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OutBack Client 4.0 User Guide

1. esses 40 Setting Messages via Cell Phones esse ee ee RR RR RR RE RR RR RR EE RR RR RR EE RR RR RR EE RR RR RR EE RR ee Re EE RR nnn nn 41 SMS Gateway Commands ee ee nn 41 Searching the Data Grid 42 equ EE AE OE OE OE EO ER N EN 42 Search ee Di EE RR anda 42 Definingithe Search ColuM NS GE aa Neta ER NEER RS EG ek Sea WGO GEED Eee Ge diana 42 Using the Search Column ei SEEN GR ee he n Ee Ge beg eN Ge N ee iia 43 How the Search Result is Shown ees ee RR RR EER RR RR EER RR RR EER RR RR EER RR RR EER RR RR nn nnne nn nnn 43 Dynamic Updating of the Data Grid i eise ee Re ee Ee ee RE EA Re ee Re Re AA Re ee Rae Re AA Ge ee Re ee Ge ee 44 Choosing How to Show the Search Result esse esse ee see ee Rae ee Re Ee ee Rae AA Re AA Ge cnn ee Re nn ee Re canes 44 The Se arch Methods iii OE EE EA RE EE EE EE 44 The Search Methods Available eise ese ese see EER EE EE ER EE ER EE RE EE RA ERGE ERA KERE REG KEER KEER KEER KERR Re ERGER Re ERGER Rae KEER Ke 44 Advanced Searching Using Spaces oooconacconancnnananonnnnnnnncnnnnacornncnrnncccnnan eran Ge KRAAK cn cnn KRAAK Ge AR RA Ge ERA ERG cane 45 Using Other OutBack Functions 46 Learning about All of OutBack s Functions iese ee ER RR RR EER RR RR EER RR RR EER RR RR AE RR RR RE ER RR Rea 46 Setting an Alert for a User iii EER cette EE RE EEDEN EE Ee SEE Re ee ONE eg Ee ER bene ed Ee De ee ees 46 Setting and Removing Alerts
2. Message Returns Away for a few minutes Not defined 14 07 Lunch Canteen 14 32 In house meeting Conference room 15 02 Meeting elsewhere Not defined 16 02 y Gone home Home 16 Jul 2009 08 30 O Gone for the weekend Home 20 Jul 2009 08 30 E Johnson amp Associates Busy 16 00 Conference Busy 16 Jul 2009 12 00 E Sales Staff Meeting Busy 16 Jul 2009 14 30 Set Message New Cancel Because setting an existing message is what you will be doing most of the time the first chapter will only discuss the use of the dialog box in this simple mode See Overview of the Dialog Box in Simple Mode The Advanced Mode Whenever you feel the need to edit or create a message the most common way of doing so is to expand the dialog box by pressing the gt gt button This makes the dialog box twice as wide opening up for a series of control boxes in which you can edit all the properties of a message O 2010 Merlinia A S OutBack Messages 21 E Set Message for John Steel En Messages Message Attributes Message Returns Message Properties Location Resources Information e Away for a few minutes Not defined 14 13 Lunch Canteen 14 38 Message Text 6 In house meeting Conference room 15 08 Away for a few minutes z 6 Meeting elsewhere Not defined 16 08 o Gone home Home 16 Jul 2009 08 30 Wed 15 July m 1413 o Gone for the weekend Home 20 Jul 2009 08 30 E Johnson amp Associ
3. File Create New ENE MR EE EE noni OO OR OR N EE EE 57 File Reset OutBack Settings ese ese ee RR RE REG REG RR REAGEER Be Ge snnm RR RR ER Be Ge KRAG AR Re ER Re crac Re nasa 57 File Save Settings as Tem Plates sessie EES ER EER nee Eed Re EER ERG ere R NEER EG GEREED SEE Nek GN Ee RE Ee Ee NE Ke RE RR We Eed 57 File OutBack Server Address seed SeSe KERR ede no ore iet se kg ee sedo nk Gede Ve ee ESE GESNY RE Ee KERE GR ee gee ee ee 57 Eile Re EE EE AA EE AE EE RE Or T T RE re 58 File Close ee AO OE iii AE aiaa ta 58 O 2010 Merlinia A S Contents 5 e o ed ad Edit MOR incida iaa Edit Copy Selection Edit Select All Users Edit Select All COMMONS 59 Edit Find es DE esse eat NN STA RE N OE OE EE RR iisi Edit Find Previous Message CI Ue Message Set Message Ee GEN Gee ee en ee ordo rire nae ene ee EK ave aee N EN Ge eee Eye ee ee gee 60 Message New ES age O 60 Message Default OutBack Message sees ees ee Ee Re AR EA ee Re Re AA Re ee Rae Re Ge ee Rae Re AG ee 60 Message Clean MO S Age SE Ee EO SERE erbe YE Ge EG ee GEES EE RARO Va Ed Ke Re Ke Oe GE ARE Ge ER RE Oe ee Toe 61 Message Change Other User s Message iss esse ee ee Re RE Ee ee Re Re AA ER ee Re Re Ge ee Rae Re AG ee 61 Message Clear Other User s Message Message Change Resource Message Message Clear Resour
4. Send Notice This menu item is also represented by a toolbar button on the main toolbar e Send Notice toolbar button Selecting this menu item results in sending a notice message to one or more OutBack users This menu item can also be used to send a broadcast notice to all OutBack users whose PC s are currently online The notice feature is described in Sending a Notice to one or more Users File Send Phone Mail This menu item allows a user to send a message to a cell phone This functionality requires that your company has an SMS gateway set up which is capable of forwarding the message to the cell phone File Open Calendar Only works with Microsoft Outlook or IBM Lotus Notes This menu item is also represented by a toolbar button on the main toolbar El Open Calendar toolbar button File Open Calendar can be chosen after you have selected one or more users in the data grid If you are allowed to view the other users appointments in your calendar program the appropriate calendar s will appear This can be of great help when determining whether a user will be available at a given time File Open Mailbox Only works with Microsoft Outlook or IBM Lotus Notes This menu item works in a very similar way to opening a calendar File Open Calendar here it opens a mailbox instead O 2010 Merlinia A S 7 1 7 7 1 10 7 1 11 The OutBack Menus File Create New Appointment Only works with Microsoft
5. see Alert Menu Viewing the Microsoft Outlook or Lotus Notes calendar of other users see File Open Calendar Ignoring hiding users see Users Ignore Users Putting users in special categories see Users Special 1 Users Click anywhere on the row to select it Multiple rows are selected by either dragging the mouse over the rows to be selected while holding down the left mouse button by clicking a start row then holding Shift and click an end row or one at a time while holding down Ctrl Consider sorting the data grid first For example if you want to select all of the employees that work for a certain department then first sort the data grid by double clicking the Department column so that all of the employees in each department are grouped together Please note that available columns may vary depending on your company s configuration of OutBack Finally you can select certain rows by searching for specific words in the data grid Refer to Searching the Data Grid for more information about the search features in OutBack Hitting the Esc key cancels all row selections after searching Selecting Columns in the Data Grid 2010 Merlinia A S 3 3 2 3 3 3 The OutBack Main Window Selecting grid columns is somewhat similar to selecting grid rows except that you must click on the column headers with the mouse There are two OutBack features that are dependent on the selection of grid columns e You can rearrang
6. the search text will be matched to the beginning of each column field So if you are searching for to and there are fields with Tom Jackson and Eric Tomlinson only To m Jackson will be found 2010 Merlinia A S Searching the Data Grid 45 Beginning of words the search text will be matched to the beginning of each word even within individual column fields So if you are searching for to and there are fields with Tom Jackson and Eric Tomlinson both will be found Whole words the search text you type must match whole words in the column fields So if you have Jim Peterson and Jimmy Greene and type Jim only Jim Peterson will match All words within a field will be included in the search e Anywhere in text this is the broadest search method and the one likely to give you the most hits For example if you search for im and have Jimmy Greene and Kim Morell you will find both these users The above examples mention only user names but the search text may of course apply to any of the fields in the columns involved in the search 5 42 Advanced Searching Using Spaces Depending on the search method chosen you can improve the speed and efficiency of the search with the aid of spaces For example if you type to ja while the search method is set to Beginning of fields the first to part will match against the first word in any of the fields When found OutBack looks for the ja part in any of the f
7. Colors Column Group Text Color This option sets the color of the column header text indicating the ownership of the currently selected column group Note that you can only see this in the Show All Columns view mode Please refer to Managing Column Groups in the Data Grid for more information about this Options Colors Grid Line Color This option sets the color of the grid lines These lines are only visible if the Options View Vertical Lines and or Options View Horizontal Lines menu items have been turned On Options Colors Move Column Line Color This option sets the color of the line that is used to indicate where a column will be placed when you are moving a column with the mouse See Rearranging the Columns for more information about how to move columns in the data grid O 2010 Merlinia A S 7 7 5 7 7 6 The OutBack Menus Options Colors Selected Background Color This option sets the data grid background color for rows or columns that have been selected See Selecting Rows and Columns for more information Options Colors Selected Text Color This option sets the data grid text color for rows or columns that have been selected See Selecting Rows and Columns for more information Options Colors Last Changed Message Background Color This option sets the data grid background color for the rows that have been changed recently when the tracking feature is in effect See Using the Tracking Feature for more infor
8. Meeting with James indicates that this is the first upcoming appointment If the appointment does not exist you will see lt Calendar appointment x not available gt in the Message column and N A in the Returns column Furthermore you are prevented from setting the message Calendar messages will be discussed in greater detail in Entering the Advanced Mode Solitary this will only appear when you are creating a message i e a message that will only exist this one time it has been defined and will not be stored Typically such messages are used for a specific date like March 3 2009 at 08 30 The above icons are the general icons used to specify the message method However the following icons may also be shown in case something is wrong Warning this indicates that there is a minor problem with the message but it doesn t prevent you from setting it This could be e g that an attached resource is reserved or that a location is undefined Error when this icon is shown you are not allowed to set the message This can be caused by e g the return time being invalid or that the message text is missing but there can be many reasons Common for both icons is that you can always click the Information tab in the advanced mode of the dialog box to read about the problem there O 2010 Merlinia A S 24 Merlinia OutBack 4 2 4 Message Options All messages in the Set Message list box may have various options o
9. and 15 Min items are removed from the list Method for setting return time The drop down box Method for setting return time is an important setting in the tab lt decides what kind of message you want to create which in itself may affect everything about the OutBack message how the return time is derived how the message text may be edited and whether you can save the message for future use or not There are three options to choose between jf Solitary this method indicates that this is a message that will only exist this one time it has been defined Typically such messages are used for a specific date like March 3 2009 at 8 30 AM Whenever you have selected this option you will have a reduced set of control boxes at your disposal e On the Message tab only the Message Text the small calendar date box and the time box will be available Because of the nature of the one shot message you must select a specific time in the future using the date and time boxes As soon as you have created a message text and defined a return time in the future you are allowed to set the message but you cannot save it e You can set the display mode and the telephone action in the other tabs but you are not allowed to set a hotkey or type as you cannot save it As soon as you set the message it will look just like a manual message i e it will be visible in the data grid and you can choose to have it open a message window or the s
10. of each user or resource This makes it easy to see at a glance whether a user or a resource is available or not Here is a quick explanation of all of the symbols that can be shown in the Presence column The first symbols are only used in combination with users Q This green symbol means that this user does not have an active OutBack message and is therefore available A user can be available i e not occupied with other tasks although he or she is not logged on to a computer 2 The online symbol is displayed whenever the user is logged on to his or her computer This symbol is faded when the user is not running OutBack which is typically the case when the user in question has turned off the PC The yellow arrow symbol means that this user is not available but has posted an OutBack message stating he or she is available later the same day The red arrow symbol means that the user has posted an OutBack message and is not expected to be available again the same day The blue question mark indicates that Outback does not know when a user is expected to retum If the symbol is displayed for all users it probably means that your OutBack Client program is unable to communicate with the OutBack Server program Contact the IT Department if the problem does not clear up within a few minutes The data grid can also show resources e g meeting rooms or video projectors which can be reserved by the users when they set their message The
11. 00 Specify return time format E Conference Busy 16 Jul 2009 12 00 E Sales Staff Meeting Busy 16 Jul 2009 14 30 Method for setting return time d Manual 7 Settings to be saved C Days until return Time of day 0 days Iv 1413 C Weekday of retum 9 Wednesday Duration 0 hours 5 mins Is Set Message New Close Help The editing area of the dialog box is split up into five tabs which you can browse at any time by simply clicking the titles of the tabs e Message this is the most important tab It defines the message text message method and the retum time of a message item The method may be manual a normal message to be stored solitary a single message to be used only once or a calendar a message inspired by your calendar program When choosing calendar the layout of the tab changes slightly to make room for controls used to access the appointments in your calendar program This can contain information such as which number whether to use its subject text or not and its return time Properties here you can define the display mode use a message window a screen saver or no window the message type standard message a default OutBack message or a log off message and you can apply a hotkey to the message item It is also in this tab that you can decide whether you want to log the message or not Location it is optional whether you want to define the location and the telephone number assoc
