012 7 Copyright Open Xchange Inc 2012 OX 1 About this Documentation The following information help you using the documentation Which target group is the documentation addressed to Which contents does the documentation include Which design elements are used Which terminology is used in the documentation Which other helps are available Copyright Open Xchange Inc 2012 OX Who is the target group of this docu About this Documentation mentation 1 1 Who is the target group of this documentation This documentation is addressed to the end user 10 Copyright Open Xchange Inc 2012 Which contents are included in the Ox documentation About this Documentation 1 2 Which contents are included in the documentation This documentation describes a typical OX App Suite installation and configuration The installed version and the configuration of your groupware might differ from that If this documentation contains descriptions of functions that are not available in your installation please contact your administrator or hoster As the OX App Suite has a modularized structure consisting of single applications it is always possible to purchase further applications or functions with an upgrade Copyright Open Xchange Inc 2012 11 OX About this Documentation Design Elements 1 3 Design Elem
26. to enter appointments share this folder with write permissions Further information can be found in Permissions To invite external partners to an appointment proceed as follows When creating the appointment add external partners as external participants Make sure the E Mail notification option is enabled The external partner receives an E Mail with an appointment invitation in the iCal format Information can be found in Displaying Appointments 8 6 2 Sending an E Mail to participants You can send an E Mail to all participants of an appointment How to send an E Mail to all participants of an appointment 1 Depending on the view selected use one of the following methods In the views Day Work week Week or Month click on an appointment In the pop up click on Send mail to all participants In the List view select an appointment in the sidebar Click on Send mail to all participants in the display area 2 Complete the details for Sending the E Mail 48 8 6 3 Creating a distribution list from the list of participants You can create a distribution list from an appointment s list of participants How to create a distribution list from an appointment s list of participants 1 Depending on the view use one of the following methods In the views Day Work week Week or Month click on an appointment In the pop up click on Save as distribution list In the List view select an appointment from the sidebar Click on
27. unfinished tasks You can do the following If clicking on Tasks the Tasks app opens If clicking on a task a pop up opens The pop up shows the appointment data In order to close a pop up click on Close at the upper right side User settings tile Includes links for the follwoing functions Changing your personal contact data Changing your password Quota tile Displays the current quota used on your account on the server Tiles with News widgets Displays current messages from different message sources Information on subscribing message sources can be found in What is the purpose of Social Messaging 112 40 Copyright Open Xchange Inc 2012 Customizing the Portal Portal OX 5 2 Customizing the Portal The following possibilities exist Changing the portal tiles order Portal Kacheln hinzuf gen Changing the portal tiles settings 5 2 1 Changing the portal tiles order You can define the order of the tiles How to change the portal tiles order 1 Drag a tile to another position 2 Drag the tile to the new position 5 2 2 Portal Kacheln hinzuf gen Sie k nnen die vorhandenen Portal Kacheln erg nzen indem Sie neue hinzuf gen So f gen Sie neue Portal Kacheln hinzu 1 Klicken Sie in der App Portal rechts oben auf Diese Seite personalisieren 2 Klicken Sie unterhalb von Portal Kacheln auf hinzuf gen Wahlen Sie einen Eintrag 3 Geben Sie die erforderlichen Werte ein Klick
28. 1 Click the System menu icon Ed on the right side of the menu bar In the menu click on Settings 2 Inthe sidebar click on My contact data 3 Change the settings Click on Save Tip You can also change your personal contact data by clicking on My contact data in the User data portal tile in the Portal app 30 Copyright Open Xchange Inc 2012 Changing the password First Steps OX 3 4 Changing the password How to change your password 1 Click on Portal in the menu bar 2 Click on My password in the User data portal tile 3 4 Click on Change password Enter the current password Enter the new password twice Copyright Open Xchange Inc 2012 31 32 Copyright Open Xchange Inc 2012 OX 4 Applications Learn how to work with Apps the Apps components which Apps do exist and what do they offer launch an application like E Mail or Address book organize applications e g mark an application as favorite extend the functions by installing a new application How to launch Apps Click the Apps icon in the menu bar Copyright Open Xchange Inc 2012 33 34 OX 4 1 The Apps Components Applications The Apps Components An introduction to the user interface can be found in The User Interface On the Your applications page you will see the Manage applications button It launches the application manager that helps you Organize your apps an overview o
29. Copyright Open Xchange Inc 2012 OX 10 Tasks Learn how to work with the Tasks application Use one of the following methods to launch the Tasks application the Tasks components view tasks create tasks answer task invitation organize tasks share tasks with other users use the Tasks settings Click on Tasks in the menu bar Click on Tasks below Your applications on the Apps page Copyright Open Xchange Inc 2012 93 OX Tasks Tasks Components 10 1 Tasks Components An introduction to the user interface can be found in The User Interface Folder button Displays the name of the folder selected If clicking on it the folder tree is opened or closed Create new task Creates a new task 96 Search Searches in all folders for tasks matching the search term The tasks found are displayed in the sidebar To display all tasks in the folder currently open delete the search term Toolbar Contains the following icons Create new task icon BA Creates a new task 96 Toggle Folder icon Opens or closes the folder tree Toggle Search icon Bl Opens an input field to search 104 for tasks with a particular subject Folder tree Displays the tasks folders Allows to navigate within the folder structure 105 To open the folder tree click the Toggle Folder icon in the toolbar The following functions are available If clicking on a folder its tasks are displayed The icons belo
30. Displays the file s data Name file name Buttons Open 89 Download 89 Delete 89 If clicking on More a menu opens showing the following functions Send as link 87 Send by E Mail 87 Rename 87 Edit description 88 Move 88 Copy 88 Note Some buttons are not displayed if you do not have the respective permissions A file preview if available Comments about the file Buttons for uploading a new version A list of versions if the file contains several versions The current version is listed on top For each version the following information are displayed 2 the version s file name 2 comments for the version if available 2 name of the user who uploaded the version 2 date and time of the version s upload Copyright Open Xchange Inc 2012 83 OX Files Viewing Files 9 2 Viewing Files Per default the content of your personal files folder is displayed The folder name corresponds to your username You can choose one of the following views the List view the Icon view 9 2 1 Displaying files in the list view How to view a file in the list view 1 Click the View icon Ein the toolbar Click on List 2 Open a folder in the folder tree 3 In order to quickly find a particular file use the search function 4 Clickonafile in the sidebar The file s data are shown in the display area For some file types a preview is displayed 5 To display another file use one of the f
31. Download How to set a particular file version as current version 1 Depending on the view selected use one of the following methods In the Icons view click on a file Click on a version s name in the pop up below Versions A menu opens In the List view select a file in the sidebar Click on a version s file name in the display area below Versions Amenu opens 2 Click on the menu entry Make this the current version How to delete a particular version 1 Depending on the view selected use one of the following methods In the cons view click on a file Click on a version s name in the pop up below Versions A menu opens In the List view select a file in the sidebar Click on a version s file name in the display area below Versions Amenu opens 2 Click on Delete version in the menu 9 5 9 Editing multiple files together You can execute the following functions for multiple files together opening or saving the current versions sending the current versions as E Mail attachments deleting files How to execute a function for multiple files together 1 In the List view click the Select icon below the sidebar A checkbox is displayed next to each file in the sidebar 2 Check the boxes for at least two files 3 Click on a function in the display area 90 Copyright Open Xchange Inc 2012 Files and Teams Files OX 9 6 Files and Teams You can share your files with internal or ex
32. Label categorize E Mails 52 M Manage E Mails 51 Move appointments to folder 77 contacts 66 E Mail 51 files 88 tasks 98 Multimedia images audio video 85 N New E Mail 48 folder 106 O Objects definitions 14 OX App Suite Beschreibung 18 definition 14 handling 21 interface 24 requirements 20 P Participants definition 14 Permissions 107 for existing folders 108 for new folders 108 grant 109 preset 108 subscribing E Mail folders 55 Personal contact data 30 Personal folders 105 Personal root folder 105 Play audio files 85 Play videos 85 Portal 39 components 40 customize 41 Portal tiles change order 41 Portal tiles settings Color button 41 Options button 41 Portal Kacheln hinzuf gen 41 Public folders 105 Publish amp subscribe 111 subscribing data 111 Publish amp Subscribe publishing data 111 Q Questions and answers 113 calendar create appointment as representative 114 calendar use availability 114 calendar using recurring appointments 114 change password 113 create tasks from E Mails 114 E Mail external E Mail accounts 113 E Mail reduce typing 113 E Mail using Copy to and Blind copy to 113 find buttons or input fields 113 Notify new objects 113 Copyright Open Xchange Inc 2012 119 OX Index personal data and settings 113 send E Mail to multiple addresses at once 113 Share contacts with external partners 115 shar
33. Mail messages or entire E Mail threads By default the E Mails are moved to the Trash folder Recover deleted E Mail messages from the Trash Permanently delete E Mail messages from the trash Permanently deleted E Mail messages are irre vocably lost Warning If you enable the E Mail settings option Permanently remove deleted E Mails you will not be able to recover deleted E Mail messages It is recommended that you not use this setting How to delete E Mail messages 1 Select an E Mail in the sidebar 2 Click on Delete in the display area Result The E Mail is moved to the Trash folder Tip You can als delete multiple E Mails at once or all E Mails of an E Mail thread Copyright Open Xchange Inc 2012 53 OX E Mail Editing multiple E Mails at once How to recover deleted E Mails 1 Open the Trash folder in the folder tree 2 Select an E Mail in the sidebar 3 Click on More in the display area Select Move from the menu 4 Select a folder in the Move window Click on Move Result The E Mail is moved to the folder selected How to permanently delete an E Mail from the Trash folder Warning Permanently deleted E Mails can not be recovered Before permanently deleting an E Mail make sure you no longer need this E Mail 1 Open the Trash folder in the folder tree 2 Select an E Mail in the sidebar 3 Click on Delete in the display area Result The E Mail is permanently deleted 6 5 11 Editing
34. Using the left mouse button for clicking on elements Using drag and drop Multi selection by pressing down the lt ctrl gt key or the lt cmd gt key on Mac systems Working with several windows Opening saving and closing files Opening closing and selecting files in a folder tree Information on these techniques can be found in your operating system documentation Copyright Open Xchange Inc 2012 21 OX Getting started with the OX App Suite Signing in signing out 2 4 Signing in signing out In order to sign in you need to know the server address your username and your password This infor mation is provided by your administrator or host How to sign in to the server 1 Open a web browser 2 Enter the server address in the address bar The login window will be displayed ferme Stay signed in 3 Enter your username and your password Note that they are case sensitive 4 To locally save your credentials enable Stay signed in Warning Only use this option if this machine is used solely by you When signing in to a public ma chine do not use this option 5 Click on Sign in Note If you enter the wrong username or password an error message is displayed Enter the correct data Result The desktop is displayed A menu bar at the top of the screen contains functions available in all applications Selecting applications e g Portal E Mail Address book Further functions organizing applications re
35. a Select Mail Account from the menu 4 Inthe Add mail account window enter the E Mail address used for the external E Mail account Enter the password for the external E Mail account Click on Add 5 After a short while you will be informed that the external E Mail account has been set up Click on Close Now you can use the external E Mail account Tip You can also set up an external E Mail account by clicking on the button below the E Mail folder tree Select Add E Mail account from the menu How to edit the settings of an external E Mail account Note Usually it is not necessary to change the external E Mail account settings Click the System menu icon Edin the menu bar Select Settings from the menu Click on Keyring in the sidebar Select an external E Mail account in the display area below Keyring Click on Select The settings are shown in a pop up Change the settings av 8 WN Click on Save at the bottom of the pop up How to delete an external E Mail account 1 Click the System menu icon Edin the menu bar Select Settings from the menu Click on Keyring in the sidebar Select an external E Mail account in the display area below Keyring PWN Click on Delete Confirm that you want to delete the external E Mail account 6 7 2 Using an external E Mail account The following possibilities exists displaying the E Mails of an external E Mail account Send an E Mail and entering the address of an extern