12. AA ee Ge ee Ee 16 Rearranging the Column sessie sed EE ERKEN se Ne EE SKA NE de Ke EER NG Ed Nee Ne seek eke nadadora canina ee see SEE Ke Rek ee Ee ds 17 Resizing the Columns i iss sek see REKE VERE eN Ee Ee Ee ee Nee Nee be Ee RE nek Edge Gee EK ob ee de ek See eg EER Ge Ee ee eN ek 17 Hiding and Unhiding Columns sees sees ek Re Ee RE Re Ee ee RE EA Re ee Re Re Re ee Rae Re Ge ee Re ee Re Ge ee 18 Sorting the Grid by Column s sisisi aieiaieo Re Re Re AA Ge Re cancer 18 Customizing the Appearance of the Data Grid iese ee ke Ee ER ERA RR Re ER RR EE ER RR AR RR Re ER Ke ee 18 Part IV OutBack Messages 19 The Set Message Dialog BOX ees ee ee ERK ee EE ER RR RR EE EE RR RR EE nenne ER RR RR RE EE RR ee RR EE RR ee RR EE RR RR Re EE RR 19 Th Simple eke OER RR a 21 Opening the Set Message Dialog BOX eise ee ae ee Re Re Re ee Rae AA Re AA Ge cnn ee Ge ee ee 21 Overview of the Dialog Box in Simple Mode eise see ee ee Rae Re Ee ee Rae AA Re AA Re ee Re ek Re AA ee Ge ee Ee 22 The Available Message Methods sesse esse ee ER Re Re AA Re ER Re Re AA ee ER Re Re Re ER ee ee ee Re ee ee ee 23 Message Option EE EE EE 24 lui RE EE HE EE OE E E A T 25 Rearranging Message Items in the List BOX sesse ese Ee Re KERE RE ER ER RE RE ER RR KEER EER KRAKE RR Ee RR Ee eke ee ea 25 The Advanced Mode EE EE SE ERROR SG Ee pects Ge ED ER Rd ee Gee eI sei iani EE De ee nO 26 Entering the Advanced Mode esse eene ee Ee RE R
13. Outlook or IBM Lotus Notes This menu item is also represented by a toolbar button on the main toolbar Create New Appointment toolbar button If you select one or more user s in the data grid and then select this menu item you will open an appointment form where the selected users are automatically added to the list of invited attendees If no users are selected the appointment form will still be invoked but nobody will be invited to begin with You are always included yourself however File Create New Mail Only works wth Microsoft Outlook or IBM Lotus Notes This menu items works a lot like File Send E mail In fact you probably won t see any difference when alternating between the two The menu item pre fills the To field with the e mail addresses of the selected users If no users are selected the e mail form will still be invoked but the To field will be empty The difference between the two seemingly similar menu items is as follows e File Send E mail the standard Windows Mailto technique is used meaning that it will work with almost all mail clients you may have installed not just Microsoft Outlook or Lotus Notes e File Create New Mail this only works with Microsoft Outlook or Lotus Notes and invokes the e mail form directly Also this menu item is represented as a toolbar button on the main toolbar File Reset OutBack Settings This menu item resets the current client setting to predefined settings
14. Placing the OutBack users in several different categories and then select which group of users you want to display in OutBack Placing columns in dedicated column groups either to remove unwanted columns or to gather columns with certain types of information e Requesting tracking so that the last changed message is highlighted in the data grid A general discussion of these OutBack functions is presented in this section while detailed information about how to perform these functions can be found in the section The OutBack Menus Setting an Alert for a User You will typically want to use an alert in a situation where you want to talk to a co worker who is not present at the moment So you set an alert for this user so that when he she comes back and clears his her OutBack message or changes the message you will be made aware of this change in status In other words when you have set an alert for a user then OutBack watches for a change in this users message or status and when the change occurs the alert is triggered OutBack then lets you know that an alert has been triggered Setting and Removing Alerts To set an alert for one or more users you start by selecting them see Selecting Rows and Columns Then you use the menu item Alert Set Alert for Selected Users or the shortcut keystroke Ctrl T or the Set alert button on the toolbar The pending alert status is indicated by OutBack displaying an unlit light bulb symbol Y
15. Windows based programs The following picture shows the OutBack main window x Merlinia OutBack Merlinia kedadea File Edit Message Telephone Users Alert Options Help BIER m s amp User Group Normal v Column Group Normal sl ia Hd Search Q Shrink Beginning of fields y Fees ox QS vane Q CCA CTI ORAR EA LE 205 Anne Andersen EJ 45 1199 03 Alexander Feuer 1 49 7841 584 206 Bent Bertelsen 2067 2641 Christina Berglund 46 418127 207 Carl Carlsen In house meeting 15 00 4 LETS fi____1 45 2281 17 Fran Wilson lt 10 00 Review Busy 1888 561 1 Helen Bennett 06 Apr 2009 08 30 VERAM pa p 1044 7740 32 Jonas Bergulfsen Ten Eg 47 9876 SAL Jytte Petersen Customer meeting 12 Mar 2009 16 30 45 1199 451 Maderum 01 E CS IES Maria Larsson Vacation Busy 29 Mar 2009 00 00 46 0254 79 201 Palle Ibsen 12 30 45 1199 742 Renate Messner On leave Ref Anne Andersen 01 Dec 2009 13 42 E ME 49 4664 46 w r if S o R aaa aa MO POP MOM ro ro ry oo E E eo 2 o D 2 m v a H Em o za ae 5 As can be seen the OutBack main window consists primarily of a large data grid similar to that found in a spreadsheet program such as Microsoft Excel This data grid and other user interface elements are described in the following sections 3 1 1 The Main Toolbar This toolbar contains some of the functions most often used in OutBack
16. how the columns are associated with this group The Show All Columns display mode is usually the most logical mode to switch to whenever you want to manage the columns in your column groups Refer to Managing Column Groups in the Data Grid if you want to do it this way However it is easier to use the dedicated dialog box See Managing Column Groups using the Dialog Box for more information about doing it this way You can change the color of the columns associated with the current column group with menu item Options Colors Column Group Text Color Options Show Column Group This menu item is also represented by a toolbar button on the main toolbar Select this menu item to show only the columns in the currently active column group If you leave the view in this display mode changing to other column groups using the dedicated drop down toolbar box will immediately show only the columns in that group 2010 Merlinia A S The OutBack Menus Refer to Column Groups for more information about column groups in general 7 7 18 Options Edit Column Groups This menu item is also represented by a toolbar button on the main toolbar id Select this menu item when you want to open a dialog box where you can create rename or edit column groups See Managing Column Groups using the Dialog Box for more information about this 7 8 Help Menu The Help menu simply contains the standard menu items that most Windows programs include
17. is thus fairly self explanatory e The list on the left is simply a list of all of the OutBack menus and menu items e The list on the right shows the current contents of the shortcut menu e To copy a function from the list on the left to the list on the right you double click on the item in the list on the left e To remove a function from the list on the right you simply double click on it Alternatively you can single click on the item and then use the Remove Item button To reorganize the items on the list on the right you can click on an item and then use the Move Item Up or Move Item Down buttons When you click on the OK button the shortcut menu will be redefined according to the list on the right of this dialog box and the dialog box closes Note that while you can add as many shortcuts as you want the shortcut menu is most efficient if you only add a few of the most commonly used menu items As a general rule 3 7 items are recommended Use of the shortcut menu is fairly straightforward Simply click with the right mouse button anywhere in the data grid and then select the desired menu item from the pop up menu that appears Some of the menu items may be dependent on the selection of rows in the data grid For example the Send Notice function sends a notice to the users whose rows in the data grid have been selected Options Global OutBack Key In order to make OutBack as easy and accessible as possible we have inclu
18. more information on how to mark users as ignored Users Show Special 1 Users Selecting this menu item results in OutBack displaying only the users who are in the Special 1 category See Users Special 1 Users for more information on how to place users in the Special 1 category Users Show Special 2 Users Selecting this menu item results in OutBack displaying only the users who are in the Special 2 category See Users Special 2 Users for more information on how to place users in the Special 2 category Users Show Available Users Using this menu item causes OutBack to display only the users who are currently available In other words only the users whose available and online symbols are displayed in the Presence column A user can be available i e not occupied with other tasks although he or she is not logged on to a computer Available symbol 2 Online symbol This display mode is dynamically updated as users change their OutBack status 2010 Merlinia A S The OutBack Menus e 7 5 10 Users Show Selected Users If you need to temporarily isolate a certain range of users in the data grid this menu item may come in handy Suppose you want to only see a list of users that have something in common but this is not indicated in the columns in any way Now select the users one by one select this function and the users will now be shown separately as if you had pre selected a group As soon as the users are show
19. sesse es rete RE RE EE BAAR RE canon a aa aaar aa ar Re asas tassa cn ER Be Ge KRAAK ERG EE Rae Re ranas 46 What Happens when an Alert is Triggered sesse esse ee ee RE Re ee ER Re AA ee ee rre 47 Sending a Notice to one or more Users esse ee RR RR RR RR RR RR EER RR RR EE RR RR RR EE RR ee RR EE RR RR Re EE ER 47 Sending ar OutBack Notice OE OE EE HO EE EL asados 48 Receiving OutBack NotiCes ivi iii ek di KEER GESE AE EG ARAS AAA 49 Displaying OutBack Users According to Category ees RR ER RR RR EER RR RR EER RR RR EER RR Rea 50 Placing an OutBack User in a Category u iseer ee Ee Re EA ee Re Re AA Re ee Rae Re Ge ee Gee Re Ge ee 50 Dis playing the Users According to Category sees see ee Re RE Re Re Re nenne Re Ge ee Rae Re ee ee 51 Col mn Groups iii EE EE N OE OR EE ARES Selecting Column Groups Showing Column Groups Managing Column Groups in the Data Grid esse esse ee ee Re EA ee Re Re AA Re ee Rae Re Ge ee Re Re Ge ee 52 Managing Column Groups using the Dialog BOX sees ee ee Re Re EA Ge ee Re Re Ge ee Re ee AG ee 53 Using the Tracking Featur ii ves See Se ida iaa ee oaa BEER MES 54 The OutBack Menus 55 Fil de EE RE OE si ds 55 File Send SE eR 55 El ES OE ced sce cas EE N N OE AE EE IK 56 File Send Notice ient Ee EE OR EE Oe ci 56 Fil SendiPlione Mail nieto N AE N OE OE EE 56 File Open Calendar DE 56 A id A RA OT 56 File Create New Appointment sesse ese Ee RE cnn 57
20. the list box 5 As soon as you have edited the item you can press New again to create a new item in the list box or you can select another item to edit it When you are finished you can press OK to save and close the dialog box Defining a default location and phone number OutBack also offers the option of showing a location and phone number for when you havent set a message i e every time you clear your message In other words this will indicate where you are when you are available and what phone number is in effect in this situation To utilize this you simply have to select an tem in the list box or make a new one with the New button and then press the Set to default button The information will now be copied to the gray boxes in the top of the dialog box These cannot be edited but only serves as information Note that this dialog box is the only place where you can define a default location and phone number for when you haven t set a message This cannot be done in the Set Message dialog box As soon as you have selected a default location and phone number and press OK OutBack will tell the OutBack Server about it This means that the information will also be available on other OutBack Clients However this does not apply to the other items in the list box which are only saved in your local configuration Message Change Resource Location Just like a user may have a specific location and phone number in the data grid a
21. the message you are not allowed to set the message before it has been corrected The list box in this tab is dynamic i e it modifies its text contents while you are fixing something in the other tabs The same applies to the symbol of the message in the list box with message items When you no longer see a yellow warning symbol or a red error symbol the message is ready for use 2010 Merlinia A S OutBack Messages NOS 4 4 4 5 Setting a Message via the Global OutBack Key One of the most important features of OutBack is the global OutBack key This key will probably be the one you are going to use the most in OutBack The major difference in setting and clearing a message with this key is that it is always globally available no matter what application is current active Because the hotkey is so important and so often La 1 used we have created a sticker that you can put on this key to remind yourself it s there If you M haven t received such a sticker contact your IT y department to get one So if you are e g working in a text processor just hit the OutBack key right away This opens the Set Message dialog with a countdown of 5 seconds where the message item that has been associated with the OutBack key is already selected Now you can just leave your computer and let OutBack count down thereby selecting and setting the most common OutBack message Alternatively you can cursor up or down the list of messages t