36. al Your information centre for scheduled appointments new E Mails or messages from messaging platforms like twitter facebook or on line newspapers Get an overview about current appointments and newly received E Mails Launch the calendar or E Mail application by clicking on an appointment or an E Mail Read current messages from your favorite messaging source Follow news from your social networks Launch applications like E Mail address book or calendar with a mouse click Learn more 39 E Mail Send receive and organize your E Mails Besides your internal E Mail account use your external E Mail accounts that you set up with other providers Find E Mails with the help of several search criteria Follow E Mail threads Use E Mail folders to organize your E Mails Co operate with your team by sharing selected E Mail folders Use the other applications by creating a new contact from an E Mail address or creating a new appointment from an iCal attachment Learn more 43 Address Book Organize and maintain your private and business contacts Use the global address book to communicate with internal participants Create personal address books to keep an overview of your contacts Use contact folders to organize your contacts Co operate with your team by sharing selected contact folders Use publish and subscribe to subscribe your social networks contacts This enables you to use the OX App Suit
37. al E Mail account in the recipient field Copyright Open Xchange Inc 2012 57 OX E Mail Using an external E Mail account How to display E Mails of an external E Mail account Prerequisite You have set up an external E Mail account 1 Click on E Mail in the menu bar 2 In the folder tree open the folder with the name of the external E Mail account How to send an E Mail from an external E Mail account Prerequisite You have set up an external E Mail account 1 In the folder tree open the folder with the name of the external E Mail account 2 Click on Compose new email 3 Fill the required fields for sending an E Mail 48 Click on Send 58 Copyright Open Xchange Inc 2012 E Mail Settings E Mail OX 6 8 E Mail Settings How to use the general E Mail settings 1 Click the System menu icon Edin the menu bar Select Settings from the menu 2 Click on E Mail in the sidebar 3 Change the Settings 591 The following settings are available Permanently remove deleted E Mails Automatically collect contacts in the Collected addresses folder while sending E Mails Automatically collect contacts in the Collected addresses folder while reading E Mails Append vcard Insert the original E Mail text into a reply Forward E Mails Format messages as Line wrap when sending text mails after Default sender address Auto save E Mail drafts Allow HTML formatted E Mail me
38. ave 2 Inthe menu click on Save as draft Result The E Mail is saved in the Drafts folder How to send a saved E Mail draft 1 Open the Drafts folder Select an E Mail draft in the sidebar Click on Edit in the display area AWN Complete the entries Click on Send 52 Copyright Open Xchange Inc 2012 Enabling E Mail reminder E Mail OX 6 5 7 Enabling E Mail reminder You can enable a reminder for an E Mail This function creates a task and reminds you of the due date How to activate the E Mail reminder 1 Select an E Mail in the sidebar 2 Click on More in the display area Select Reminder from the menu 3 Complete the details in the Remind me window Select a time from the Remind me drop down field Click on Create reminder 6 5 8 Saving E Mails You can save an E Mail as text file The text file has the name extension eml How to save an E Mail 1 Select an E Mail in the sidebar 2 Click on More in the display area Select Save as file from the menu 3 Follow the instructions for saving the eml file 6 5 9 Importing E Mails You can import an E Mail that is available in the eml format How to import an E Mail 1 Open the E Mail folder to which you want to import the E Mail 2 Drag the eml file from your operating system s desktop to the E Mail app window Drop the eml file in the app window 6 5 10 Deleting E Mail messages The following possibilities exist Delete single E
39. be displayed in the display area If the E Mail contains an E Mail thread the current answer will be displayed on top the original E Mail at the bottom 4 Ifthe E Mail contains an E Mail thread you can use the following functions To display all previous E Mails from the E Mail thread in the sidebar click the Thread icon KE To display the content of a previous E Mail click on the previous E Mail in the sidebar To display the complete content of the E Mail thread click on the current E Mail in the sidebar To hide the previous E Mails in the sidebar again click the Thread icon E 5 In order to display another E Mail do one of the following Click on another E Mail in the side bar Use the cursor keys to browse the list 46 Copyright Open Xchange Inc 2012 Viewing or Saving E Mail Attachments E Mail OX 6 3 Viewing or Saving E Mail Attachments The file names of E Mail attachments are displayed in the display area The following functions are available displaying a preview of the attachment starting a slideshow if multiple pictures exist as attachments opening the attachment in a new tab downloading the attachment saving the attachment to Files 81 Note Depending on the attachment s file format some functions might not be available How to use the E Mail attachment functions 1 Inthe sidebar click on an E Mail with an attachment 2 Click on an attachment s name in the overview window A menu with
40. be found in Folders page 105 The following possibilities exist Sending E Mails from within an address book Inviting contacts to an appointment Editing contacts Moving contacts Copying contacts Deleting contacts 7 5 1 Sending E Mails from within an address book You can send an E Mail from within your address book to a contact to multiple contacts or to a distri bution list How to send an E Mail from within an address book 1 Select a contact or a distribution list from the sidebar 2 Click on Send mail in the display area 3 Fill in the details in order to Send a new E Mail 48 7 5 2 Inviting contacts to an appointment You can use the address book to invite a contact multiple contacts or a distribution list s contacts to an appointment How to invite contacts to an appointment 1 Select a contact or a distribution list from the sidebar 2 Click on Invite to appointment in the display area 3 Complete the details for creating an appointment 7 5 3 Editing contacts Contact data can be edited at a later point of time The editing window shows the data that are most frequently used Other data can be displayed How to edit a contact Prerequisite You have the permission to edit objects in the folder containing the contact Select a contact in the sidebar Click on Edit in the display area The contact s data are displayed Edit the data Click on Save pee UN 7 5 4 Moving contacts
41. can be found in the folder tree below Contacts How to display a contact 1 Open an address book in the folder tree 2 In order to quickly find the wanted contact use the following methods In order to only display contacts with a specific first name or surname use the search function In order to display contacts from a specific initial letter click a letter in the navigation bar 3 Click on a contact in the sidebar The contact s data are displayed in the display area 4 In order to display another contact do one of the following Click on another contact in the sidebar Browse the list with the cursor keys Copyright Open Xchange Inc 2012 63 OX Address Book Adding Contacts 7 3 Adding Contacts The following possibilities exist Creating a new contact Importing contacts from social networks 7 3 1 Creating a new contact In order to create a new contact you must at least enter one name in the Add contact window All other data are optional How to create a new contact 1 2 3 4 Open an address book in the folder tree Note Open an address book for which you have the permission to create objects Click the New icon EA in the toolbar Click on Add contact Enter the data Click on Save In order to enter additional data edit the contact 7 3 2 Importing contacts from social networks You can import your contacts from social networks like LinkedIn or Facebook to a contacts folde
42. can particular buttons or input fields not be found eee eeeeeeeeeees 113 How am notified about new E Mails or appointment invitations 113 Questions about E Mails and contacts eus 113 How can send an E Mail to multiple addresses at ONCE eseese 113 What is the purpose of the input fields Copy to and Blind copy to 113 regularly send E Mails with identical or similar content How can reduce SOME CY PING ssh dura tisse rene E E E 113 Can I e g access E Mails sent to my Google Mail ACCOUNT 113 Questions about tasks calendars and appointments ceceeeeeeeeeeeeeeeeeeeeeees 114 When should use a task and when should use an appointment 114 How can create a task from an E Mail oo eee eeeesenneeceeeeeeeeeeneaeeeeeeeers 114 How can organize another person s appointments as a representative 114 How do use the availability function e g Free Busy Absent etc sse 114 How do use the calendar recurrence settings ceeeseeeseseeeeeeeeeeeeeneeeeeeees 114 Copyright Open Xchange Inc 2012 OX App Suite OX Questions about data organization and team WOrK s eesesssssssssrrrssssseererreessssesre 115 How can make available particular contacts to my external partners 115 want to share a folder with other users Which permissions do I have to SOE E deneas sus doper eresensm dense tendent fee sept dt fes
43. ce is used for the sidebar and the display area Depending on the action executed the display area will be overlapped by the pop up window or by the notification area Clickable texts or icons of the user interface are displayed in blue You can also use the keyboard to access the user interface functions The following screen shots show the user interface using the E Mail app as an example Menu bar Contains the following icons and buttons Icon for launching Apps Buttons for launching apps like E Mail or Calendar Depending on the action additional buttons might be displayed e g if composing a new E Mail or editing an appointment Unread Badge icon Ell The icon notifies you about the number of new objects e g unread E Mails or scheduled appointment invitations Clicking opens the notification area Refresh icon Reloads objects from the server Irrespective of this function objects are refreshed in regular intervals System menu icon EJ Opens a menu with the following entries o Settings Opens a page that allows to customize settings 2 Help Opens the on line help a Fullscreen Switches to the fullscreen mode or back to the windows mode 2 Sign out Signs you out from the groupware Toolbar 24 Copyright Open Xchange Inc 2012 The User Interface First Steps OX The toolbar is on the left It contains the following icons New icon BA Creates new objects like a new E Mail or a new contact Toggl
44. country According to European and other national regulations you as the responsible party are in charge of data economy and must not publish or forward personal data without the person s consent Beyond legal obligations Open Xchange would like to encourage extreme care when dealing with personal data Please carefully consider where you store and to whom you forward personal data Please ensure ap propriate access protection e g by proper password protection How to publish a files folder s content 1 Select a files folder in the folder tree 2 Click the New icon Bin the toolbar Click on Share current folder 3 To send an E Mail with the publication url click on Send email in the Publication created window If you do not want to send an E Mail click on Close Copyright Open Xchange Inc 2012 111 OX Organizing Data 11 5 Social Messaging Social Messaging 11 5 1 What is the purpose of Social Messaging Social Messaging offers the ability to simply subscribe to messages from different sources You can subscribe to message sources read messages send messages 11 5 2 Which message sources are supported The following message sources are supported Twitter RSS feeds Facebook 112 Copyright Open Xchange Inc 2012 OX 12 Best Practices General questions Where can I find my personal data and settings You can customize the following data and settings Your password f
45. ct If required enter the location and a description Set the start and end date of the appointment For all day appointments activate All day To get an appointment reminder select a setting in Reminder If required you can use further functions create recurrences add other participants set the avail ability add attachments Click on Create Tip As an alternative you can use one of the following methods Select one of the calendar views Day Work week Week Month Double click on a free area in the calendar sheet Select one of the calendar views Day Work week Week Month In the calendar sheet drag open an area ranging from the beginning to the end of the new appointment Copyright Open Xchange Inc 2012 73 OX Calendar Resolving appointment conflicts How to use further functions when creating appointments Prerequisite The page for creating a new appointment is opened To create a recurring appointment activate Repeat The current repetition parameters are displayed To set the repetition parameters click on the value Examples can be found in the Calendar questions and answers To hide the repetition parameters click on Hide To show them again click on Edit In Display as you can set the availability display Examples can be found in the Calendar questions and answers If the subject is not to be shown to other users activate Private To add other participants enter the participants E Mail
46. d E Mail to all participants 78 Save as distribution list 78 are displayed Details 2 availability a which folder 2 who created the appointment and when a who was the last to modify the appointment Copyright Open Xchange Inc 2012 71 OX Calendar Displaying Appointments 8 2 Displaying Appointments You can choose between the following views the list view of a calendar s appointments the calendar views of a calendar s appointments In the calendar settings you can define a default view 8 2 1 Displaying appointments in a calendar view How to display appointments in a calendar view 1 Click the View icon K in the toolbar Click on one of the following entries Day Work week Week Month 2 Open a calendar folder in the folder tree 3 Define the appointments to be displayed To display all appointments from all your private calendars enable Show all To only display the appointments in the currently selected calendar disable Show all 4 Click on an appointment in the calendar sheet The calendar s data are displayed in the pop up You can do the following Display a participant s details by clicking on the participant s name A further pop up opens edit 76 the appointment delete 77 the appointment 8 2 2 Displaying appointments in the list view How to display an appointment in the list view 1 Click the View icon EX in the toolbar Click on List 2 Open a calendar folder in the folder t