22. time Note that when you return to your computer and clear the screen saver there will also be a message window which you will have to close This way you will be reminded that you have to clear the message Tip It is possible to see the display mode of message items without scrolling the list box to the right Try clicking any item and then cursor up and down to browse the items The icon in the top left comer of the dialog box will change to reflect the display mode of the currently selected message item in the list box Note that No message window is shown as O The middle column of icons in the Options column may show a telephone icon but only if your company is using one of the phone systems listed in Supported PBXs Whenever this icon is present it means that the message item will also set an action on your phone This action can be Do not disturb or Forward phone If you want to examine exactly what action is set you have to bring the Set Message dialog box into the advanced mode and then select the Location tab Please refer to How the Elements of the Location Tab Work for more information The third column of icons in the Options column indicates the message type and it can be one out of three modes Standard Message when there is no icon shown here it means that this is a standard message This is the default and by far the most common type A standard message has to be set normally i e by selecting it in th
23. toggle and will set or clear your OutBack message no matter what program is currently active in Windows Alt 9 F7 Show the Set Message dialog box Shift F7 Open the Set Message dialog box and create a new message to be edited CtrltF7 Change other user s message This option is only available to OutBack Administrators Clear your message CtrltF8 Clear other users message This option is only available to OutBack Administrators Grid movement Up Arrow Move the selection one row up If you go beyond the top row you will wrap to the row in the bottom of the data grid Down Arrow Move the selection one row down If you go beyond the bottom row you will wrap to the row in the top of the data grid Move the entire data grid one column to the left Right Arrow Move the entire data grid one column to the right Move the selected row one page up In contrast to the normal cursor movement it does not wrap at the top row Move the selected row one page down In contrast to the normal cursor movement it does not wrap at the bottom row i the nth hotkey Up to 10 hotkeys can be assigned to OutBack messages Alt 0 to Move the data grid to show the first column on the left i e the way it was when you started OutBack Move the data grid to show the last column on the right normally outside the visible area l PageUp Move the selection to the first row in the data grid or Ctrl Home Move the selection to the last ro
24. under this top level menu Help Topics F1 Shortcut Keys About Merlinia OutBack Help Help Topics This menu item displays help information about the Merlinia OutBack Client program This help information can also be invoked by pressing F1 at any time while running OutBack Help Shortcut Keys This menu item will show you a list of all the shortcut keys available in the Merlinia OutBack Client program This can help you use OutBack more efficiently By leaming only a few shortcut key combinations you can reduce the time spent to set a new message to only a few seconds in most cases Help About Merlinia OutBack This menu item displays a dialog box with some information about the OutBack Client program It will also show the exact location of the OBConfig ini file which is where OutBack stores your configuration This may be helpful to the IT Department in case they ever have to troubleshoot a problem If you delete this file you will automatically reset your settings should it ever be necessary 2010 Merlinia A S s Merlinia OutBack Vill Shortcut Keys This is a list of all the keyboard shortcuts used in Merlinia OutBack Memorizing a few of them can make life with OutBack a lot faster and easier Changing messages Pause This is the default global OutBack key but it can be changed to something else if you want See Options Global OutBack Key for information about how to do that The key works as a
25. way communication with the sender Before doing this you can choose if you want to include the previous text in the answer just like in a common chat program so that each side can see the course of the discussion This is done with the check box Include this text in reply It is checked by default When you press the Reply button the OutBack reply box is closed and replaced with the dialog box used to write a new notice Here you can see the course of the discussion if you chose to keep it and you can see the name of the recipient in the right side of the dialog box Note that it is not possible to reply to more than one person at a time To improve the chances of catching your attention the internal speaker may beep This happens if you have the menu item Options Sound Beep on Received Notice tumed On which it is by default See Options Sound for more information Incidentally the text in an OutBack notice window can be selected with the mouse cursor and copied to your Windows clipboard by using Ctrl C The notice window will be displayed by OutBack in one of three different ways depending on the setting of the menu Options On Received Notice Options On Received Notice Show as OutBack Window When this option is in effect a received notice is displayed in a window that is at the same depth on the screen as OutBack itself This means that if you have one or more other programs on top of OutBack on your screen then th
26. you can select in the Set Message dialog box more precisely in the Location tab are defined in the dialog box you see when you select the menu item Message Manage Locations This is also where you can define the standard location and phone number to be displayed in the data grid when you havent set a message The dialog box looks like this O 2010 Merlinia A S The OutBack Menus e Manage Locations Current Default Location and Phone Settings Used when the Message is Cleared Location Phone where can be reached At my desk lt My extension number gt Apply phone action No change Custom Location and Phone Settings Location Associated Phone Phone Action Phone Extra Not defined No change Canteen lt Canteen number Forward phone 1588 Home lt Home phone gt No change At my desk lt My extension nu No change Location Phone where can be reached Canteen lt Canteen number gt Apply phone action To this number Forward phone w 1588 Set to default New Delete Cancel Apply Help The locations and phone numbers defined here will be available in the drop down box Predefined settings selection in the Location tab whenever you enter the advanced mode of the Set Message dialog box As soon as you select one of the items in this drop down box you will automatically preset the other boxes in the same tab thereby saving you some work See How the Elements of the Location Tab Work for more information abou
27. your return time message text location and current phone number in the data grid This can be used in situations where OutBack is subsequently shut down e g with the message Gone home or if you are still at your desk but don t want to be disturbed Make sure you remember to clear your message when you later return to your computer e Show message window If you want to display a message window when creating a new message then you must select Show message window in the drop down box As soon as you set a message with this option the data grid is changed to reflect the new return time message text location and current phone number then immediately followed by opening a message window The message window will show your message text in a large font The return time is just beneath the text and further down is the location and the current phone number you may have specified in the new message In the bottom you will see when you set the message and the phone settings that may have been applied The latter requires that the company has one of the phone systems listed in Supported PBXs The message window is always topmost meaning that 2010 Merlinia A S OutBack Messages 35 it will sit on top of all other windows even if you try to activate them If you want to temporarily hide the window simply click the minimize button in the top right corner of the window box as with other windows The large font in the message window will always a
28. 2 columns Presence 13 Copy Selection 59 Create New Appointment 57 Create New Mail 57 Customizing the Appearance of the Data Grid 18 D data grid dynamic update 44 Default OutBack Message 60 Dial 65 Displaying OutBack Users According to Category 50 Displaying the Users According to Category 51 Edit Column Groups 79 Edit Menu 58 Exit 58 F File Menu 55 Find 59 Find Next 59 Find Previous 60 H Help 79 Hide CBS after Action 65 Hiding and Unhiding Columns 18 Hotkeys 25 Ignore Users 67 IP Office 83 ey Language options 74 Learning about All of OutBack s Functions 46 Log Off Message 71 Lotus Notes IBM Lotus Notes 76 O 2010 Merlinia A S main toolbar 9 Manage Locations 62 message items deleting 25 rearranging 25 Message Logging 77 Message Menu 60 Message Methods 23 Message Options 24 N New Message 60 Notes IBM Lotus Notes 76 notice 47 receiving 49 sending 48 OfficeServ 83 OmniPCX 83 On Log Off 71 On Received Notice 71 On Startup 70 Open Calendar 56 Open Mailbox 56 Options Menu 70 OutBack Key clearing message 40 defined 75 setting message 39 OutBack Main Window 9 OutBack Menus 55 OutBack Messages 19 OutBack Notice 48 Outlook Microsoft Outlook 76 P PBX 83 2010 Merlinia A S Placing an OutBack User in a Category 50 R Rearranging the Columns 17 Receiving OutBack Notices 49 reconnect 58 Remove Alert for Selected Users 69 Remove A
29. Days until return Time of day C Weekday of return Duration e D hours 5 mins IV Apply changes when closing or setting a message 2010 Merlinia A S OutBack Messages Message Text The top drop down box is where you write or in some cases see the message text This is the text that will appear in the Message column of the data grid with a large font in the optional message window or in the scroll text of the screen saver called Marquee if this is selected in Windows There always needs to be a message text here or the message item will be invalid In the case of a calendar message you either have to fetch the subject text of an existing appointment or write your own text The message text can be anything but should preferably be something descriptive such as Away for a few minutes or On vacation in Paris Press the drop down arrow button to open a list with existing messages In a secondary section of the list you will also see a list of similar items from the appointments of your calendar if available Whether you see both the return time and the message text or only the message text alone depends on the message method If you are creating a solitary message a message to be used only once you will see both return time and message text As soon as you click any of these message items both these attributes are applied to the controls of the Message tab You can then choose to go with that as it is or c
30. Home Number Last Name Log On Name mobile d ale EE K Cancel Help Transfer those columns to the right field which you want to use for normal searching If you have an idea that one or more of them won t always be relevant you may want to leave them out and only search in them by selecting them prior to performing your search The normal search columns will not be included when you search the selected columns As soon as you hit Esc to remove these selections the search columns are valid again When you have created a list of search columns simply press OK and the change will immediately be saved and take effect 5 2 2 Using the Search Columns Each search column is indicated in the appropriate column header by a small looking glass icon So if you have decided to use say Name Company and Phone Number columns for this purpose they will initially be displayed with a looking glass icon right next to the column names This indicates that all three are now actively involved when searching Thus if you now type a search text a row will be shown if just one of these three columns contains a match 5 3 How the Search Result is Shown Dynamic Updating of the Data Grid Choosing How to Show the Search Result O 2010 Merlinia A S Merlinia OutBack 5 3 1 5 3 2 5 4 5 4 1 Dynamic Updating of the Data Grid The default setting of OutBack is that the data grid is updated dynamically whenever you type the search te
31. Merlinia OutBack OutBack Client User Guide a hr O 2010 Merlinia A S Merlinia OutBack OutBack Client User Guide by Merlinia A S Merlinia OutBack is a presence management system that integrates with a number of telephony system as well as Microsoft Exchange and IBM Lotus Notes In this user manual it is explained how the Merlinia OutBack Client works This manual is available both as a ready to print pdf file this document and as an online Help file Merlinia A S Engager 2 4 DK 2605 Brendby Denmark www merlinia com info merlinia com Contents 3 Table of Contents Part Welcome to Merlinia OutBack 7 Part ll Getting Started with Merlinia OutBack 8 Part Ill The OutBack Main Window 9 Description of OutBack s Main Window ocoonccccnnccnonccconnenonnconnnrononennnnnnnnnnrnnnnrrnnnrrnnnennnn 9 The Main Toolbar eene The Column Group Toolbar The User Group Toolbar eror rente ke Ee ee Ke netu n EEN see aene eek Ke dee dado REK EEN ende kes ee see ek kg ae Ne ek The SO ARCA Toolbar viii e nee tret entretenu he indien eio otii ER ge ee ee ie dei MR EE Scrolling in the Data Grid ER EO ER ER EO EE OE ep Description of Selected Data Grid Columns Manipulating the Data Grid sei ee SE KERE EE ee EE EERW OGE EE ERGE EERW GREG Eben noci EERW EO EE Ee ee EEN ee des Selecting Rows and Columns esse ees ee Re ee ER ee Rae Re AA Ge Re Re ee ee Rae Re AA Ge ee Re Re
32. Selection Ctrl C Select All Users Ctrl 4 Select All Columns Ctrl Shift 4 Find Ctrl F Find Next F3 Find Previous Shift F3 2010 Merlinia A S The OutBack Menus ss 7 2 1 Edit Copy Selection This can be used to copy information from OutBack to the clipboard after which the information can be pasted into any other Windows program e g Excel If you have selected one or more users i e rows all available information for these users will be placed on the clipboard The same goes for selected columns The data is separated by tabulator characters and should be immediately editable in spreadsheets or other applications 7 2 2 Edit Select All Users This menu item selects all users that are immediately visible in the data grid So if you select this while viewing Special 1 users and then return to a view mode where all users are seen only the Special 1 users are still selected 7 23 Edit Select All Columns This menu item selects all columns in the data grid Just like Edit Select All Users it works in combination with the current view mode So if you select all columns while viewing a certain column group and then press the Show All Columns button to view all columns only the columns in the column group are still selected 7 24 Edit Find This menu item works exactly as if you were pressing the Search button on the search toolbar Selecting it while the search edit box is empty will place the cursor in t
33. The Simple Mode for information about the basic use of the dialog box including how to invoke it use and manage message items and how to set messages Entering the Advanced Mode There are several ways of entering the advanced mode ofthe Set Message dialog box depending on whether you want to create or edit an existing message The advanced mode of the dialog box is used in much the same way whether you are creating or editing a message but certain shortcuts may jump directly to e g creating a message thereby saving you a step The following is a list of the possible ways of entering the advanced mode e The most common way is to just open the Set Message dialog box normally in simple mode as described in Opening the Set Message Dialog Box then press the gt gt button to expand the dialog box and thus enter the advanced mode If you wish to create a new message while in simple mode just press the New button The dialog box expands to enter the advanced mode and automatically prepares a new message for you You can also create a new message right away by selecting the menu item Message New Message or simply hitting Shift F7 Ifyou press the arrow button next to the Set Message button on the main toolbar you open a drop down a menu with items Here you can select the New Message menu item to create a new message If you right click any message item in the Set Message dialog box you can select New Message on the context to enter
34. age logging Log file name 20061 2 KMM OutBackLog csv Full path to the log file c OK Cancel As soon as you tick the check box you have activated the entire logging The top gray box will tell you what the file name will be For each new month OutBack will create and write to a new file Below is an edit box where you can tell OutBack where you want the files to be placed on your hard disk Type in a path or press the button next to the edit box to browse for a suitable folder As soon as you press the OK button the logging will be activated but remember that you also have to tick a check box in the Set Message dialog box for those individual messages you wish to log See Logging in How the Elements of the Properties Tab Work for more information about this It is important to realize that logging is something that you control No one is monitoring your use of OutBack and you can always choose to clear the check box for individual messages or even disable the entire logging completely by selecting the menu item mentioned above Options Show All Columns This menu item is also represented by a toolbar button on the main toolbar t Selecting this menu item will show all columns available to OutBack regardless of the active column group When active the text color of the column group drop down box will change as will the column headers in the data grid that belong to this column group This way you can see
35. an be to make it easier to find a user based on a known piece of information For example if you want to determine who has telephone number 555 2524 then just sort the data grid by the Phone Number column and then it is easy to find number 555 2524 The Data Grid is Updated Dynamically Whenever you have selected one or more columns to sort the data grid by the changes applied to any of the lines shown in it will automatically re sort the rows again to always keep a dynamically updated view This way you can safely sort the data grid according to e g the Updated column so that you can always see who has updated their OutBack status recently and who has not updated it for a long time Customizing the Appearance of the Data Grid We all have different tastes Some people like to have information presented to them in simple black and white tables full of numbers while others prefer to see three dimensional graphs in vivid colors Merlinia OutBack allows you to customize the appearance of the data grid For example you can specify whether or not you want to see the horizontal and vertical grid lines displayed See Options View for more information You can also specify the colors that OutBack uses to display the various parts of the data grid See Options Colors for information on which elements you can change the color 2010 Merlinia A S OutBack Messages IV 4 1 OutBack Messages The Set Message Dialog Box The Sim
36. an item to have been assigned a normal hotkey as well As soon as a message item has been assigned a hotkey it will be possible for you to invoke it in the OutBack window When you do this the Set Message dialog box will in fact still open but this time the message item in question will already be selected The dialog box will show a progress bar counting down from 2 seconds As soon as the timer has reached zero the dialog box will close and the message will be set This way you always have a way to regret the choice of a hotkey and quickly select another message but on the other hand you can just leave the PC immediately as the message will be set after 5 seconds Applying hotkeys to message items also affects another area of OutBack namely the drop down menu available by clicking the small arrow next to the Set Message toolbar button on the main toolbar All messages that have a hotkey applied to them will appear in the bottom of this menu Selecting items from this drop down menu will work exactly as if you pressed the hotkey directly i e show the Set Message dialog box for 5 seconds 4 2 6 Rearranging Message Items in the List Box The items in the list box are not sorted in any way they are merely added in the order they were created Sometimes you may want to arrange them in a different order for example to keep the most used messages in top This can be done by using either a context menu or the dedicated hotkeys Using the c
37. an see that you are available Selecting this menu item corresponds to clicking the cross icon in the top right corner of the OutBack window After OutBack has been hidden you can activate it again with the aid of the OutBack icon in the system notification area 7 1 14 File Exit This menu item causes the OutBack Client program to terminate Not even the icon in the system notification area will be available You should normally not use this because the whole idea behind OutBack is that it should run all of the time on all of the PC s on which it is installed If you have previously selected the Options On Log Off Show Set Message Dialog menu item or if it is selected by default then using File Exit will result in you being prompted to enter a new OutBack message before OutBack terminates If you accidentally stop OutBack and want to start it again then click on the Windows Start button and then select All Programs Merlinia Merlinia OutBack 4 0 OutBack Client Important note if you re running on a Terminal or Citrix server If OutBack is running on a Terminal or Citrix Server it is important that you always log off in the server window rather than disconnect If you merely disconnect OutBack will still be running and thus everyone in the company will not know that you are in fact offline 7 2 Edit Menu All menu items related to editing have been placed in this menu including search and browsing functions Copy
38. appointments which is typically 7 days If you browse the Use return time from appointment number box from 1 to 21 the return time from the existing appointments OutBack finds will automatically set the date and time boxes just below the Message Text box Use return time from appointment number This is a small drop down box from which you can choose among appointments number 1 to 21 in your calendar program When creating a calendar message from scratch 1 will always be the default to begin with which denotes the first upcoming appointment The number you select in this box will always be inserted in front of the message text in the list box so that you can tell what appointment number a calendar message is using when the Set Message dialog box has merely been opened in simple mode Because the appointment numbers are based on a count of appointments from the current time a stored calendar message will state a new appointment return time as the appointments gradually become obsolete Ifthe calendar message has been defined to use the subject text of the appointment as the message text this too will change as appointments become obsolete However it is possible to define an alternative message text that will be displayed instead This could be useful when you want to make it clear that e g the following four meetings in your calendar should all be referred to as Meeting in London O 2010 Merlinia A S a Merlinia OutBack 4 3 4 H
39. atched bar for a given user the user may not have a calendar program or he she simply has not initialized it yet As an example suppose you see the following for a user 9 10 11 12 13 14 15 16 This indicates that the user is busy from 10 00 to 11 00 and again from 14 00 to 16 00 Time and date notation is locale dependant The vertical red timeline shosw the current time of day In this example the current time is now about 14 30 hence the users second meeting is currently in progress However this is exactly where OutBack shows its true powers Take a look at the Presence Updated Returns and Message columns to see if he truly is busy If he is available it could be that the appointment has been cancelled or that it has been delayed lt is possible to set a message based on an appointment in the calendar In this case the OutBack message and the appointment will of course always be identical For more information about calendar messages you should refer to OutBack Messages 2010 Merlinia A S 16 Merlinia OutBack 3 3 3 3 1 E3 If you double click a user row in the calendar column and the user has given you permission to see his her calendar OutBack will open his her calendar in a separate window This is equivalent to selecting the row of the user and then toolbar button pressing the Open Calendar toolbar button on the main toolbar Open Calendar The calendar column can be customized in a number of ways both regardi
40. ates Busy 16 00 Specify return time format E Conference Busy 16 Jul 2009 12 00 Method f Nec EJ Sales Staff Meeting Busy 16 Jul 2009 14 30 ethod for setting retum time d Manual 7 Settings to be saved C Days until return Time of day 0 days es Weekday of return E Wednesday y Duration e D hours 5 mins Y now ten The chapter following the one about the simple mode will go into deeper detail about the many editing attributes of this advanced mode See Entering the Advanced Mode 4 2 The Simple Mode Setting and clearing predefined OutBack messages is the primary activity for most OutBack users so this whole chapter is devoted to this subject alone Everything you can do in the unexpanded Set Message dialog box is described in this chapter including the use of the context menu you see when right clicking an item in the list of stored messages 4 2 1 Opening the Set Message Dialog Box This can be done in a number of ways and the way you do this can have an effect on what kind of message you want to set Here are the most common ways of invoking the dialog box e Select menu item Message Set Message or hit F7 Press the Set Message toolbar button Press the global OutBack key by default this is the Pause Break key Select the menu item Options Global OutBack Key to open a dialog box where you can see which key has been chosen for this purpose If you want to s
41. can also transfer a column name to the opposite list box by simply double clicking it Clicking or P lua transfer all column names to the opposite list box When you are satisfied with the selection of columns for the relevant column group you either select a new column group and repeat the procedure or you can press OK to accept the changes Note that all changes to the contents of column groups happen instantly If you are showing the same column group in the data grid which you are editing in the dialog box you will immediately see the changes in the data grid Using the Tracking Feature The tracking feature is intended primarily for receptionists and telephone switchboard operators It causes OutBack to continuously highlight the data grid rows for the user s whose message or status has just changed The tracking feature highlights all changes to rows in the data grid both new messages clearing of messages or changes in online status You can specify the number of rows in the data grid that are marked by the tracking feature For example if you specify that only one row is to be marked then only the most recently changed row is highlighted If you specify that three rows are to be marked then the most recent the second most recent and the third most recent changes to messages or status will always be highlighted The Options Tacking Menu The tracking feature is controlled by the Options Tracking menu This menu has th
42. ce Messages aaan raas ana ara araara Rara aiea Padra iinan daia aai Message Manage Location sees ee Re Ee RE AR Re Ee aaa EA adea da Re AA Re ee Rae aaia Ge ee Rae Re ee ee Message Change Resource Location sesse eene ee Ee RE RA Re Re RA AA Re ee Rae Re Ge ee Rae Re Ak Ge ee Tele phone ER ER EE EE EE OO EE OE OD OE OR EE RE Telephone Dial RE ai ke NE es Ee Ee eed ese eng ee eN We OE De ee a ee De Eike Ke gee Ke Ee Vee Rg EE eN Ese 65 UJMCSEeESDODELUE 65 Telephone Show CBS 65 Telephone Hide CBS after Action sees ee ee RE Re ee ER RE canse 65 Telephone Call Popup Settings sesse ee ee ER Re Ee Re RE Re ee ee ER Re enne Re Re ee ee Re ee ee ee 65 Telephone Show SMS Activity Log ese esse see Re Re Re ER RE Re AA ee ER Re Re Re ee ee ee ee ee ee ee 66 MES SET Mem 67 dT RED AS TER E EE N EE Users Special US Di RE TE RE EE EE Users Special 2US er SEE GEK SE eek NE ARE Yo ee ee Ie eek Ge GE ERG IERI We Res GEN e SER ae EAS De ee ee ef Users Show All Users UIT ES DA IR HELDEN Users Show Ignored Users Users Show Special 1 Users Users Show Special 2 Users Users Show Available Users Users Show Selected Users Alert MOM iii eco iniaa naini cetveedaceevuavieweriavasvenniens Alert Set Alert for Selected Users ici ccciscescsiscsesscessssserencecvedcosessstacessvvesssvenseseceduadesasvasrisevexsvetersie