47. debar Click on Delete in the display area 2 Confirm that you want to delete the appointment by clicking on Delete Result The appointment will be deleted 8 5 6 Editing multiple appointments at once You can execute the following functions for multiple appointments at once Moving appointments to another folder How to execute a function for multiple appointments at once 1 In the List view click the Select icon below the sidebar A checkbox is displayed next to each ap pointment in the sidebar 2 Enable the checkboxes for at least two appointments 3 Click on a function in the display area Copyright Open Xchange Inc 2012 77 OX Calendar Team Appointments 8 6 Team Appointments The following possibilities exist Sharing appointments Sending an E Mail to participants Creating a distribution list from the list of participants 8 6 1 Sharing appointments You can share your appointments with internal as well as external partners Depending on the require ments the methods can differ The calendar team view displays free time frames Proceed as follows Select the team view Add the single user names or select an existing team Further information can be found in Displaying Appointments To share a calendar for your team proceed as follows Create a new personal or public calendar folder Share this folder with all users belonging to your team If other team members should be able
48. ders you can set up external E Mail accounts e g for Google Mail You only need your account data for the respective provider As soon as you set up the external E Mail account you have access to the E Mails from within the folder tree Information can be found in External E Mail Accounts 57 Questions about tasks calendars and appointments When should I use a task and when should I use an appointment Whether it is best to use an appointment or a task can be determined on the basis of the following criteria An appointment takes place at a defined point of time If you need to execute an action at a defined point of time create an appointment for this action A task has a due date and sometimes a priority If you are flexible regarding the time schedule of an action and only have to respect the due date enter a task for this action How can create a task from an E Mail Use the Reminder function in the display area of the E Mail app Information can be found in Enabling E Mail reminder 53 How can organize another person s appointments as a representative Ask the other person to share a calendar folder with write permissions Then enter this person s appointments in the shared folder The other person will be displayed as the organizer of the appointments How do use the availability function e g Free Busy Absent etc If you want to avoid conflicts when creating appointments use the availability Free All oth
49. e Folder icon Opens or closes the folder tree Toggle Search icon Bl Opens or closes the search input field Depending on the app further icons can be available e g an icon for selecting a view for the display area Toggle Search input field a MFrom To MCC MSubdject Mai text If you click the Toggle Search icon in the toolbar the Toggle Search is opened or closed When en tering a search term the sidebar only displays elements matching the search term To reset the search result again click the Toggle Search icon in the toolbar Folder tree Unified Mail Drafts Inbox Sent objects Spam Trash When clicking the Toggle Folder icon in the toolbar the folder tree is opened or closed It shows the following contents an alphabetically sorted list of app specific folders depending on the app sections for personal public shared folders a function bar containing the following 2 Add icon El and Edit icon E Provide functions for managing folders 2 Pin icon El Defines whether the folder tree overlaps the sidebar or the display area or is dis played next to the sidebar or the display area o Close icon E Closes the folder tree Copyright Open Xchange Inc 2012 25 OX First Steps The User Interface Sidebar Timo Meier OX7 upcoming Brian Connor Speech summary Timo Meier eMail Timo Meier Re Fact Sheet Open Xchange Express Jean Dupont 16 12 20 Votre commande
50. e as central collection point of your contacts Work with external partners by sending contact data as vCard or sharing contact folders with publish and subscribe Learn more 61 18 Copyright Open Xchange Inc 2012 OX App Suite Definition Getting started with the OX App Suite OX Calendar Keep the overview about your private and business appointments Use single appointments or recurring appointments to schedule meetings and activities Use calendar folders to organize appointments Specify the team members who can access se lected calendars Use the team view functions to find free time windows and to check whether resources like rooms or devices are available When scheduling appointments with external participants the iCal functions ensure an automated invitation management Learn more 69 Tasks Schedule and organize your activities Use the due date to organize your tasks Use the reminder for tasks that are due Manage your team by delegating selected tasks to others Use tasks folders to organize your tasks Specify team members who can access selected tasks Use the recurring tasks functions to keep track of recurring activities Learn more 93 Files Use the file store to centrally manage information or to share them with others Save any files notes internet links Give your team read or write access to selected document folders Send single files as E Mail attachment o
51. e folder set permissions 115 using tasks or appointments 114 R Reminder E Mail 53 Rename files 87 renaming folders 106 replying to E Mails 49 Resolving appointment conflicts 74 S Save E Mail 52 53 54 Search 104 Sefinitions OX App Suite 14 Sending E Mails 48 Settings basic settings 29 calendar 79 change password 31 E Mail 59 files 92 personal contact data 30 portal tiles 41 tasks 101 Shared folders 55 105 Sharing 107 Sharing folders 109 Showing E Mail source marking E Mails 52 sign in sign out 22 Social messaging 112 message sources 112 Social Messaging What is the purpose of Social Messaging 112 Social see publish amp subscribe 111 Subscribing E Mail folders 55 system windows definition 14 T Tasks 93 94 change due date 98 confirm invitation 97 create new 96 delete 99 display 95 edit 98 edit multiple 99 manage 98 mark as done 98 move 98 Tasks settings E Mail notification for Accept Declined 101 E Mail notification for task creator 101 E Mail notification for task participant 101 Interval of the reminder in minutes 101 Team work appointments 78 contacts 68 E Mails 55 files 91 tasks 100 Terminology 14 Tiles disable 41 enable 41 U User definition 14 User interface definition 14 display area 26 folder tree 25 full screen 24 keyboard input 28 menu bar 24 Notification Area 27 pop up 26 sidebar 26 Toggle Folder
52. e folder tree Use one of the following methods e Click the Close icon E below the folder tree e Click the Toggle Folder icon in the toolbar Copyright Open Xchange Inc 2012 105 OX Organizing Data Creating folders How to open a particular folder 1 If the folder tree is closed click the Toggle Folder icon in the toolbar In order to define whether the folder tree overlaps the sidebar or the display area or is displayed next to the sidebar or the display area click the Pin icon EH below the folder tree 2 To view a folder s subfolders click on the arrow next to the folder name 3 To open a folder click on it Result The folder s content is displayed 11 2 3 Creating folders In a personal folder you can create any number of subfolders To create subfolders in a shared or public folder you need to have the required permissions 107 How to create a new folder 1 In the folder tree select the folder in which you want to create a new subfolder If you do not select a folder the new subfolder will be created in your personal root folder Note Select a folder for which you have the permission to create subfolders 2 Click the Add icon El below the folder tree Click on Add subfolder 3 Enter a name in the Add new subfolder window Click on Add folder 11 2 4 Renaming folders You can rename subfolders in your personal folders For other folders you need the required permis sions 107 How to
53. e version click on Open To save the version click on Download In the List view select a file in the sidebar To open the version click on Open in the display area To save the version click on Download in the display area Tip If there is a document preview displayed you can also save the current version by dragging the preview to the desktop and dropping it there How to upload a new version 1 Depending on the view selected use one of the following methods In the cons view click ona file In the pop up click on Select file below Up oad new version Select a file In the List view select a file in the sidebar Click on Select file below Upload new version in the display area Select a file 2 Enter a version comment 3 Click on Upload Tip You can also upload a new version by dragging a file from your desktop to the file s display area and drop it in the lower part Copyright Open Xchange Inc 2012 89 Ox Files Editing multiple files together How to open or save a particular version 1 Depending on the view selected use one of the following methods In the cons view click on a file In the pop up click on a version s name below Versions A menu opens In the List view select a file in the sidebar Click on a version s name in the display area below Versions Amenu opens 2 In order to open the version click on the menu entry Open In order to save the version click on the menu entry
54. e your appointment status at a later point of time How to change your appointment status 1 Depending on the view selected choose one of the following methods Click on an appointment in the Day Work week Week or Month view In the pop up click on Change status In the List view select an appointment in the sidebar Click on Change status in the display area 2 Enter a comment in the Change confirmation status window Click on one of the buttons Decline Tentative Accept 8 5 4 Moving appointments to another folder You can move an appointment or multiple appointments at once to another folder How to move an appointment to another folder Prerequisite You have the permission to create objects in the target folder 1 Depending on the view selected use one of the following methods In the views Day Work week Week or Month click on an appointment In the pop up click on Month In the List view select an appointment from the sidebar Click on Move in the display area 2 Select a folder in the Move window Click on Move 8 5 5 Deleting appointments You can delete an appointment or multiple appointments at once How to delete an appointment Warning If you delete an appointment it is irrevocably lost 1 Depending on the view selected use one of the following methods Click on an appointment in the Day Work week Week or Month view In the pop up click on Delete In the List view select an appointment in the si
55. eeaaaeeeeeeeeneees 52 6 5 7 Enabling E Mail reminder ss 53 6 5 8 Saving E Mail S nics ssisedensas uscd eogessdaviGavs nee mener einen cobawens emanates 53 6 5 9 Importing E Mails ii eee esas seas aaea aa aa aa aaaaaaaaaaaaaanea 53 6 5 10 Deleting E Mail messages o oo ee eeeeenneeececeeeeeeeenteaeeeeeeeeesesneaaeeeteeeereeeeaaeas 53 6 5 11 Editing multiple E Mails at ONCE 0 eee seeececeeeceseennaeeeeeeeeesesneaaeaeeeeeeeeeeeas 54 6 5 12 Editing all E Mails of an E Mail thread eee eeeeeeneeeceeeeeeeenenteeeeeeeereeeens 54 6 6 E Mails within a TEAM terre en iisi iin eas 55 6 6 1 Sharing E Mail Sassin a EE Aiae an EEEn 55 6 6 2 Subscribing to E Mail folders sssessessssssssssesrrssssssesrrerrsssssesrereressssesrerereseesese 55 6 6 3 Inviting all recipients of an E Mail to an appointment s sssssssseseesssssssrreess 55 6 6 4 Saving all recipients of an E Mail as distribution list 55 6 7 External E Mail ACCOUNTS sise 57 6 7 1 Setting up and editing external E Mail ACCOUNTS eee eceeeeeeeenteneeeeeeeeeeee 57 6 7 2 Using an external E Mail account ss 57 6 8 E Mail SettiNgSscssrsssresrencnernngeseenenntrenenestansegetenlenenneterendeessigreneeesee 59 7 Address BOOK nn ones oe siise sos ness resies een 61 7 1 The Address Book Components ss 62 7 2 Displaying Contacts ses 63 Lo Adding CONTACTS 52m dtirsetete lens sentiers rene een anata liad 64 1 31 Creating a New CONTACT wi ierieel dieciessdeartendescrddestenrdterdeendesderetiareeredv
56. eeeeeeceseesentaaeeeeeeeersesneaaeas 41 5 2 2 Portal Kacheln hinzuf gen ss 41 5 2 3 Changing the portal tiles settings ee eee eeeeenneneeeeeceeeseeneaaeeeeeeeeeteseeaaeas 41 5 2 4 Enabling or disabling tiles eee esseeececeeeceeeenseaeeeeeeeeeseeneaaeeeeeeeerseeeaaeas 41 GEM scscss ccecasesnscansvesdacensesssaseceedscsssnsasavessacecestucacooesis Gananeuebessitoaasnsnsioosiens 43 6 1 The E Mail Components ss 44 6 2 Displaying E Malls 8 smnt mettent ndiitehasinse 46 6 3 Viewing or Saving E Mail Attachments ss 47 6 4 Sending E MalllS wneir onena E E e E AEUR 48 Copyright Open Xchange Inc 2012 3 OX OX App Suite 6 4 1 Sending a new E Mail 48 6 4 2 Replying to E Mails snsesssesssesssesssesssesssessressressresssesersssseseresenesesssssesenesssess 49 6 4 3 Forwarding E Mails ss 50 6 5 Managing E Mail messages 00 eee eeeeennenecececeeeseeneaecececeeecesesaaaeeeeeeeeeseeeeauaaeeeeees 51 6 5 1 Moving E Mails ii nena eae a aaa aa aa aa aa aa aaaaaaaaaaaaaaaaaaaaaea 51 6 5 2 COPYING E Mails iss cisieaseedscsateesneaisedseabendrieassedsusslusiguesasetgeasdtabeleaasedevaaduersvens 51 6 5 3 Marking E Mails as read or unread iii 51 6 5 4 Categorizing E Mails with labels 00 eeeeesssececcceeeseenenneeeeeeeeeeeseentaaeeeeeereneee 52 6 5 5 Showing the E Mail source ou eeeeeseenteeeeceeeeeseeneaaeaeeeeeeeeeseeaaaeeeeeeeeeeee 52 6 5 6 Working with E Mail drafts 00 0 eeeeeesenseneeeeeeeeeeeeneaeaeeeeeeeeee
57. eeeeeeeeeeeeeeeeeeeeeeeeees 105 11 2 3 Creating TOIders vesrsisssiscscscsestscnsetacvtscsnstasasbtecrtsessstedacdtasatanetetbeacbtasanensnstans 106 11 2 4 Renaming folders esse 106 11 2 5 Deleting folders ersinnen danaa aarin inaki AETR AAEN 106 W153 PERMISSIONS 45 ras ant a in desde dd a S Ea E E EE ade Deus 107 11 3 1 Which permissions can be granted esseesssssssserressssesrerrrerrrsssrserreeeesss 107 11 3 2 Which permissions are preset sssssssessissssssssrererssresrereersesrssesrereresessese 108 11 3 2 1 Permissions for already existing folders 108 11 3 2 2 Permissions for newly created folders eee eecceeeesesenteneeeeeeeeeeees 108 11 3 3 Sharing TOM SNS 2 nes sivavisesebabendsioabes a savebiecycue bese sanedtncbenavan ebay 109 11 4 PUBIISA amp SUBSCHIDE sis seine advcdassdagnedconeauass iaaa e 111 11 4 1 Subscribing to data rennes 111 11 42 Publishing data ciissiccidsascctissssccccsayecsseasentesoasedessesescnecaaaerseuesgseteceneverduaaye 111 11 5Social Messaging seseratan EE E r RAE 112 11 5 1 What is the purpose of Social Messaging UV 112 11 5 2 Which message sources are supported eesssesserrreseresrresereseresesesess 112 12 BOSE PRACEICES nes sr enes uit skenes roses 113 Frequently Asked Questions se 113 General QuUeStiONS ssanie sir nnn an a a EUNE E E 113 Where can find my personal data and settings eee erer erer eserse 113 How can change my password ss 113 Why