43. ch for the text in the data grid All of the above search features are available on the search toolbar in OutBack Search Q M Shrink Beginning of fields The following section will describe all of the above in detail Search Columns Unless you have specifically selected one or more columns only the dedicated search columns will be included in any search you make These columns can be defined by selecting menu item Options Search Define Search Columns See Defining the Search Columns Defining the Search Columns The Define Search Columns dialog box consists of two fields of columns The left field contains all the columns that are not search columns which usually covers the majority of the columns available in OutBack The columns you see in the field on the right are the actual search columns To transfer columns back and forth simply select one or more columns by clicking their names hold Ctrl or Shift to select several names at once and then use the relevant direction button A or gt You 2010 Merlinia A S Searching the Data Grid a can also transfer a column name to the opposite list box by simply double clicking it Clicking or will transfer all column names Define Search Columns LX Select the columns that can be searched in the data arid Available Columns Search Columns E Mail Address Group Location Log On Message Presence Returns Updated Fax Number First Name
44. cial 1 and Special 2 categories cannot be combined however The current user category for each user can be seen in the Group column as described under Group Column in Description of Selected Data Grid Columns Ifa particular user is not being shown when you expect him or her to be you can check which categories he or she is a member of by selecting the menu item Users Show All Users and then take a look at the Group column 6 4 2 Displaying the Users According to Category Once the OutBack users have been placed in the correct categories you can decide which group of users you want to display in the data grid This is done via the Users menu or Va the associated shortcut keystrokes The following display modes are available e The menu item Users Show All Users or the shortcut keystroke Ctrl U can be used to display all of the users in the data grid including those who are in the Ignored category e The menu item Users Show Normal or the shortcut keystroke Ctrl M be used to show all users except those who are in the Ignored category This is the default situation e The menu item Users Show Ignored Users or the shortcut keystroke Ctrl I can be used to show only those users who are in the Ignored category This includes those that are also in the Special 1 or Special 2 categories e The menu item Users Show Special 1 Users or the shortcut keystroke Ctrl Q can be used to show only those users in the Special 1 category e The m
45. co gasa DAL IS The following is a description of the buttons on the main toolbar Default OutBack Message this button works exactly as if you pressed the specialized global OutBack key It opens the Set Message dialog box with the message item selected that has been assigned to the OutBack key If you don t touch the dialog box for 5 seconds the message will then automatically be set See Setting a Message via the Global OutBack Key Set Clear or New Message this context button will automatically display the most logical choice that can be selected regarding how the message should be handled For example if O 2010 Merlinia A S o Merlinia OutBack You can also press the arrow button next to the icon to drop down a small menu with the you have no message in the data grid the yellow note icon is shown to let you know that the Set Message dialog box will open when you press the button If you have a message set however a green round icon will be shown In this case the message will be cleared as soon as you press the button following items to choose from Set Message F7 Clear Message F8 New Message Shift F7 If a hotkey has been assigned to a message those messages will also appear on the menu In this situation you can set a message by either selecting it on this menu or simply by hitting the appropriate hotkey The Set Message dialog box is covered in OutBack Messages e Calendar opens the Lotus Notes
46. creen saver d Manual this is the method you must choose if you plan on reusing the message over and over again The method will make it possible to define the retum time using a more flexible range of control boxes than when setting a solitary message e All control boxes in all five tabs will be available to you You can define the return time by adding up days choosing a weekday or by setting a duration in hours and minutes If you select a specific date and time in the boxes that are also available in solitary mode you will actually affect whatever retum time method you have selected in the Message tab A manual message cannot be set to a specific date in the future e As soon as you have created a message text and defined a return time in the future you are allowed to set the message and or save it for future use You can set the display mode telephone action message type standard log off or for use by the global OutBack key or you can dedicate a hotkey to the message e When you have saved the message it will be available in the list box the next time you open the Set Message dialog box If you assigned it a hotkey it will also appear in the drop down menu on the main toolbar E Calendar the third and final method makes it possible to define a message that will be inspired by one or more appointments in your calendar program such as Microsoft Outlook or Lotus Notes Just like the manual message it can be saved and reu
47. dapt to the width of the actual text so a shorter message means a larger and more striking text When you return later and want to clear the message and remove the message window click the m back clear message button or just press either Esc Space or Enter You can also press the global OutBack key to clear the message even if you didn t originally use that key to set the message Please refer to Setting a Message via the Global OutBack Key for more information about the global OutBack key Start screen saver When you select this option you can make OutBack start the screen saver if you have setup Windows to use a screen saver If you have access to the screen saver named Marquee it will even display your message text and retum time in its scroll text OutBack will also open a message window Note that the location and current phone number will not be shown in the scroll text of the screen saver As soon as you return to your computer simply deactivate the screen saver as you are used to do it then hit Enter Space or Esc to remove the message window and clear your message in one go Please refer to Show message window above for more information about the message window If this drop down box is disabled i e you cannot select anything in it it means that the IT department made sure only the screen saver can be utilized This may have been done because of security related reasons since a screen saver can lock your computer whe
48. ded the option of a global OutBack key This key will when pressed open the Set Message dialog box no matter what program is active in Windows If you have associated a stored OutBack message with the global OutBack key the dialog box will automatically select this message item in its list box and count down for 5 seconds If you don t touch the dialog within these 5 seconds e g to select another OutBack message the dialog box will automatically select the default message and set it In other words you can press the global OutBack key and just leave your computer knowing that OutBack will automatically set your most common message The global OutBack key works as a toggle i e it can both set and clear your message The actual key to be used as this global OutBack key can be defined in the dialog box that is opened with menu item Options Global OutBack Key Use the mouse to click any of the three radio buttons in the dialog box e Do not use any global OutBack key select this option when you re confident that you don t need a global hotkey or if you have a suspicion that it s incompatible with other Windows programs e Use the default OutBack key Pause this is the default option and simply selects the Pause key usually just above the PageUp key as the global OutBack key e Use alternative hotkey as the OutBack key use this option if you want to use anything else than the Pause key When you have selected the option single cl
49. define what we Call the message method which in effect tells you how the message calculates the return time and in some cases even the message text itself The following icons can appear in this column Duration this specifies that the message has been defined with a specific duration in hour and minutes Typically used for Gone a few minutes e g 5 minutes or Lunch e g 30 minutes The retum time you see in the Returns column is the duration added to the current time If the time is e g 11 00 right now and the duration is 30 minutes then the retum time will state 11 30 Days until return used for messages that span many days A specific number of days can be defined for such messages as well as a specific time of day for example 2 days at 10 30 A good use could be Gone home where you set 1 day at 08 30 to tell OutBack that you will return at 08 30 the next day Weekday of return this third option specifies a specific day of the week of return with a specific time of day This is especially useful when making a Gone for the weekend message where you want to return Monday at 08 30 in the morning regardless of which day of the week you are actually setting the message Calendar OutBack can make use of the appointments in your Microsoft Outlook or Lotus Notes calendar using both the return time and optionally the calendar subject text from the appointments The number you see in front of the message text i e 1
50. e numbers for one group and addresses for another All this is possible with column groups Everything regarding column groups can be managed in one single toolbar located in the top of the window Column Group Normal i t Selecting Column Groups Selecting a column group is done from the drop down box in The Column Group Toolbar Press the drop down button and choose one of the column groups in the drop down list to make it active As long as you see the group in the box this group will be active Showing Column Groups Whether you see all columns or only the columns belonging to a specific group can be set by two buttons on the toolbar that can change the view mode t Show Column Group Press this button to show only the columns belonging to the column group currently selected in the drop down box t Show All Columns When pressed all columns in OutBack are shown and the text in the drop down box changes color for all the columns in the data grid that belongs to the selected column group The appropriate column headers will also share the same color The two buttons always select one out of two view modes Because of this one of them will always be pressed down to indicate that you already are in this vew mode In other words the buttons somewhat resembles toggle switches The choice of other column groups in the drop down list will respect the current view mode In other words if you select another column grou
51. e Ee ee Re Re Ee ee Rae Re Ee ee Rae Re Ge ee Rae ee Re AG ee 26 Overview of the Dialog Box in Advanced Mode ese ae ee Re ee Rae Re AA RE Re Re ee Ge ee ee Ee 27 How the Elements of the Message Tab Work eise sesse ee ee ee Re ee Re EA Ge ee Rae Re Ge ee Rae ee Re AG ee 28 How the Elements of the Properties Tab Work eise sees ee Re ee Re Re AA Re ee Rae ee Ge ee Re ee Re Ge ee 34 How the Elements of the Location Tab Work e ese see ee Re KEER EER RE ER REK RE ERA KERE KEER KEER KRAKE RR Ee RR Ee ee ee ea 36 How the Elements of the Resources Tab Work eise see see ee KEER RE ER RE RE ERA KERE KERR KEER cnn 38 How the Elements of the Information Tab Work eise see ese ee Re RE ER RE RR ERA RR KEER Re cnc 38 Setting a Message via the Global OutBack Key see se ee ee RR RR RE ER RR RR Henn 39 Clearing the Current OutBack Message iese ee es ER RR RR RR RR RR EER RR RE ER RR RR RE EE RR ee RR EE RR ee Re EE ER 39 Clearing the Message when you start the OutBack Program ee Rae ee Re Ak ee Ge ee Ak ee 40 Clearing the Message using the OutBack Key esse esse ee Rae ee Re ee Rae Re AA Ee Re Re AA ee Ge ee Ee 40 Clearing the Message when an OutBack Message Window is displayed 40 2010 Merlinia A S 4 Merlinia OutBack Part V Part VI Part VII Clearing the Message when there is no OutBack Message Window
52. e dialog box in the simple mode you can always see whether the attached resources are available for any message in the list box with message items If they are not available a yellow warning symbol will be seen Now you can click the Resources tab in the advanced mode of the dialog box in order to see which ones are actually taken If one or more of the attached resources are occupied it is in fact still possible to set the message only the already reserved resources will not be reserved by you When you return from where you have reserved one or more resources and clear your message both your own message and those of the attached resources will be cleared Of course this does not apply to the resources that were already booked at the time you originally set your own message How the Elements of the Information Tab Work This tab is only used for information and serves as a help to explain why a warning or an error is indicated for any given message Every time you see a yellow warning symbol or a red error symbol for a message in the list box you can always click this tab to read what is wrong The tab describes all the errors that may arise regarding a message both concerning exceeded retum time if a calendar message was not obtained from the calendar program if one or more resources were booked or if the message text is empty Warnings are not critical i e you are still allowed to set the message but if there is a critical error in
53. e dialog box or by using an optional hotkey Default OutBack Message this icon indicates that this message is the one selected when pressing the special global OutBack hotkey which is available anywhere in Windows Only one message can be the default OutBack message Usually this is applied to the most commonly used message such as e g Gone a few minutes Please refer to Setting a Message via the Global OutBack Key for more information about this Log Off Message OutBack can automatically set a message for you every time you close OutBack namely the one dedicated to be the log off message Again only one message can be of this type Usually a message like Gone home is used as a log off message Please refer to Options On Log Off for more information about setting a message when logging off O 2010 Merlinia A S OutBack Messages 25 4 2 5 Hotkeys The last column in the Set Message list box Hotkey simply shows you if the message item has any hotkey assigned to it and if so which one Hotkeys are available from Alt 0 to Alt 9 offering a total of 10 hotkeys If no hotkey is designated None is displayed in the Hotkey column Note that the special OutBack hotkey which is available anywhere in Windows is never stated in this column Only by seeing the icon for Default OutBack message in the Options column can you tell that a given message item has been assigned the special OutBack hotkey It is perfectly possible for such
54. e following two menu items Options Tracking Track Last Changed Messages This menu item is used to turn the tracking feature On or Off The current status is indicated with a check mark that is shown beside the menu item itself Options Tracking Change Number This option sets the number of rows that are tracked when the tracking feature is in effect For example if the number is set to 5 then the last five changed rows in the data grid are shown in the unique colors used to display recently changed rows Specifying the color of the tracked rows The way in which OutBack highlights the last changed rows in the data grid is by displaying them in unique colors You can modify the colors used to display these rows by using these menu items Options Colors Last Changed Message Background Color Options Colors Last Changed Message Text Color 2010 Merlinia A S The OutBack Menus ss VII The OutBack Menus File Menu Edit Menu Message Menu Telephone Menu Users Menu Alert Menu Options Menu Help Menu 7 1 File Menu OutBack does not work with user specified files so the File menu does not really have anything to do with files Instead it is used for some of the significant menu items that do not fit into the other top level menus Send E mail Send SMS Ctrl D Send Notice Ctrl 5 Send Phone Mail Ctrl P Open Calendar F4 Open Mailbox Shift F4 Create New Appointment Create New Mail Ctrl E Reset OutBack Se
55. e notice message window will also be covered by the other windows and you will not be aware of it LJ This symbol will be If you choose this option perhaps because you do not like having animated in the system OutBack notice windows popping up unexpectedly then you will still notification area be made aware of a notice showing up because an OutBack symbol in the system notification area will animate an image of a piece of paper Options On Received Notice Show as Top Window without Focus 2010 Merlinia A S s Merlinia OutBack 6 4 6 4 1 This is the recommended and default setting for the Options On Received Notice menu With this setting in effect a received notice is displayed in a window that is on top of all of the other windows on your screen so you cannot avoid seeing it At the same time the fact that it is not in focus implies that it is not the active window and that means that even if you are busy typing when the notice window is displayed it will not interfere with your typing Options On Received Notice Show as Top Window with Focus With this setting in effect a received notice is displayed in a window that is on top of all of the other windows on your screen so you cannot avoid seeing it This window is also in focus which implies that it is the active window This means that you can close the window without activating it by hitting the Enter or Esc key Use of this option is not reco
56. e same user is running several PCs with the OutBack Client program installed then the user s message is not cleared when he she starts the second PC on which OutBack is installed Options On Startup Hide OutBack on Startup This menu item is used to activate or deactivate the setting Hide OutBack on Startup If this option is activated as indicated by a check mark on the menu item then the OutBack Client program will start as a hidden Windows program This means that it does not take up any screen space and its presence is not indicated by a button on the Windows taskbar The only thing that indicates that OutBack is running is the small icon in the system notification area You can double click this icon to restore the OutBack window or you can right click it to show an OutBack menu 2010 Merlinia A S 7 1 2 7 1 3 The OutBack Menus This menu is used to choose which of three different operations is to be performed when the OutBack Client program is stopped This is something that typically occurs only when Windows is shut down as there should not be any reason to stop the OutBack Client program otherwise Menu items are used to choose which one of the three possible operations is to be performed and the current selection is indicated by a check mark on the appropriate menu item The three options are described below Options On Log Off Use Default Log Off Message You should choose this option to post the same OutBack
57. e the columns by selecting the column s you want to move and then drag the column header See Rearranging the Columns e You can change which columns are members of column groups See Column Groups The same techniques can be used to select multiple columns as for selecting multiple rows like dragging the mouse across multiple column headers while holding down the left mouse button You can also use the Shift and Ctrl keys Selecting multiple non adjacent columns is especially applicable to the situation where you want to e g add or remove columns in a column group Just go through all of the columns selecting all of the ones that you want to change by clicking on the header while holding the Ctrl key down Then right click one of the selected columns and choose the column group item on the small menu you wish to toggle on or off thereby indicating whether those columns should be a member of the column group or not Alternatively you can also open a specific dialog box in which you can edit the column groups See Managing Column Groups using the Dialog Box for more information about this Hitting the Esc key cancels all column selections Hitting it one more time will reset the search functionality i e clear the search field and re activate all the search columns Rearranging the Columns You can rearrange the data grid columns so they are in the order that you want It is recommended that you place the most important columns among the
58. ee Ge ee Ee Options Show Column Group Options Edit Column Groups ER AA iris EE AE Part VIII Shortcut Keys 80 PartIX Supported PBXs 83 Index 84 2010 Merlinia A S Welcome to Merlinia OutBack l Welcome to Merlinia OutBack Welcome to Merlinia OutBack the most innovative and easy to use in out board and information center program for you and your company Merlinia OutBack combines the power of in out status calendar overview an information center phone numbers e mail addresses etc and full telephone integration in a simple yet flexible application Nomenclature A few typographical conventions to be aware of when reading through this help include the following e Menu items are always separated with a vertical line to denote the menus and sub menus you need to open For example Options On Startup Hide OutBack on Startup This means that you should click the Options menu item to open it then select the menu item On Startup to display its submenu then finally select the submenu item Hide OutBack on Startup Note that some menu items work as toggle buttons e g the above example toggles between whether OutBack will start minimized shown as an icon in the notification area of the taskbar or not The active condition is shown with a check mark next to the menu item Menu items like this are especially common in the Options menu Whenever a word or a sentence refers to a control in OutBack itself e g a b
59. efer to Hotkeys for more in depth information about hotkeys their usage and how they affect OutBack How the Elements of the Location Tab Work The Location tab can add even more detail to your OutBack messages but using it is optional Message Attributes Message Properties Location Resources Information Predefined Location and Phone Settings Predefined settings selection Custom v Custom Location and Phone Settings Location of this message Canteen v Phone where can be reached 300 Apply phone action No change Apply changes when closing or setting a message The first drop down box Predefined settings selection may change all the other controls in the same tab and works as a collection of predefined settings that are be copied to the other controls The predefined settings are created and maintained in a dialog box that may be accessed with menu item Message Manage Locations it is also in this dialog box that you can define the phone 2010 Merlinia A S OutBack Messages number and location to be used when you haven t set a message As soon as you activate one of the other edit boxes and begin making your own adjustments the drop down box automatically show Custom to let you know that you are now editing information that is only relevant for this message In other words the information will not be added to the dialog box Manage Locations When you have specified a location fo
60. enu item Users Show Special 2 Users or the shortcut keystroke Ctrl W can be used to show only those users in the Special 2 category e The menu item Users Show Available Users or the shortcut keystroke Ctrl L can be used to show only those OutBack users that are currently available i e have not set an OutBack message and are online In other words only those that are showing the and Y cons in the Presence column This view mode is dynamic in that users that change their status will affect which user rows are actually displayed e The menu item Users Show Selected Users or the shortcut keystroke Ctrl G can be used to show only those users you selected in the data grid prior to pressing the button This can be a great help to quickly create a reduced list of users that have something in common All of the above menu items display a check mark beside the menu item itself when that particular display mode is in effect O 2010 Merlinia A S 52 Merlinia OutBack 6 5 6 5 1 6 5 2 6 5 3 Column Groups Even though the IT Department may have limited the amount of columns available in OutBack there may still be a considerable amount lt can be an advantage to have some sort of grouping and this is exactly what column groups were created to handle By using column groups you can have several views of certain columns either to leave out unwanted columns or to create specialized views with certain information such as e g phon
61. ernal speaker will also beep if you have the menu item Options Sound Beep on Alert tumed On which is the default setting In order to be able to see that OutBack s button on the Windows taskbar is blinking you should not hide the Windows taskbar Alternatively in order to be able to see when the icon on OutBack s title bar is blinking you should arrange the various programs on your screen so that the top of OutBack s main window is visible at the top of your screen OutBack stops blinking the icon when you remove the alert in question Sending a Notice to one or more Users OutBack allows you to send a notice to one or more OutBack users that are online An OutBack notice is a small text message that can be displayed in a simple window and contains at most 1000 characters You can also send an OutBack notice to all of the OutBack users that are currently online in which case it is called a broadcast notice An OutBack notice should only be used in situations where you want to send a small message that the recipient should react to immediately or as soon as he she returns to his her desk The OutBack notice feature is not intended to replace the in company e mail system In particular you should not use a notice instead of an e mail in the following situations e f the message does not need to be acted upon immediately e f the message is long or complicated or needs attachments e If the recipient should be able to process the
62. et a specific message you can open the dialog box with a hotkey You can also set the most commonly used OutBack message with a specialized hotkey that will work anywhere in Windows See Setting a Message via the Global OutBack Key for more information about this 2010 Merlinia A S 2 Merlinia OutBack 4 2 2 Overview of the Dialog Box in Simple Mode The following is a typical representation of the Set Message dialog box with the items that resembles the ones created by the default installation Set Message for John Steel Ex Messages Message Returns way for a few minutes Not defined 14 07 Lunch Canteen 14 32 In house meeting Conference room 15 02 Meeting elsewhere Not defined 16 02 dy Gone home Home 16 Jul 2009 08 30 9 Gone for the weekend Home 20 Jul 2009 08 30 E3 Johnson amp Associates Busy 15 00 E3 Conference Busy 16 Jul 2009 12 00 E Sales Staff Meeting Busy 16 Jul 2009 14 30 4 m p Set Message New The list box you are met with when you open the dialog box always shows you the list of messages that have been stored for multiple use Setting a message from this dialog box can be done in any of the following ways e Single click a message item then press the Set Message button Double click a message item to select and set it in one go e Single click a message item optionally use the cursor up and down keys to select another item then press Enter to set it Righ
63. ey before starting a notice In fact if you invoke the dialog box in this way you won t be able to alter the state of the check box it will always remain On When you write a broadcast notice there will not be a list of users in the right side of the dialog box instead it will just state that you are now broadcasting to all To send a notice to everyone just use the menu item File Send Notice or the shortcut keystroke Ctrl S or the Send Notice button on the toolbar Then check the Broadcast this notice to all online users check box Note that when the Broadcast this notice to all online users check box is On then the Recipients field in the above dialog box disappears Remember that only OutBack users whose PCs are online will receive this broadcast notice Incidentally you will always receive the message yourself In contrast to when sending a notice to selected users you will not be told if there were users offline when broadcasting to all When sending a broadcast a confirmation dialog box will appear to prevent you from accidentally sending a notice to all employees 6 3 2 Receiving OutBack Notices Whenever you receive an OutBack notice it will be displayed in a new window on your screen In this dialog box you can see who sent it and when it was received To make the notice window disappear you should click on the Close button or hit Enter or Esc However it is also possible to press the Reply button in order to conduct a two