58. elect a folder with video files from the navigation path on top of the display area 3 Click on Play video files in the display area A player window opens Copyright Open Xchange Inc 2012 85 OX Files Creating Files 9 4 Creating Files A file consists of a name one or more versions comments In order to create a new file you have to enter at least a name in the Add new file window or upload a locally saved file All other entries are optional How to create a new file 1 PWN 5 Open a folder in the folder tree Note Open a folder for which you have the permission to create objects Click the New icon BA in the toolbar Click on Select file Select a file In order to upload a locally saved file click on Browse Select a file In order to enter further information click on Show more Enter the data Click on Save Tip You can also create a new file by dragging a file from your desktop to the Files app window and drop it in the upper part 86 Copyright Open Xchange Inc 2012 Managing Files Files OX 9 5 Managing Files Some of the techniques for managing files require having set up own folders Information on creating folders can be found in Folders page 105 The following possibilities exist Sending files as link Sending files as E Mail attachment Editing file names Editing descriptions Moving files Copying files Deleting files Editing mu
59. elow the list a checkbox is displayed next to each E Mail You can select multiple E Mails to edit them at once 54 The text below the list contains the name of the folder activated Clicking on the name opens the folder tree If clicking the Sort icon below the list a menu opens that helps you sort your E Mails 44 Copyright Open Xchange Inc 2012 The E Mail Components E Mail OX Display area Displays the E Mail s content and the functions available Name of the E Mail sender If clicking on a name a pop up opens It includes the following com ponents a The person s contact data 2 If you exchanged E Mails with this person they are displayed below Recent conversations 2 If you share appointments with this person they are displayed below Shared appointments If clicking on an appointment or an E Mail a further pop up opens If clicking the Search icon next to the sender s name a search for E Mails from this sender is launched Date of receipt Subject Label 52 button Opens a menu allowing you to assign a colored label to the E Mail If the E Mail is part of an E Mail thread the following is displayed the number of its position within the E Mail thread a slash the number of E Mails in the E Mail thread Number 1 is the oldest E Mail If the E Mail was sent to several recipients the following is displayed 2 All other recipients If clicking on a name a pop up opens o All recipient
60. en Sie auf Hinzuf gen 5 2 3 Changing the portal tiles settings How to use the portal tiles settings 1 Click the System menu icon Edin the menu bar In the menu click on Settings 2 Inthe sidebar click on Portal 3 Change the Settings 41 Tip You can also display the portal tiles settings page by clicking on Customize this page in the Portal app The following settings are available Color button Options button Color button Defines the color used for displaying a portal tile s name Options button Opens a menu with the following functions Edit Disable Delete 5 2 4 Enabling or disabling tiles You can set a tile s visibility by enabling or disabling the tile Copyright Open Xchange Inc 2012 41 42 Copyright Open Xchange Inc 2012 OX 6 E Mail Learn how to use the E Mail application Use one of the following methods to launch the E Mail application the E Mail components search and view E Mails send E Mails manage E Mails share E Mails with other users access your external mail accounts you set up with other providers use the E Mail settings Click on E Mail in the menu bar Open the Apps page and click on E Mail below Your applications Copyright Open Xchange Inc 2012 43 OX E Mail The E Mail Components 6 1 The E Mail Components An introduction to the user interface can be found in The User Interface Toolbar Contains the following ic
61. ents In favor of better legibility the text content of this guide is illustrated using the following design elements Buttons Buttons or functions that can be clicked are highlighted in bold Example Click on Compose new email Label Labels for user interface elements like the names of windows or input fields are highlighted in italics Example The Compose new email page is displayed Key labels Key labels are displayed in angle brackets If several keys must be pressed the plus sign is added between the single key labels Example Use ctrl c to copy the content to the clipboard Links Links in the text appear in blue Example Details can be found in 6 4 Sending E Mails page 48 Explanatory Text Text that describes several functions or possibilities is written in list form Example You have the following possibilities Send a new E Mail Reply to an E Mail Forward an E Mail Step by step instructions Instructions are shown as a numbered list If the instruction only consists of one step or several alternative steps numbering is not required Instructions are always introduced with wording indicating the target of the instruction Usually at the end of the instruction the result is men tioned Example How to answer an E Mail 1 Select an E Mail in the sidebar 2 Inthe display area next to the E Mail header click on Reply 3 Enter the E Mail text 4 Inthe command bar click
62. er availabilities cause conflict messages for overlapping appointments How do use the calendar recurrence settings Example 1 An appointment should take place each second day It should start on 07 01 2013 The appointment should take place five times Starts on 07 01 2013 Daily The appointment is repeated every 2 days The series ends after 5 appointments Example 2 An appointment should take place each Tuesday and Friday It should start on 08 01 2013 Starts on 08 01 2013 Weekly The appointment is repeated every week on Tuesday Friday The series never ends Example 3 An appointment should take place every second Wednesday It should start on 09 01 2013 The last appointment should be on 27 03 2013 Starts on 09 01 2013 Weekly The appointment is repeated every 2 weeks on Wednesday The series ends on 27 03 2013 Example 4 An appointment should take place on the first Monday of a month It should start on 04 02 2013 The appointment should take place twelve times 114 Copyright Open Xchange Inc 2012 Best Practices OX Starts on 04 02 2013 Monthly The appointment is repeated on the first Monday of each month The series ends after 12 appointments Example 5 An appointment should take place each year on the last Friday in November It should start on 29 11 2013 Starts on 29 11 2013 Yearly The appointment is repeated every last Friday in November The series never ends Questions ab
63. er selected Sidebar Displays the names of the contacts in the address book opened The name and the first E Mail address are displayed The following functions are available If clicking on a contact its data are displayed in the Display area If clicking the Select icon below the sidebar a checkbox is displayed next to each contact You can select multiple contacts to edit them at once 67 The text below the list contains the name of the folder activated If clicking on the name the folder tree opens Display area Displays the contact data and the available functions Picture name job position profession Buttons Send mail 66 Invite to appointment 66 Edit 66 Delete 67 If clicking on More a menu with the following functions opens Move 66 Copy 67 Note Some buttons might not be displayed if you do not have the respective permissions Business and private addresses Business and private phone numbers E Mail addresses If clicking on an E Mail address a page for sending a new E Mail 48 opens Show QR code buttons If clicking on it a QR code with some essential contact data is displayed Navigation path to the folder activated The extent of information displayed can vary 62 Copyright Open Xchange Inc 2012 Displaying Contacts Address Book OX 7 2 Displaying Contacts Per default the contacts in the Global address book are displayed Your personal address book
64. estenreteetes 64 7 3 2 Importing contacts from social NEtWOFKS ee eee eeeeseeeceeeeeeeeneaeaeeeeeeeeeeeas 64 7 4 Creating Distribution Lists ss 65 7 5 Organizing COntAC S 2 3 4 nee inde re a ie el ane eines 66 7 5 1 Sending E Mails from within an address book eeeeeessesececeeeeeeeentneeeeeeeers 66 7 5 2 Inviting contacts to AN appointment ss 66 7 5 3 Editing CONtACtS seanina aeaa aiaa E N T EE NN EEEE NE ere 66 2 54 Moving CONTACS siresrsrrisin rtie arinki orin Enin EENE EEO Ir einer tie E EEEE 66 Taa COPINE CONTACES rara r A A E 67 7 5 6 Deleting contacts ccccececcecececeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeesen sees 67 7 5 7 Editing multiple contacts together ccccececcccecsesenteneeeceeeeeseeseneaeeeeeeeeeeeeas 67 7 6 Contacts WITHIN T AMS pisis isiisoiienr inina anaa ia anai ane aiSia iak 68 8 Calendar sissssssssissosssssssssossssusssssissesssssssosossssnussssssssssssesss insesosissa ssdsssssessss 69 8 1 The Calendar Components ie 70 8 2 Displaying Appointments sise 72 8 2 1 Displaying appointments in a calendar view ecsssececceeeeeeenenteneeeeeeeeeeeens 72 4 Copyright Open Xchange Inc 2012 OX App Suite OX 8 2 2 Displaying appointments in the list view essssssssserresssssssrrrresesssseerrreeessss 72 8 2 3 How are appointments displayed ssssesssssessrsssssssrrrrrssrssssrerrrerrssesrerreeses 72 8 3 Creating Appointments ssssssssssseesss
65. f all applications available To launch an application click the respective icon Copyright Open Xchange Inc 2012 The Application manager Applications OX 4 2 The Application manager Sidebar Contains several application views Your Apps Offers views of 2 all installed applications 2 all applications that are marked as favorites 2 applications that install upgrades Categories Offers views of a basic applications a productivity applications 2 development applications The figure next to a view reflects the number of applications included in this view Display area Displays the applications that are contained in the selected view For each application the following information are displayed icon name and origin of the application a description of the purposes you can use the application for a button for launching the application a button for marking the application as favorite or for removing a label An asterisk next to the name indicates that the application has been marked as favorite Copyright Open Xchange Inc 2012 35 OX Applications Which Applications do Exist 4 3 Which Applications do Exist Portal The central information point for new E Mails or messages from messaging platforms like twitter facebook or on line news The content can be configured according to your needs E Mail Send receive and organize your E Mails Share E Mails with other users Keep the overview
66. freshing data opening the help signing out At the bottom of the screen several useful information are displayed Your username Current date current time How to sign out 1 Onthe right side of the menu bar click the System menu icon EI Click on Sign out The login screen is displayed 2 If other persons have access to the machine close the browser Warning If closing the web browser tab without signing out you stay signed in to the server If another person enters the server address this person is automatically signed in with your username and has full access to your data Always sign out from the server when having finished working Warning Your credentials might stay in the memory as long as your browser is open This can be a security risk To remove your credentials from the memory close the browser 22 Copyright Open Xchange Inc 2012 OX 3 First Steps What you initially should do Get familiar with the OX App Suite user interface Customize the basic settings of the OX App Suite Check your personal contact data Change or complete them if required For security reasons you should change your password Copyright Open Xchange Inc 2012 23 OX First Steps The User Interface 3 1 The User Interface The OX App Suite user interface includes the following components Amenu bar on the top A toolbar to the left Next to the toolbar the Folder tree can be activated The remaining spa
67. hink about the permissions needed by another user If a user e g should only read folder contents write permission for this folder is not needed You can not share single items only complete folders A description of defined permissions can be found in 11 3 1 Which permissions can be granted page 107 A listing of preset permissions for specific folders can be found in 11 3 2 Which permissions are preset page 108 11 3 1 Which permissions can be granted In order to easily grant logic permission combinations there are particular user roles preset Owner Administrator Author Guest Owner A folder s owner has all permissions for this folder The owner can grant other users permissions to the folder Folder permission create objects and subfolders Object permissions read all objects edit all objects delete all objects Administrative rights Yes Administrator A folder s administrator owns all permissions for this folder The administrator can grant other users permissions for the folder Folder permission create objects and subfolders Object permissions read all objects edit all objects delete all objects Administrative rights Yes Author An author is allowed to change already existing objects to create and edit new objects and to create subfolders Folder permissions create objects and subfolders Object permissions read all objects edit all objects delete all objects Administrative
68. icon 24 Toggle Search icon 25 toolbar 24 unread badge 24 V View appointments 72 120 Copyright Open Xchange Inc 2012
69. ion App An application is a component that provides specific functions Exam ple With the E Mail application you can send receive and organize E Mails Objects Objects are created and organized by the user Examples E Mails contacts appointments tasks documents Function An action activated by the user Example sending an E Mail deleting an appointment User interface This refers to the OX App Suite user interface The user interface consists of individual elements Elements Elements of the user interface Example windows labels buttons System windows Dialog windows that offer certain operating system functions Exam ple functions are printing opening an E Mail attachment and select ing a file Depending on the operating system on your local machine the looks of the system windows may vary User A person working with the OX App Suite Each user has a name and a password All OX App Suite users make up the internal users group Global address book Contains the contact data of all internal users The users can edit their own personal data in the global address book Participant A user invited to an appointment or task External participant A person that is not a user but that participates in an appointment or task Internal E Mail account Your OX App Suite E Mail account You will automatically get this ac count You can not delete this account External E Mail account An E Mail account that you have set up with another