64. first six or seven columns This way you won t have to scroll to the right to see the information that is important to you In order to move a column you must first click once on the header of the column in order to select the column While holding down the left mouse button you now move the column by dragging its column header to the place where you want it to be indicated with a red vertical line In order to cancel the column selection you can use the Esc key It is also possible to select multiple columns and then move them all at once Just select two or more columns by moving the mouse over several column headers during the selection You can only move multiple columns if they are adjacent to each other Note If you want to move a column further to the right left than you can see in the current window you can use the Left Right cursor keys to scroll the view while dragging the column Resizing the Columns Columns can be resized to make their size suitable to the amount of data being displayed in the column In order to change the width of a column you must move the mouse cursor over the junction between two column headers When the mouse cursor changes into a double headed arrow press the left mouse button down and hold it as you move the cursor to the left or right As soon as the width is correct you can release the mouse button again Alternatively if you double click the mouse when the double headed arrow cursor is shown t
65. fy how OutBack sorts the data grid when you double click one of the column headers The basic rule for sorting the data grid is that when you double click on a column header then the entire data grid is sorted according to the data in that column If you double click on the same column header again then the data grid is sorted according to the data in that column again but in the opposite order This can also be used in relation to dates This is the basic rule for sorting the data grid but in many situations this rule is not sufficient to obtain the results that you want For example what if you want to sort the data grid such that all of the employees in each department are grouped together and within each department you want the employees listed in order of their telephone extension number On top of that if there are multiple rows where both the department name and telephone extension number are equal for example if several employees share a telephone in the stock room then you want these rows sorted by the employees names Multiple key sorting If you have any experience with sorting information in database programs such as Microsoft Access or perhaps even if you have sorted data in a large spreadsheet using a program such as Microsoft Excel then you are probably familiar with the concept of multiple key sorting This concept allows you to specify that you first sort the data according to one column or key which is called the primar
66. ggling the same column group name as the one currently selected in the drop down box the color of the column header will change accordingly to reflect the new relationship 3 It is possible to add or remove a whole cluster of columns in one step Start by selecting several columns at once and then right click one of the selected columns Any change to the column group ownership here will then immediately affect all ofthe selected columns 6 5 4 Managing Column Groups using the Dialog Box i Managing column groups using the dedicated dialog box may be a lot easier than by doing it directly in the data grid Furthermore it is the only place where you Edit Column can delete or create column groups Groups toolbar button To open the dialog box you must press the Edit Column Groups button on the toolbar There are two main sections in the dialog box The left section is used to create delete rename and select column groups The entire right side consisting of two list boxes is used to add or remove columns to or from the column group you have selected in the left section The two list boxes in the right section dynamically changes their contents according to what column group you select in the left section Editing the column groups All column groups in OutBack are always shown in the left section when you open the dialog box The dialog box offers the following options e Press the New button to create a new column group The
67. hange the data slightly and come up with the desired version If you are creating a manual message then the list will only show the message text of the items Selecting an item in this situation will only affect the Message Text box If you are creating a calendar message the first upcoming message will be used to fill in the Message Text box and appointment information box As time passes OutBack will update the Message Text and appointment information using the relevant appointment in the calendar The Date Box Just beneath the Message Text drop down box you will see the date drop down box When creating a new message it always starts off by showing the current date Regardless of the message method selected in the tab this box will always be available making it possible to select a specific date at any time The date you select in the box will then affect the other date and time boxes in the tab This goes the other way around too if you alter the date and time elsewhere in the tab the date box will be updated to reflect the changes To use the box you normally just click the drop down arrow button In the small calendar that pops up you can now browse the months with the sideways arrow buttons and then click a return date Note that you are not allowed to select a date in the past You can also select the date or month in the date box and change it directly with the cursor keys without dropping down the small calendar although it i
68. he edit box ready for you to type the search text If there already is text in the edit box however the search will be performed immediately Please refer to Searching the Data Grid for extensive information about the powerful search capabilities of OutBack 7 25 Edit Find Next The menu item will find the next row that matches the current search criteria Although this menu item is available during any search you make it is most useful when you have chosen to have the search result shown as selected rows rather than reduced rows by checking the Shrink check box 2010 Merlinia A S e Merlinia OutBack 7 2 6 7 3 7 3 1 1 3 2 7 3 3 Edit Find Previous Works just like the previous menu item Edit Find Next only here it browses backwards i e towards the top of the data grid finding the previous user row that matches the current search criteria Message Menu This menu is primarily used to set and clear OutBack messages See OutBack Messages for a general discussion about OutBack messages The menu is also used to manage locations Set Message F7 New Message Shift F7 Default OutBack Message Pause Clear Message F8 Change Other User s Message Ctrl F7 Clear Other User s Message Ctri4 F8 Change Resource Message Clear Resource Message Manage Locations Change Resource Location Message Set Message When you haven t set an OutBack message the menu item is also available a
69. hen OutBack will automatically resize the column to the left so that it is just the right size for the data O 2010 Merlinia A S kw Merlinia OutBack 3 3 4 3 3 5 3 4 being displayed Hiding and Unhiding Columns OutBack normally displays a large number of columns of data and you may decide that you prefer not to have all of them displayed You may even want to have several groups of columns for example a group consisting only of telephone numbers and another with addresses All this can be achieved with column groups Refer to Column Groups for more information about this Sorting the Grid by Column s You can sort the information in the OutBack data grid by the contents of one or more columns To sort the data grid according to the contents of a column you just double click on the header for the column This will sort the grid data by the contents of this column in ascending order If you want to sort by this column in descending order just double click on the same header again If you want to sort the data grid according to the contents of several columns at once like Department and then Name this too is possible See Options Sort Definitions Sorting the data grid can be very useful when you want to group the users according to some criteria For example if you want to select all of the employees in a certain department then first sort the data grid by the Department column Another reason for sorting the data grid c
70. hen this will appear on all of the PC s on which you are running the OutBack Client e Ifyou set an OutBack message that opens a message window or activates a screen saver then this will also happen on the other PCs on which you are running the OutBack Client e See under Options On Startup Clear Message on Startup for the implications for this option when you are running multiple copies of OutBack Client Group Column This column displays which group a user belongs to if any A user will have a status of Ignored if the menu item Users Ignore Users has been applied to this user A user can also have a status of Special 1 or Special 2 if he she has been placed in one of these two categories This is done by using the menu items Users Special 1 Users and Users Special 2 Users If the Group column is empty then the user does not have an ignored status and is not in either of the special user categories Calendar Column The most unique and specialized column of them all is the calendar column This column show the current day and an adjustable number of days ahead in which all the intervals of the day where a given user is busy are marked with a small busy block The calendar column receives its information directly from OutBack Server and thus does not involve your local calendar program All users or resources that have a calendar through Lotus Notes or Microsoft Outlook will be presented in this column If you see a h
71. his menu allows you to customize the appearance of your copy of OutBack so that it suits your tastes The colors of all of the elements in the data grid can be specified via the various menu items ofthe Options Colors menu Each color is specified via the standard Windows color choosing dialog box The various menu items of the Options Colors menu are fairly self explanatory Here is a quick explanation of each one Options Colors Normal Background Color This option sets the data grid background color for rows containing users who do not fall into any of the special categories mentioned below Options Colors Normal Text Color This option sets the data grid text color for rows containing users who do not fall into any of the special categories mentioned below Options Colors Special 1 Background Color This option sets the data grid background color for rows containing users who have been assigned to the Special 1 category Options Colors Special 1 Text Color This option sets the data grid text color for rows containing users who have been assigned to the Special 1 category Options Colors Special 2 Background Color This option sets the data grid background color for rows containing users who have been assigned to the Special 2 category Options Colors Special 2 Text Color This option sets the data grid text color for rows containing users who have been assigned to the Special 2 category Options
72. ial Home Number Ctrl 2 Hide CBS after Action Dial Current Phone Number Ctrl 3 Call Popup Settings Dial Pager Number Ctrl 4 Show SMS Activity Log Dial Fax Number Ctrl 5 The user can be called on the relevant number by using the menu or one of the hotkeys assigned to the user s phone numbers 7 4 2 Telephone CBS Sign In This menu item is used for logging in as a telephone switchboard operator Note that a log on will use a CBS license There are a limited number of these licenses available and you should not use the CBS Sign In unless you need to License usage can be determined using the OutBack server administrator 7 4 3 Telephone Show CBS When this menu item is selected you will see the user interface of the CBS program at the bottom of the screen Note that the minus key on the numerical keypad allows you to shift the focus back and forth between the OutBack and the CBS window The CBS program is used for receiving and handling incoming calls 7 44 Telephone Hide CBS after Action When this menu item is selected the CBS window will be hidden after each use 7 4 5 Telephone Call Popup Settings Use this dialog box for customizing the handling of incoming calls If selected the Bring OutBack to front if you receive a redirected call option will make OutBack visible when a call is redirected to your phone The person whose call is being redirected will be highlighted so that his or her calendar can be easi
73. iated with a message but it can be useful information in case anyone wants to contact you when you are not at your desk The location and the telephone number can be associated with stored messages Furthermore it is possible to set the status of your telephone when a message is set e g Do not disturb or Forward phone to another telephone number However the latter is only possible if your company is using one of the phone systems listed in Supported PBXs Resources this tab shows a list of available resources such as meeting rooms or projectors which can be associated with activity messages When you later set a message with one or more of these resources attached both your own status and the status of the resources will be changed provided that they re not booked by someone else O 2010 Merlinia A S 28 Merlinia OutBack 4 3 3 e Information here you can see if there are any errors or problems with your OutBack message All kinds of warnings and or errors will be explained in this tab One of the strongest features of the advanced mode is that all the control boxes in all three tabs are context sensitive relative to the currently selected message item in the list box What this means is that when you select other message items in the list box the control boxes will change to reflect its settings This makes editing and managing new and existing message items easy and it even makes it possible for you to create several ne