70. ions window shows the current permissions for this folder 3 Click on a permission to change it Example settings can be found in the Questions about data orga nization and team work Note You can not change the administrative right of a personal folder 4 Click on Save Copyright Open Xchange Inc 2012 109 OX Organizing Data Sharing folders How to grant permissions by applying a user role 1 3 4 Select a folder in the folder tree Note You need to have admistrative rights for this folder Click on the Edit icon below the folder tree Click on Permissions The Folder permissions window shows the current permissions for this folder Click on Apply role next to a user name Select a User role 107 from the menu Click on Save How to remove the folder permissions of a user 1 Select a folder in the folder tree Note You need to have admistrative rights for this folder 2 Click on the Edit icon E below the folder tree Click on Permissions 3 In order to remove a user s permissions click the icon X next to the user s name Click on Save 110 Copyright Open Xchange Inc 2012 Publish amp Subscribe Organizing Data OX 11 4 Publish amp Subscribe Publish and subscribe helps you using social network data or sharing specific data with external partners The following possibilities exist Import contacts from social networks like LinkedIn or Facebook to a contacts folde
71. isplaying TASKS sz cccs ceccedsesesstasessncedeasdechdeleraedlescechasevercedeasdectdeeseteedcederstasedendedes 95 10 3 Creating Tasks seen 96 10 4 Answering Tasks Invitations ss 97 10 5 Managing TaskS ire intense than sadaqeacesdadeasceangencedeaueadoameanacessadestees 98 Copyright Open Xchange Inc 2012 5 OX OX App Suite 105 1 Editing CASKS nes muere dndneteneveiernedudeasnnetenensecndnetenetueannedudnatanatess 98 10 5 2 Marking tasks as done ooo eeeeenenneceeeeececeesenteaeeeeeeeeesesneaaaaeeeeeerseseenaaeess 98 10 5 3 Changing a task s due date eee eesceeececeesesenseaeeeeeeeeeseeneaeaeeeeeereeeeenaaeess 98 10 5 4 MOVING TASKS rs sante aiaa aA E a iaa 98 10 5 5 Deleting TASKS svccscssstevsdinsyenumessdienvennctesnnetcialevdesdtuaanpecnsas tee delire otre 99 10 5 6 Editing multiple tasks at ONCE ssssssseseessssssssssresrrsssssrrrerrrsssesrererreessssesrerees 99 10 6 Tasks within a Team seen 100 10 7 Tasks Setting S iiiar en hand des Aa N ETATEN enaa AANEEN ENON 101 11 Organizing Data ss sissscosisisessssissocissasisssossssisassssossisovessoisssssssossosissssss 103 11 1 Searching for Objects casvsayicnsdeccvesvaeveciendedecesonsnsigesie ieee ausantecsaeaedesasadvagiaancteaaee 104 TUZ FOMAGNS sicesscives puprineea pareieonn ate evenpio ai nn ne a tiny 105 11 2 1 FO0IA8r TYPES seii in bedec er viaxcdaxtdess ses viaicaesdeasddaxseabaiacs 105 11 2 2 Navigating within the folder Structure ccccceceeeeeeeee
72. it objects in the folder containing the file 1 Depending on the view selected use one of the following methods In the cons view click on a file In the pop up click on More In the menu click on Rename file In the List view click on a file in the sidebar Click on More in the display area In the menu click on Rename file 2 Edit the file name Note the name extension 3 Click on Rename 9 5 4 Editing descriptions You can edit a file s description How to edit a file s description Prerequisite You have the permission to edit objects in the folder containing the file 1 Depending on the view selected use one of the following methods In the cons view click on a file In the pop up click on More In the menu click on Edit description In the List view click on a file in the sidebar In the display area click on More In the menu click on Edit description 2 Edit the description 3 Click on Save 9 5 5 Moving files You can move a file or multiple files at once to another folder How to move a file Prerequisite You have the permission to create objects in the target folder 1 Depending on the view selected use one of the following methods In the cons view click on a file In the pop up click on More In the menu click on Move In the List view click on a file in the sidebar In the display area click on More In the menu click on Move 2 Select a folder in the Move window Click on Move 9 5 6 Copyi
73. jects Object permissions read own objects edit own objects delete own objects Administrative rights No Example 4 A user should be allowed to see and edit all objects The user should be allowed to create and edit subfolders and own objects Folder permissions create objects and subfolders Object permissions read all objects edit all objects delete all objects Administrative rights No Example 5 A user should get all permissions The user should be allowed to grant permissions to other users Folder permissions create objects and subfolders Object permissions read all objects edit all objects delete all objects Administrative rights Yes Copyright Open Xchange Inc 2012 115 116 Copyright Open Xchange Inc 2012 OX Index A Address Book 61 components 62 Address book invite contact to appointment 66 send E Mail 66 Answer appointment invitation 75 Answer task invitation 97 App definition 14 app applications 103 App Address Book 61 App Calendar 69 App E Mail 43 App Tasks Tasks App 93 Applications 33 Appointments 69 changing status 77 co operate with others 78 colors 72 confirm invitation 75 create distribution list from list of participants 78 create new 73 creating 73 delete 77 display 72 display in calendar view 72 display in list view 72 displaying 72 edit 76 edit with drag and drop 76 edit multiple 77 invite from address boo
74. k 66 manage 76 move to folder 77 resolve conflicts 74 send E Mail to participants 78 Apps Address Book 61 application manager 35 Calendar 69 components 34 E Mail 43 Files 81 Tasks 93 Basic settings 29 Default app after login 29 language 29 refresh interval 29 theme 29 timezone 29 Best practices 113 C Calendar 69 components 70 Calendar settings Default time for reminder 79 display refused appointments 79 E Mail notification for appointment creator 79 E Mail notification for appointment participant 79 E Mail notification for new changed deleted 79 End of working time 79 Interval in minutes 79 Start of working time 79 View 79 Change password 31 Changing appointment status 77 Contacts add 64 copy 67 create 64 delete 67 display 63 distribution list 65 edit 66 edit multiple 67 invite to appointment 66 move 66 organize 66 send E Mail to 66 subscribe from social networks 64 Copy contacts 67 E Mail 51 files 88 Create contact 64 Create distribution list from list of participants 78 Create new appointments 73 file 86 task 96 D data organization 103 Definition E Mail thread 14 function 14 Definitions app 14 elements 14 External E Mail account 14 external participant 14 global address book 14 Internal E Mail acount 14 objects 14 participants 14 system windows 14 user 14 user interface 14 Copyright Open Xchange Inc 2012
75. l be preset 3 Ifyou want to add attachments to the E Mail click on Attachments Click on Select files Select one or more files In order to delete an attachment click the Delete icon X In order to hide the input fields click on Attachments The attachments added will be kept Tip You can also add an attachment by dragging and dropping a document from a file browser or the desktop to the E Mail window 4 If you have set up signatures you can attach a signature to the E Mail text To do so proceed as follows Click on Signatures Select a signature from the list In order to hide the list again click on Signatures 5 In order to display further options click on More in the side bar You can use the following options set the priority request a receipt confirmation attach your business card In order to hide the options click on Options The settings will be kept 6 4 2 Replying to E Mails When replying to an E Mail some of the E Mail s input fields are pre filled The sender of the E Mail and further recipients of the E Mail are automatically entered as recipients of the reply E Mail The E Mail subject is entered in the subject field of the reply E Mail The subject is preceded with the text Rez The E Mail text is cited in the reply E Mail Each line is preceded with the character gt to indicate that it is a quotation Copyright Open Xchange Inc 2012 49 OX E Mail Forwarding E Mails How to
76. lders 11 2 1 Folder types The following folder types exist in the folder tree Personal folders 2 The personal folders contain your E Mails contacts appointments and documents Other users can not view your personal folders unless you share them with other users 2 Your personal folders are located below Private a Your personal files folder is located below My files Public folders 2 The public folders contain contacts appointments and documents that are of common interest for all users Each user can create public folders and share them with other users o Public folders are located in the folder tree below Public Here you will find the global address book with the contact data of all users 2 The public files folders are located in Public files Shared folders 2 Shared folders have been shared with you by other users with read or write permission 2 Shared folders are located in the folder tree below Shared 2 Shared files folders are located below Shared files 11 2 2 Navigating within the folder structure The following functions are available opening or closing the folder tree opening or selecting a folder in the folder tree How to open the folder tree 1 Click the Toggle Folder icon Blin the toolbar 2 In order to define whether the folder tree overlaps the sidebar or the display area or is displayed next to the sidebar or the display area click the Pin icon EH below the folder tree How to close th
77. lind copy to Use the auto complete function to save some typing This FAQ list provides an explanation of the differ ences between the input fields If you regularly send E Mails to the same group of people create a distribution list in the Address book app and add the persons to the distribution list Information can be found in Creating Distribution Lists 65 What is the purpose of the input fields Copy to and Blind copy to Recipients entered in the input fields To or Copy to can be viewed by all other recipients entered in the input fields To or Copy to Recipients entered in the input field Blind copy to can not be viewed by other recipients entered in the input fields To Copy to or Blind copy to In practice this means Ifyou send an E Mail to a team and every recipient should be able to see who else receives the E Mail enter the recipients in the input fields To or Copy to If you send an E Mail to recipients who should not see the names of the other recipients enter the recipients in the input field Blind copy to regularly send E Mails with identical or similar content How can reduce some typing Make use of the possibility to save E Mails as drafts Information can be found in Working with E Mail drafts 52 Can e g access E Mails sent to my Google Mail account Copyright Open Xchange Inc 2012 113 OX Best Practices For many E Mail service provi
78. ltiple files together Working with versions 9 5 1 Sending files as link You can send a link to a file as E Mail attachment to a user You can send links to multiple files at once as E Mail attachment Please also read the hints in Section 9 6 Files and Teams How to send a link to a file as E Mail attachment 1 Depending on the view selected use one of the following methods In the cons view click on a file In the pop up click on More In the menu click on Send as link In the List view select a file in the sidebar In the display area click on More In the menu click on Send as link 2 In the Compose new E Mail page complete the details for sending the E Mail 48 9 5 2 Sending files as E Mail attachment You can send the current version as E Mail attachment You can send the current versions of multiple files together as E Mail attachments How to send the current version as E Mail attachment 1 Depending on the view selected use one of the following methods In the cons view click on a file In the pop up click on Send by E Mail In the List view select a file in the sidebar Click on Send by E Mail in the display area 2 Complete all data for sending the E Mail 48 in the Compose new E Mail page 9 5 3 Editing file names You can edit a file name Copyright Open Xchange Inc 2012 87 OX Files Editing descriptions How to edit the file name Prerequisite You have the permission to ed
79. n is installed Copyright Open Xchange Inc 2012 37 38 Copyright Open Xchange Inc 2012 OX 5 Portal Learn how to work with the Portal application the components customize the contents There are several possibilities to launch the Portal application Click on Portal in the menu bar Click the Apps icon in the menu bar Click on Portal in the Your applications page Copyright Open Xchange Inc 2012 39 OX Portal Components 5 1 Components Signed in as Displays the username that you used for signing in Customize this page button Clicking on it displays a page that allows to customize 41 the Portal Appointments tile Displays your current appointments You can do the following If clicking on Appointments the Calendar app opens If clicking on an appointment a pop up opens The pop up shows the appointment s data If clicking on a participant a further pop up opens In order to close a pop up click on Close at the top right corner Inbox tile Displays new E Mails You can do the following If clicking on Inbos the E Mail app opens If clicking on an E Mail a pop up opens The pop up displays the E Mail s contents To delete reply to or forward the E Mail click on the respective button in the pop up To close a pop up click on Close at the top right corner To compose a new E Mail click on the Compose new E Mail list item Tasks tile Shows
80. ng files You can copy a file or multiple files at once to another folder How to copy a file Prerequisite You have the permission to create objects in the target folder 1 Depending on the view selected use one of the following methods In the cons view click on a file In the pop up click on More In the menu click on Copy In the List view click on a file in the sidebar In the display area click on More In the menu click on Copy 2 Select a folder in the Copy window Click on Copy 88 Copyright Open Xchange Inc 2012 Deleting files Files OX 9 5 7 Deleting files You can delete a single file or multiple files at once Warning A deleted file can not be recovered How to delete a file 1 Depending on the view selected use one of the following methods In the cons view click on a file In the pop up click on Delete In the List view select a file in the sidebar Click on Delete in the display area 2 Confirm that you want to delete the file Result The file will be deleted 9 5 8 Working with versions There are the following possibilities to work with versions opening or saving a version uploading a new version opening or saving a version setting a particular version as current version deleting a version How to open or save the current version Depending on the view selected use one of the following methods In the cons view click on a file A pop up opens To open th
81. nt rights for a folder to another user you have to have the administrator right for that folder You can not share your personal nbox folder In order to grant other users access to your E Mail messages share an E Mail folder that is located below your nbox folder This E Mail folder has to be subscribed to by other users then see 6 6 2 Subscribing to E Mail folders page 55 You have the exclusive rights for your personal calendar contacts and tasks folders You can not grant administrator rights for these folders to other users Examples for practical settings can be found in the data organisation and team work questions How to grant permissions for a folder 1 Select a folder in the folder tree Note You need to have admistrative rights for this folder 2 Click the Edit icon E below the folder tree Click on Permissions The Folder permissions window shows the current permission for this folder 3 At the bottom enter a user s name Click the icon The user gets preset permissions 4 Click ona user s permission to change it Example settings can be found in the questions about data organisation and team work 5 If required repeat those steps to grant further permissions 6 Click on Save How to change the folder permissions 1 Select a folder in the folder tree Note You need to have admistrative rights for this folder 2 Click on the Edit icon El below the folder tree Click on Permissions The Folder permiss
82. older 11 3 2 2 Permissions for newly created folders Depending on where you create a new folder particular rights are assigned to you ina personal folder 108 ina public folder 108 in a shared folder 109 If you create a new folder in a personal folder You are the owner Other users inherit the permissions which they have for the parent folder If you create a new folder in the Public folders folder or in the InfoStore Public InfoStore folder 108 Copyright Open Xchange Inc 2012 Sharing folders Organizing Data OX You are the owner Other users will get no rights You have to set the permissions for the new folder If you then create new subfolders in this folder the permissions for this folder are inherited by the new subfolders Information on how to grant permissions can be found in 11 3 3 Sharing folders page 109 If you create a new folder in the shared folder of another user The user who shared the folder is the owner You as well as other users will get the same rights as for the parent folder 11 3 3 Sharing folders In order to share data with other users share one or more folders You can share a folder by granting other users particular rights for the folder You can grant rights for a folder change the rights for a folder grant rights by applying a user role delete the rights for a folder Note Consider the following restrictions In order to gra
83. ollowing methods Click on another file in the sidebar Use the cursor keys to browse the list 9 2 2 Displaying files in the icon view How to display a file in the icon view 1 Click the View icon Ein the toolbar Click on Icons 2 Select a folder from the navigation path on top of the display area or open a folder in the folder tree 3 In order to quickly find a particular file use the search function 4 Click a file s icon in the display area The data are displayed in the pop up For some file types a preview is shown 84 Copyright Open Xchange Inc 2012 Playing Multimedia Files Files OX 9 3 Playing Multimedia Files You can use the following multimedia functions view images as slideshow play audio files play video files How to view images as slideshow 1 Click the View icon Ein the toolbar Click on Icons 2 Select a folder with images from the navigation path on top of the display area 3 Click on View Slideshow in the display area To view the slideshow in fullscreen mode click on Fullscreen How to play audio files 1 Click the View icon EX in the toolbar Click on Icons 2 Select a folder with audio files from the navigation path on top of the display area 3 Click on Play audio files in the display area A player window opens To play the audio files in the background click on Minimize How to play video files 1 Click the View icon EX in the toolbar Click on Icons 2 S
84. on Send Result The E Mail is sent 12 Copyright Open Xchange Inc 2012 Design Elements About this Documentation OX Tips for making the work much easier The tips for making work easier refer to actions that are optional e g alternative possibilites to an instruction A tip is introduced with the word Tip Example Tip You can also add an attachment by dragging and dropping a document from a file browser or from the desktop to the E Mail window Malfunction note A malfunction note indicates actions that can not be executed in the current situation A malfunc tion note helps to avoid handling errors A handling error is introduced with the word Note Example Note In order to add a signature you need to have created one in the E Mail settings Warning about loss of data or security risks A data loss warning indicates an action that irrevocably deletes data as soon as the action was executed A security risk warning indicates an action that possibly endangers the security of your data A warning is introduced with the word Warning Example Warning Permanently deleted E Mails are irrevocably lost Prior to permanently deleting E Mails make sure you no longer need the E Mail messages Copyright Open Xchange Inc 2012 13 OX About this Documentation Terminology 1 4 Terminology This documentation uses the following terms OX App Suite The software described in this documentat
85. ons Compose new E Mail icon BA Creates a new E Mail 48 Toggle Folder icon Opens or closes the folder tree Toggle Search icon E Opens an input field for searching 104 for E Mails with a specific sender or subject Folder tree Displays the E Mail folders Allows to navigate within the folder structure 105 In order to open the folder tree click on the Toggle Folder icon Bin the toolbar The following functions are available If clicking on a folder its E Mails are displayed The icons below the folders offer functions for organizing data 103 and for creating an external E Mail account 57 The Pin icon EH defines whether the folder tree overlaps the sidebar or is displayed next to the sidebar or the display area The Close icon E closes the folder tree Sidebar Displays a list of the E Mails in the current folder The view shows the sender subject date or time of receipt If existing the following is displayed as well attachments icon colored label number of E Mails in the thread The following functions are available If clicking on an E Mail its content is displayed in the display area If clicking the Thread icon I all previous E Mails from this E Mail thread are shown below the current E Mail If clicking on a previous E Mail its content is displayed in the display area If clicking on the current E Mail the complete E Mail thread is again displayed in the display area If clicking the Select icon b
86. or accessing the groupware can be found in the groupware settings Learn how to change your personal data Learn how to customize the basic settings Learn how to set up further E Mail accounts 57 How can I change my password In order to change your password click on My password in the User data tile in the Portal app Learn more in this instruction Why can particular buttons or input fields not be found If particular buttons or input fields are not visible it can be due to the following reasons A function is not available in the current context To keep the user interface as clean as possible rarely used control elements are not dis played In this case a button called More is displayed To view all functions click on this button How am notified about new E Mails or appointment invitations If there are new E Mails or appointment notifications the Unread Badge icon E to the right side of the menu bar is colored red Click the icon to open the Notification Area It contains information about the new objects From there you can also directly activate functions e g read the new E Mail or confirm the new appointment Information can be found in The User Interface Questions about E Mails and contacts How can I send an E Mail to multiple addresses at once To send an E Mail to multiple recipients at once you can choose between the following pos sibilities Enter all recipients in the input fields To Copy to or B
87. oses the folder tree Display area in the calendar views Day Work week Week Month Displays the calendar view for the time range selected The selected time range is displayed at the top left corner of the calendar sheet The navigation bar above the calendar sheet helps selecting a time range The Show all checkbox at the top right corner of the calendar sheet defines which appointments to display 2 If enabled all appointments from all your private calendars are displayed 2 If disabled only the appointments in the currently selected calendar are displayed In the views Day Work week Week the current time in the calendar sheet is highlighted with a red line In the views Work week Week Month the current day in the calendar sheet is highlighted with a colored background In the Month view the selected month calendar week and the year are displayed to the right of the calendar sheet A scrollbar on the right side allows to select another month Depending on the confirmation status the appointments are highlighted with different colors 72 If clicking on an appointment the data is shown in the pop up It displays the same information as the display area in the List view 70 Copyright Open Xchange Inc 2012 The Calendar Components Calendar OX Sidebar in the List view Displays a list of appointments in the currently selected folder Date time time zone private appoint ment icon subject location
88. out data organization and team work How can make available particular contacts to my external partners You can also give external partners access to your groupware address books contacts or to your social networks contacts like LinkedIn You can proceed as follows 1 Subscribe contacts from your social networks to an address book 2 Create a new contacts folder Copy all contacts that you want to share from your address books to this contacts folder 3 Publish this contacts folder Send an E Mail with the publication url to your external part ners want to share a folder with other users Which permissions do I have to set Example 1 A user should be allowed to see the objects in a folder but should not be allowed to modify or delete them The user should not be allowed to create new objects Settings Folder permission new folder Object permissions read all objects no edit permissions no delete permissions Administrative rights No Example 2 A user should be allowed to see the objects in a folder but should not be allowed to modify or delete them The user should be allowed to create and edit objects Folder permissions new folder Object permissions read all objects no edit permissions no delete permissions Administrative rights No Example 3 A user should not be allowed to see the objects in a folder The user should be allowed to create and edit new objects though Folder permission create ob
89. pite the conflict click on Ignore conflicts To resolve the conflict click on Cancel Change the appointment s times or set Display as to Free 74 Copyright Open Xchange Inc 2012 Answering Appointment Invitations Calendar OX 8 4 Answering Appointment Invitations If a user adds you to the appointment recipients you are informed about this appointment in the Noti fication area You can accept tentatively accept or refuse your participation in this appointment How to answer an appointment invitation 1 Click the Unread badge icon in the menu bar The Notification area is displayed 2 Click on Accept Decline below nvitations 3 Enter a comment in the Change confirmation status window Click on one of the buttons Decline Tentative Accept You can also change your appointment status at a later point of time Copyright Open Xchange Inc 2012 75 OX Calendar Managing appointments 8 5 Managing appointments Some of the techniques for organizing appointments require having set up own calendar folders Infor mation about creating folders can be found in Folders page 105 The following possibilities exist Editing appointments Editing appointments with drag and drop Changing the appointment status Moving appointments to another folder Deleting appointments 8 5 1 Editing appointments You can edit all data entered when having created an appointment at a later time How to edi
90. possibilities exist Moving E Mails Copying E Mails Marking E Mails as read or unread Categorizing E Mails with labels Showing the E Mail source Enabling E Mail reminder Saving E Mails Importing E Mails Working with E Mail drafts Deleting E Mail messages Editing multiple E Mails at once Editing all E Mails of an E Mail thread 6 5 1 Moving E Mails You can move a single E Mail or a complete E Mail thread to another folder How to move an E Mail Prerequisite You have the permission to create objects in the target folder 1 Select an E Mail in the sidebar 2 Click on More in the display area Select Move from the menu 3 Select a folder in the Move window Click on the Move button Tip You can also move multiple E Mails at once or all E Mails of an E Mail thread 6 5 2 Copying E Mails You can copy a single E Mail or a complete E Mail thread to another folder How to copy an E Mail Prerequisite You have the permission to create objects in the target folder 1 Select an E Mail in the sidebar 2 Click on Copy in the display area Select Copy from the menu 3 Select a folder in the Copy window Click on Copy Tip You can also copy multiple E Mails at once or all E Mails of an E Mail thread 6 5 3 Marking E Mails as read or unread You can mark a single E Mail or a complete E Mail thread as read or unread Unread E Mails will get a closed envelop icon in the sidebar Copyright Open
91. provider e g a Google E Mail account You can access external E Mail accounts from within the OX App Suite E Mail thread An E Mail thread is an E Mail conversation and a running list of all the subsequent replies pertaining to the original E Mail All E Mails of an E Mail thread have the same subject The current E Mail corre sponds to the last current reply 14 Copyright Open Xchange Inc 2012 Further Help About this Documentation OX 1 5 Further Help The contents of this documentation are also available in the on line help Copyright Open Xchange Inc 2012 15 16 Copyright Open Xchange Inc 2012 OX 2 Getting started with the OX App Suite The following information help you getting started with the OX App Suite Which functions does the OX App Suite provide Which system requirements have to be fulfilled by a local machine Which skills are required for handling the groupware How can signin or sign out Copyright Open Xchange Inc 2012 OX Getting started with the OX App Suite OX App Suite Definition 2 1 OX App Suite Definition Learn which apps are part of the OX App Suite Get an initial insight into the tasks that can be accom plished using the apps Applications Organize the applications like E Mail or address book Get an overview of the applications available Enhance the OX App Suite by adding further applications Learn more 33 Port
92. r by subscribing the contacts Information can be found in Subscribing to data page 111 64 Copyright Open Xchange Inc 2012 Creating Distribution Lists Address Book OX 7 4 Creating Distribution Lists A distribution list allows you to simultaneously send an E Mail to multiple recipients by entering the distribution list in the E Mails recipients field In order to create a new distribution list enter a name in the Create distribution list page and add contacts How to create a new distribution list 1 Open an address book in the folder tree Note Open an address book for which you have the permission to create objects 2 Click the New icon FA in the toolbar Click on Add distribution list 3 Enter a name for the distribution list in the List name field 4 Enter a contact s name and E Mail address Tip While entering the name suitable suggestions are being displayed Click on a suggestion to add the name and E Mail address 5 Click next to the E Mail address to add the contact to the distribution list 6 In order to add further contacts repeat the previous two steps In order to remove a contact click X next to the contact 7 Click on Create list Copyright Open Xchange Inc 2012 65 OX Address Book Organizing Contacts 7 5 Organizing Contacts Some of the techniques for organizing contacts require own contact folders having been set up by you Information about creating folders can
93. r link Provide information to external partners by sharing document folders with publish and subscribe Learn more 81 Folders and permissions Folders and their permissions play an important role for exchanging information with other users Each groupware object is saved in a specific folder The folder tree helps to manage folders and permissions Use personal folders for sorting your E Mails contacts appointments tasks and infostore items Support your team by sharing specific folders with read or write access Benefit from the information of others by using objects in public or shared folders for your work The social functions in the groupware also make use of folders for collecting or sharing information with external partners Learn more 103 Copyright Open Xchange Inc 2012 19 OX Getting started with the OX App Suite System Requirements 2 2 System Requirements In order to successfully work with the OX App Suite your local machine has to meet the following system requirements Resolution screen size The minimum display resolution is 1024 x 768 Browser Google Chrome latest version Browser settings Cookies must be activated JavaScript must be activated Pop up windows must be allowed 20 Copyright Open Xchange Inc 2012 Operating Instructions Getting started with the OX App Suite OX 2 3 Operating Instructions The following techniques are required
94. r or import ap pointments from your Google calendar to a calendar folder by subscribing those data Share the data of a contacts or documents folder with other users and external partners by publishing the contacts or documents folder 11 4 1 Subscribing to data You have the following possibilities Subscribe data to a new folder Privacy The data and any references contained in this webpage are shared with you under the assumption that the owner of the data was entitled to make them available to you Neither Open Xchange nor any of its subsidiaries or affiliates shall be liable for its publication or re publication Any unauthorized use or dissemination of this data is prohibited If you intend to store process or pass on this data please make sure that you have the right to do so If you are one of the people listed or responsible for a resource listed on this page and you don t agree with the publication please send an email containing the URL the link to this webpage to the publisher of the data Data published by lt gt on lt gt 11 4 2 Publishing data Privacy When using this publish feature you as the current owner of the data are responsible for being careful with privacy rules and for complying with legal obligations Copyright Privacy Laws Especially when publishing personal data you are the responsible party according to the Federal Data Protection Act BDSG Germany or other Privacy Acts of your
95. r to compose the E Mail in html format click on HTML A formatting bar appears How to format the text a Select single text contents b Click an element in the formatting bar You can use further functions send copies select sender address add attachments add signature add vCard request delivery receipt set the priority Click on Send Result The E Mail is sent 48 Copyright Open Xchange Inc 2012 Replying to E Mails E Mail OX How to use further functions when sending E Mails Prerequisite The Compose new email page is selected 1 If you want to send copies of the E Mail to other recipients do the following If the recipients are to see who gets a copy of the E Mail click on Copy CC to Enter the E Mail address of the copy s recipient If you want to prevent the recipients from seeing who gets a copy of the E Mail click on Blind copy BCC to Enter the E Mail address of the blind copy s recipient If there are several recipients you can enter the name of a distribution list 65 In order to hide the input fields click on Copy CC to or on Blind copy BCC to The addresses entered will be kept 2 If you have set up external E Mail accounts 57 you can use those addresses as sender addresses To do so proceed as follows Click on Sender Select an E Mail address from the list In order to hide the list click on From Note Depending on the folder selected a defined sender address wil
96. re information with external partners with the help of Publish amp Subscribe Use message sources like twitter with the help of Social Messaging Copyright Open Xchange Inc 2012 103 OX Organizing Data Searching for Objects 11 1 Searching for Objects Use the search function to find objects like E Mails or contacts with the help of a search term How to search for objects 1 2 3 In the folder tree open the folder that you want to browse Click the Toggle Search icon E in the toolbar Enter a search term Press Enter or click the Search icon next to the input field The sidebar displays the objects matching the search term Depending on the app respective checkboxes are displayed next to the input field Use those checkboxes to find objects by activating the boxes with matching properties Use one of the following methods to reset the search result Again click the Toggle Search icon E in the toolbar Click on Cancel search below the sidebar 104 Copyright Open Xchange Inc 2012 Folders Organizing Data Ox 11 2 Folders Folders help you keeping the overview over your objects sharing information with other users and external partners to specifically search for information and quickly find the information again Learn more about folders and how to use them the folder types 105 navigate within the folder structure 105 create 106 rename 106 delete 106 fo
97. ree Toggle Search icon EI Opens an input field for searching 104 for files with a particular name Folder tree Displays the folders Allows to navigate within the folder structure 105 In order to open the folder tree click the Toggle Folder icon in the toolbar The following functions are available If clicking on a folder its files are displayed The icons below the folders offer functions for organizing data 103 The Pin icon El defines whether the folder tree overlaps the sidebar or the display area or is displayed next to the sidebar or display area The Close icon EM closes the folder tree Display area in the Icons view Displays the following information Navigation path to the folder selected To open another folder click on the path View Slideshow button An icon for each file in the folder selected If available a file preview Sidebar in the List view Displays a list of files in the currently selected folder The following functions are available If clicking on a file its data are displayed in the display area If clicking the Select icon below the list a checkbox is displayed next to each file You can select multiple files to edit them at once 90 The text below the list contains the name of the folder selected If clicking on the name the folder tree opens 82 Copyright Open Xchange Inc 2012 The Files Components Files OX Display area in the List view
98. ree 3 Define the appointments to be displayed To view all appointments from all your private calendars enable Show all To only view the appointments of the currently selected calendar disable Show all 4 To quickly find a particular appointment use the search function 5 Click on an appointment in the sidebar The appointment s data are displayed in the display area 6 To display another appointment use one of the following methods Click on another appointment in the sidebar Use the cursor keys to browse the list 8 2 3 How are appointments displayed In a calendar view appointments are displayed in the following colors depending on the availability Tentative yellow Free green Booked blue Absent red 72 Copyright Open Xchange Inc 2012 Creating Appointments Calendar Ox 8 3 Creating Appointments The following possibilities exist Creating new appointments 8 3 1 Creating new appointments In order to create a new appointment you have the following possibilities Create an appointment by entering subject time and location Use further functions create recurrence add other participants set the availability add attachments How to create a new appointment 1 Au PWN 7 Open a calendar folder in the folder tree Note Open a calendar folder for which you have the permission to create appointments Click the Create appointment EA icon in the toolbar Enter a subje
99. s button If clicking on it the menu entries Save as distribution list 55 Invite to appointment 55 are displayed If the E Mail contains attachments the names of the E Mail attachments 47 Buttons Reply all Reply 49 Forward 50 Mark Unread Mark read 51 Delete 53 If clicking on More a menu opens with the following functions Move 51 Copy 51 View source 52 Reminder 53 Save as file 53 If the E Mail is part of an E Mail thread additional buttons are shown in the display area on top These buttons allow you to activate functions for all E Mails of the E Mail thread 54 E Mail text In an E Mail thread the current answer is displayed on top the original E Mail at the bottom Copyright Open Xchange Inc 2012 45 OX E Mail Displaying E Mails 6 2 Displaying E Mails Per default the content of the inbox is displayed Other E Mail folders can be opened from within the folder tree How to display an E Mail 1 Open an E Mail folder in the folder tree 2 In order to quickly find a particular E Mail use one of the following methods To find E Mails by entering a search term use the search function To sort the E Mail list click the Sort icon below the sidebar Select a sort criteria from the menu To only display unread E Mails in the list click the Sort icon below the sidebar Enable Unread only in the menu 3 Click an E Mail in the sidebar The content of the E Mail will
100. ssages Block pre loading of externally linked images Display emoticons as graphics in text E Mails Color quoted lines Signaturen Permanently remove deleted E Mails Defines whether E Mail messages will be removed permanently immediately after you click the Delete button or whether they will go to the trash folder Warning Permanently removed E Mail messages can not be restored Automatically collect contacts in the Collected addresses folder while sending E Mails Defines whether new E Mail addresses are automatically collected in the Collected contacts folder when sending a new E Mail The Collected contacts folder is located below your personal contact folder Automatically collect contacts in the Collected addresses folder while reading E Mails Defines whether new E Mail addresses are automatically collected in the Collected contacts folder when reading a new E Mail The Collected contacts folder is located below your personal contact folder Append vcard Specifies whether your contact data will be attached to a new E Mail in the vCard format Insert the original E Mail text into a reply Specifies whether the original E Mail text is appended to an E Mail reply Forward E Mails Specifies how an E Mail text is sent when forwarding the E Mail When choosing the Inline option the text is sent within the new E Mail text body When choosing the As attachment option the text is sent as an attachment to the ne
101. ssssssstesseesssststrereessssrstesreessssereerreessssrseeereese 73 8 3 1 Creating new appointments iii 73 8 3 2 Resolving appointment conflicts esssssssssseersssssssrerrresrssssrerrreseerssrerrresessss 74 8 4 Answering Appointment Invitations 75 8 5 Managing appoiNtMENtS wicks cise ioe irnia anisina iiine iaaii 76 8 5 1 Editing appointments ss 76 8 5 2 Editing appointments with drag and drop sssesssssssssssesrrresrssssreereerrssesrerrreses 76 8 5 3 Changing the appointment status sssssesssssesssssresrrsssestrreerrserssesreereeessseere 77 8 5 4 Moving appointments to another folder ssseessssssssssesressssssserrressssssesrrreeessss 77 8 5 5 Deleting appointments ss 77 8 5 6 Editing multiple appointments at ONCE ooo ee eeeeeeteeeeeceeeeeenenaeeeeeeeeeeeeeeaaes 77 8 6 Team Appointments cccccccesnsrsssseececsoesensacseeeseseesensocssesereeeesensecsaserterscensanseens 78 8 6 1 Sharing aPpointmM nts sssssisnsnsenemennnnrdemmbbieniieensnnnateneteuennennte 78 8 6 2 Sending an E Mail to participants 0 eee eesenneceeeceeeceesentaaeeeeeereeteentaaease 78 8 6 3 Creating a distribution list from the list of participants esseere 78 8 7 Calendar Settings siio adis sad sdbadeeeduidsdes E ndageads E EE A E 79 9 21 LES ER 81 9 1 The Files Components sr cece eeeeeeeeeeeeeeseeeesseeeeeeeeeseeeees 82 9 2 VIEWING FILES sade cdicutis ctetodeacdanstascdanaacdadeuoss coantexedsue
102. t an appointment Prerequisite You have the permission to modify objects in the folder containing the appointment 1 Depending on the view selected use one of the following methods Click on an appointment in the Day Work week Week or Month view In the pop up click on Edit In the List view select an appointment in the sidebar Click on Edit in the display area The appointment s data are displayed in a new page 2 Edit the data 3 Click on Save 8 5 2 Editing appointments with drag and drop In the calendar views you can use drag and drop to move an appointment to another day change an appointment s time change an appointment s start or end Prerequisite You have the permission to edit objects in the folder containing the appointment How to move an appointment to another day 1 Select one of the following views Work week Week Month 2 Select an appointment 3 Drag the appointment to another day How to change an appointment s time 1 Select one of the following views Day Work week Week 2 Select an appointment 3 Drag the appointment to another time How to change the start or end of an appointment 1 Select one of the following views Day Work week Week 2 Select an appointment s start or end 3 Drag the start or end time to another time 76 Copyright Open Xchange Inc 2012 Changing the appointment status Calendar OX 8 5 3 Changing the appointment status You can chang
103. te The dialog for creating a new task is selected In order to add a further participant enter the participant s E Mail address in the input field below Participants Click the icon Tip While entering the E Mail addresses matching suggestions are displayed In order to accept a suggestion use one of the following methods Use the scrollbar to browse the list Click on a suggestion Use the cursor keys to select a suggestion Press Enter In order to remove a participant click the X icon next to the name In order to add multiple participants you can enter the name of a distribution list 65 In order to add attachments to the task click on Attachments Click on Browse Select one or multiple files In order to remove an attachment click the Delete icon X In order to hide the input fields click on Attachments The attachments added will remain Tip You can also add an attachment by dragging a document from a file browser or from the desktop and dropping it in the task window In order to add details like billing information click on Details Enter the data required 96 Copyright Open Xchange Inc 2012 Answering Tasks Invitations Tasks OX 10 4 Answering Tasks Invitations If a user adds you to a task as participant you are informed about this task in the nfo area You can accept temporarily accept or refuse your participation in the task How to answer a task invitation 1 Click the New objects icon in
104. ternal partners Depending on the requirements different methods exist In the Public InfoStore you can find files folders shared by other users To share files with internal users proceed as follows Create a new personal or public folder to which you can copy or move the required files Share this folder with all users or only with particular users You can also share an existing folder with read or write permissions Further information can be found in Permissions To share contacts with external partners proceed as follows Create a new personal or public folder and copy or move the required files Publish this folder by clicking the New icon EA in the toolbar Click on Share current folder Further information can be found in Publishing data If another user shared a files folder for you you can use the files included Further information can be found in Permissions Copyright Open Xchange Inc 2012 91 OX Files Files Settings 9 7 Files Settings How to use the files settings 1 Click the System menu icon El at the right side of the menu bar Click on Settings in the menu 2 Click on Files in the sidebar 3 Change the settings 92 The following settings are available Default view Audio enabled Video enabled Default view Defines the default view for the files Audio enabled Enables or disables the audio player Video enabled Enables or disables the video player 92
105. ternal users Depending on the requirements different methods can be applied To make E Mails available to internal users proceed as follows Create a new personal folder to which you copy or move the E Mails required Share this folder with all users or only with particular users The users have to subscribe your shared E Mail folder to have access to the E Mails f another user shared an E Mail folder for you you have to subscribe the shared E Mail folder to have access to the E Mails 6 6 2 Subscribing to E Mail folders In order to see E Mail folders shared by other users you have to subscribe to those folders How to subscribe to shared E Mail folders 1 Open the folder tree 2 Click on the Add button EM below the folder tree Click on Subscribe IMAP folder 3 Inthe Subscribe IMAP folders window activate the checkboxes of the folders that you want to subscribe to Click on Save 6 6 3 Inviting all recipients of an E Mail to an appointment If there are several recipients in an E Mail all recipients can be invited to a new appointment How to invite all recipients of an E Mail to an appointment 1 Select an E Mail from the sidebar 2 Click on All recipients in the display area Note This button is only displayed if the E Mail has multiple recipients 3 Select Invite to appointment from the menu 4 Complete the data for Creating an appointment 73 6 6 4 Saving all recipients of an E Mail as distribution list
106. the display area Select an entry 10 5 4 Moving tasks You can move a task or multiple tasks at once to another folder 98 Copyright Open Xchange Inc 2012 Deleting tasks Tasks OX How to move a task Prerequisite You have the permission to create objects in the target folder 1 Select a task in the sidebar 2 Click on Move in the display area 3 Select a folder in the Move window Click on OK 10 5 5 Deleting tasks You can delete one task or multiple tasks together How to delete a task Warning When deleting a task this task is irrevocably lost 1 Select a task in the sidebar 2 Click on Delete in the display area 3 Confirm that you want to delete the task Result The task is deleted 10 5 6 Editing multiple tasks at once You can apply the following functions for multiple tasks at once Moving tasks to another folder Marking tasks as done Deleting tasks How to execute a function for multiple tasks at once 1 Click the Select icon A checkbox is displayed in the sidebar next to each task 2 Enable the checkboxes for at least 2 tasks 3 Click on a function in the display area Copyright Open Xchange Inc 2012 99 OX 10 6 Tasks within a Team Tasks Tasks within a Team You have the following possibilities Sharing tasks with other users Delegating tasks 100 Copyright Open Xchange Inc 2012 Tasks Settings Tasks OX 10 7 Tasks Settings
107. the menu bar The nfo area is displayed 2 Under Invitations select an invitation status for the new task 3 Click on Change status Copyright Open Xchange Inc 2012 97 OX Tasks Managing Tasks 10 5 Managing Tasks Some of the techniques for organizing tasks require having set up own tasks folders Information about creating folders can be found in Folders page 105 The following possibilities exist Editing tasks Marking tasks as done Changing a task s due date Moving tasks Deleting tasks 10 5 1 Editing tasks You can edit a task s data at a later point How to edit a task Prerequisite You have the permission to create objects in the folder containing the task 1 Select a task in the sidebar 2 Click on Edit in the display area The task s data are displayed To view the complete form click on Expand form 3 Edit the data 4 Click on Save 10 5 2 Marking tasks as done You can mark a task or multiple tasks at once as done How to mark a task as done Prerequisite You have the permission to edit objects in the folder containing the task 1 Select a task in the sidebar 2 Click on Done in the display area 10 5 3 Changing a task s due date You can change a task s due date and time How to change a task s due date Prerequisite You have the permission to create objects in the folder containing the task 1 Select a task in the sidebar 2 Click on Change due date in
108. tification for appointment creator Specifies whether you will receive an E Mail notification if the following is true A participant accepted or declined an appointment created by you E Mail notification for appointment participant Specifies whether you will receive an E Mail notification if the following is true A participant accepted or declined an appointment in which you participate Copyright Open Xchange Inc 2012 79 80 Copyright Open Xchange Inc 2012 OX 9 Files Learn how to use the Files application the Files components search and display files view and play multimedia files create files organize files share files with other users or external partners use the Files settings In order to launch the Files application use one of the following possibilities Click on Files in the menu bar Click on Files below Your applications on the Apps page Copyright Open Xchange Inc 2012 81 OX Files The Files Components 9 1 The Files Components An introduction to the user interface can be found in The User Interface Toolbar Contains the following icons New icon BA Contains the following functions s Upload new file Creates a new file 86 Share current folder Creates a publication 91 for this folder View icon EI Allows to select one of the following views for the display area a Icons a List Toggle Folder icon Opens or closes the folder t
109. together 1 Click the Select icon below the sidebar A checkbox is displayed next to each contact in the sidebar 2 Check the boxes for at least two contacts 3 Click on a function in the display area Copyright Open Xchange Inc 2012 67 OX Address Book Contacts within Teams 7 6 Contacts within Teams You can share your contacts with internal and external partners Depending on the requirements sev eral methods can be applied The Global address book provides the contact data of all users Each user can use those contacts To make further contacts available for internal users proceed as follows Create a new personal or public folder where you can copy or move the wanted contacts to Share this folder with all or specific users You can also share an existing folder with read or write permissions Further information can be found in Permissions To share contacts with external partners proceed as follows Create a new personal or public folder and copy or move the wanted contacts to it Use the publish function to publish this folder Further information can be found in Publishing data f another user shared a contact folder with you you can use those contacts Further information can be found in Permissions 68 Copyright Open Xchange Inc 2012 OX 8 Calendar Learn how to use the Calendar application Use one of the following methods to open the Calendar application the Calendar components
110. ttaa stan dened aaveets N RO AEE Ea NENA 84 9 2 1 Displaying files in the list view 0 0 sscseccceceeeseensaeeeeeeeeeeeeneaaeeeeeeeeeseeeeaaeas 84 9 2 2 Displaying files in the icon view cssesecececeeeseeneneceeeceeesesneaaeeeeeeeerseeeeaaaas 84 9 3 Playing Multimedia Files ss 85 DA Cr ating Files vcosecdseeccaccetaveasssueoredadeoctessdeveed aenscewessseebeussdemetesedueoeucebndeweesstebedeesnee 86 9 5 Managing FCS ss isssesenesvessvessventnesseaeedancseaunesesssvvanumenateeviasyadsusecanatnieveneneysanteayeeseeeds 87 9 5 1 Sending files AS NK c2 cegisss scan ceesezecesivntansde creme 87 9 5 2 Sending files as E Mail attachment eeeeeeeeesseneceteeeeeeeeneaaeeeeeeeeeseseeaaeas 87 9 5 3 Editing fil NAMES is saddened eaedessadvcvesnepedecouian aaie E a ia Ea oi 87 9 5 4 Editing descriptions ss 88 9 5 5 MOVING TES cseraes 2h3 nce anexsadisaaastacasesesauniiaumacovdierdianenaeseaeeees Aa eaaa 88 9 5 6 Copying files ses 88 9 5 7 Deleting TINGS swiss sscetcesscaetsanexaesihededs sadus a Pes vdanadviha de eeapeaee dad cae andes aE 89 9 5 8 Working with versions ss 89 9 5 9 Editing multiple files together 0 eee eeessssecececeeeeeenenneneeeeeeeeeeeeaaeeeeeeeeneee 90 9 6 FIRES And Tamer ent tn ne nn 91 9 7 FICS SETS ieena nana Rene hante HE ANERE AOE bee NETE ERE HVERN ORE 92 10 TASKS sn in lei ten rss ere snete nn ti ebe dr nes e ane n ais ete ieeatsirice ee 93 10 1 Tasks Components s unncanretenennnte none redemande 94 10 2 D
111. w E Mail Copyright Open Xchange Inc 2012 59 OX E Mail E Mail Settings Format messages as Defines the format in which E Mails are being sent If using the HTML option the E Mail text is sent with html markup You can format the E Mail text If using the Plain text option the E Mail text is sent as plain text without formattings If using the Html and text option the E Mail text is sent with html markup and as plain text Line wrap when sending text mails after Specifies at how many characters a line break is inserted in the text of a new E Mail Default sender address Specifies the pre set sender address for new E Mails Auto save E Mail drafts Specifies the interval for saving an E Mail while being composed to the Drafts folder The Disabled option deactivates this function Allow HTML formatted E Mail messages Specifies whether or not displaying HTML messages is allowed In terms of bandwidth HTML messages have a high impact and can be a high security risk as they can contain dangerous scripts Block pre loading of externally linked images Specifies whether or not the preview of externally linked graphics in HTML E Mail messages is sup pressed If this option is enabled external graphics are not directly displayed This setting protects your privacy If this option is disabled external graphics are loaded and displayed when receiving an HTML message Display emoticons as graphics in text
112. w the folders offer functions for organizing data 103 The Pin icon El defines whether the folder tree overlaps the sidebar or the display area or is displayed next to the sidebar or the display area The Close icon E closes the folder tree Sidebar Displays a list of tasks in the folder selected The subject status or due date and the progress are displayed The following functions are available If clicking on a task its data are displayed in the display area If clicking the Select icon below the list a checkbox is displayed next to each task You can select multiple tasks The text below the list contains the name of the folder selected If clicking on the name the folder tree opens If clicking the Sort icon below the list a menu opens that allows to sort tasks You can also define in this menu whether tasks done are displayed Display area Displays the task s data and the functions available Subject Due date if entered Status and progress Importance icon lf the task has attachments the names of the attachments Buttons Edit 98 Move 98 Delete 99 Done 98 Change due date 98 Task s description if available Task s start date if available 94 Copyright Open Xchange Inc 2012 Displaying Tasks Tasks OX 10 2 Displaying Tasks How to display a task 1 Open a tasks folder in the folder tree 2 To quickly find a particular task use one of the following

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