74. ick the edit box Now press the key combination you wish to use for example Ctrl Shift D NOTE that the dialog box will not double check to see if the hotkey has already 2010 Merlinia A S Merlinia OutBack 7 7 12 7 7 13 7 7 14 been used by OutBack or any other program It is your own responsibility to ensure that you select a key that is truly available everywhere in Windows Please refer to Setting a Message via the Global OutBack Key for more information about the global OutBack key Options Calendar Settings The information in the calendar column is delivered by the OutBack Server including the number of days you can read ahead in the column The number of days that can be read ahead has been selected by the OutBack Server administrator and cannot be changed in the OutBack Client You can change the time span for the days in the column Just select the start time in the first drop down box and the end time in the next As soon as you press OK the daily extracts of the calendar column will be adapted to show only the busy blocks between these hours of the day Options Notes Outlook Settings If you are running either IBM Lotus Notes or Microsoft Outlook on your client computer you can choose to integrate either of those programs in this dialog Enabling the relevant program make menu items like File Open Calendar accessible Options Sort Definitions The Options Sort Definitions menu item is used to speci
75. icking the radio buttons if needed 3 Click the Add button Editing a sort definition To edit a previously defined sort definition you do this 1 Click on the sort definition in the list of existing sort definitions This will copy the definition to the upper part of the dialog box 2 Modify the columns and or the radio buttons you want to change 3 Click on the Change button Note that the Change button is the same button as the Add button What the button does depends on which column you have selected in the first drop down box If you have selected a column that another sort definition also has as the first column you will change that sort definition If you have selected a column that is not used by any sort definitions you will add a new sort definition Deleting a sort definition Deleting a sort definition is very simple 1 Click on the sort definition in the list of existing sort definitions 2 Click on the Remove button 7 1 15 Options Message Logging It is possible to log the usage of your messages in case you would like to gather a list of them In the Set Message dialog box you can check this on for each message you want to be logged However the logging itself has to be activated once and for all in the dialog box you open when choosing menu item Options Message Logging This is how the dialog box looks like O 2010 Merlinia A S Merlinia OutBack 7 7 16 7 7 17 Define Message Logging v Use mess
76. ies are displayed in the data grid See Displaying OutBack Users According to Category for more information Users Ignore Users Special 1 Users Special 2 Users v Show All Users Ctrl U Show Normal Ctrl M Show Ignored Users Ctrl I Show Special 1 Users Ctri Q Show Special 2 Users Ctrl W Show Available Users Ctri L Show Selected Users Ctrl G 7 5 1 Users Ignore Users This menu item is used to hide or unhide OutBack users Hidden or ignored users are not displayed in the data grid except when you select Users Show All Users or Users Show Ignored Users To hide one or more users first select the users to be ignored see Selecting Rows and Columns Then use the Users Ignore Users menu item Showing the users is a bit more complicated but is done as follows 1 First use the Users Show Ignored Users or Users Show All Users menu item so that the hidden users are displayed 2 Select the users that should no longer be ignored see Selecting Rows in the Data Grid in the Selecting Rows and Columns section 3 Use the Users Ignore Users menu item This toggles the ignored status You can always see if you are removing or adding the selected users by taking a look at the check mark next to the menu item 4 Use the Users Show Normal menu item to return to normal display mode 7 5 2 Users Special 1 Users This menu item is used to place one or more users in the Special 1 category or if they are already i
77. in the Presence column for the user s in question To remove an alert for one or more specific users you simply select the users O 2010 Merlinia A S 6 2 2 6 3 Using Other OutBack Functions Remove alert and then use the menu item Alert Remove Alert for Selected Users or the toolbar button shortcut keystroke Ctrl R or the Remove alert button on the toolbar HR To remove alerts for all users you use the menu item Alert Remove Alerts Remove alert for for All Users or the shortcut keystroke Ctrl Z or the Remove alert for all all users toolbar users button on the toolbar button Note that the toolbar button is dynamic meaning that it will automatically display the most logical choice when dealing with alerts For example when you select one or more rows in the data grid where none of them has an alert the unlit light bulb icon is shown to let you know that you can now set an alert What Happens when an Alert is Triggered When you have set an alert for a user and that user changes his her OutBack message or his her status changes then the alert is triggered OutBack indicates this by changing the symbol in the Presence column from an unlit light bulb Y to a lit light bulb 9 and then back again in a periodical manner Also the light bulb icon will appear in both the title and the taskbar of the OutBack program when the alert is triggered To improve the chances of catching your attention even further the int
78. is if you change your mind about wanting to be notified about a user s change of message or status You also need to do this to simply remove the alert status for a user for whom the alert has been triggered Before using the menu item you need to select the users for whom it is to apply see Selecting Rows and Columns 7 6 3 Alert Remove Alerts for All Users This menu item simply removes the alert status for all users 2010 Merlinia A S Merlinia OutBack 7 7 7 7 1 Options Menu The Options menu includes a large number of submenus that control many OutBack functions On Startup On Log Off On Received Notice Colors Tracking View Sound Search Language ur c ca a c v un x uy Shortcut Menu Global OutBack Key Calendar Settings Notes Outlook Settings Sort Definitions Message Logging Show All Columns wv Show Column Group Edit Column Groups Options On Startup Options On Startup Clear Message on Startup This menu item is used to activate or deactivate the setting Clear Message on Startup If this option is activated as indicated by a check mark on the menu item then the users OutBack message is cleared when the OutBack Client program is started typically when the computer is turned on This is an option most users use as most people will have a Gone home message or similar posted from the day before and want to clear this message when they start work the next day If th
79. it while the search edit field is empty will place the cursor in the edit field ready for you to type the search text If there is already text in the edit field however the search will be performed immediately as you press this button 2010 Merlinia A S 12 Merlinia OutBack 3 2 3 2 1 e Shrink check box this check box will determine how you want the search result to be presented When checked the data grid shrinks to show only the rows relevant to the search text If it is cleared however then the same search will just select the rows of the users so that you can still see the entire data grid In this mode F3 will jump between the search results e Search method drop down box this is where you choose how the search text is matched against the text in the data grid There are four different search methods all of which are described in greater detail in The Search Methods Available All OutBack toolbar buttons are capable of displaying tool tips which is shown when the mouse cursor is placed above one of the buttons The tool tip will show a short description of the purpose of the button The Data Grid The data grid is the most important feature of OutBack s main window The data grid contains one row or line of information for each of the employees that have been added to the OutBack Server program The information is organized into columns that can be manipulated by the user The following picture shows the OutBack c
80. l merely be selected This has other advantages compared to the previous layout in that you can immediately perform an action on the selected users such as sending an e mail a notice or viewing their calendar appointments Of course there can be multiple selected rows spread all over a long list of users This mode is also where the find next and find previous keys F3 and Shift F3 comes in handy They work as in most Windows applications by selecting one row at a time that matches the current search text By the end of the data grid you are notified that no more rows match the search criteria The next and previous keys are of course also available in the Shrink mode although The selection would only jump from row to row as if you were using the cursor keys The Search Methods Specifying the location in column fields where a search should be matched is a useful feature This is where the drop down box on the search toolbar comes in Search Q M Shrink Beginning of fields Y Simply press the drop down button and choose one of the search methods in the drop down list to make it active As long as you see the method in the box this method will be in effect The Search Methods Available The search methods are built in and cannot be changed Text will be searched according to the search method in all fields of the active search columns or selected columns The following search methods are available in OutBack Beginning of fields
81. lerts for All Users 69 Reset OutBack Settings 57 Resizing the Columns 17 Su Samsung 83 Save Settings as Template 57 Scrolling in the Data Grid 12 Searc Columns 42 search columns defining 42 using 43 search methods 44 Search options 74 search result showing 44 Search Toolbar 11 42 Select All Columns 59 Select All Users 59 Selecting Rows and Columns 16 Send E mail 55 Send Notice 56 Send Phone Mail 56 Send SMS 56 Sending a Notice to one or more Users 47 server address 57 Set Alert for Selected Users 69 Set Message 19 60 Set Message dialog advanced mode 26 advanced mode overview 27 Information tab 38 Location tab 36 Message tab 28 Properties tab 34 Resources tab 38 simple mode 21 s Merlinia OutBack Setting Messages via Cell Phones Shortcut Keys 80 Shortcut Menu 74 Show All Columns 78 Show All Users 68 Show Available Users 68 Show CBS 65 Show Column Group 78 Show lgnored Users 68 Show Normal 68 Show Selected Users 69 Show SMS Activity Log 66 Show Special 1 Users 68 Show Special 2 Users 68 shrink check box 44 Simple Mode 21 SMS Gateway Commands 41 sort definitions 76 sorting 76 Sorting the Grid by Column s 18 sound options 74 Special 1 Users 59 67 Special 2 Users 68 Te Telephone Menu 64 Terminal Server 8 58 The Data Grid 12 time span 76 tracking 54 73 U user group toolbar 11 Users Menu 67 V View options 73 41 2010 Merlinia A S
82. lient program window As can be seen the data grid occupies the majority of the window m Merlinia OutBack Merlinia sels File Edit Message Telephone Users Alert Options Help BIERE Da amp User Group Normal v Column Group Normal nia a Search Q M Shrink Beginning of fields y moe d 205 Alexander Feuer I 49 7841 58 Christina Berglund 46 418127 207 Carl Carlsen 15 00 4 LS SS 45 2281 17 Fran Wilson Eed d 1 998 561 1 Jonas Bergulfsen Ea Jytte Petersen Customer meeting 12 Mar 2009 16 30 M derum 01 Fs 3 Maria Larsson Vacation Busy 29 Mar 2009 00 00 46 0254 79 201 Palle Ibsen 12 30 45 1199 74 On leave Ref Anne Andersen 01 Dec 2009 13 42 EAS 49 4664 46 n L eo e 2 o Press Fl for Help The appearance of the data grid in the above picture may not necessarily look like your copy of OutBack This is because it is possible to customize major parts of the appearance of OutBack See Customizing the Appearance of the Data Grid for more information Note that only seven columns of data are visible in the above picture However if you look at the horizontal scroll bar you will see that there are a lot of columns of data associated with each user but most of them cannot be seen until you scroll to the right Scrolling in the Data Grid The most common way to scroll in the data grid is by using the mouse
83. ly opened O 2010 Merlinia A S e Merlinia OutBack Call Popup Settings Look up called user when receiving redirected call r MV Show incoming call V Show connected calls if different from calling Ignore if local call Show popup for 5 seconds Use action when activated Description for action Full path and file name to the executable J Arguments Argument options 1 Caller ID 2 Called ID e g lookup 1 1 Cancel Help If selected the Show incoming calls option will show a popup for the specified number of seconds If a call originates from a local extension number you can choose to not get a popup by selecting the Ignore if local call option If selected the Use action when activated option will allow you to execute a pre selected action by clicking on the popup The action has to be defined by a Description for action the Full path and file name to the executable and Arguments The program can be given either the Caller ID or the Called ID as an argument 7 4 6 Telephone Show SMS Activity Log This menu item activates the SMS activity log dialog box where the status of your sent SMS messages can be seen Only relevant if the Merlinia SMS Gateway has been installed 2010 Merlinia A S The OutBack Menus 7 5 Users Menu The Users menu is used to specify which category users are placed in and which display mode is to be used The display mode determines which user categor
84. mation Options Colors Last Changed Message Text Color This option sets the data grid text color for the rows that have been changed recently when the tracking feature is in effect See Using the Tracking Feature for more information Options Colors Calendar Blocks Color This option sets the color of the small blocks you see in the calendar column Options Colors Calendar Blocks Outline Color This option sets the outline color of the calendar blocks you see in the calendar column e the small edge of the blocks Options Colors Time Line Color This option sets the color of thin vertical time line in the calendar column that is used to indicate the current time Options Tracking This menu allows you to enable and control the OutBack tracking feature See Using the Tracking Feature for more information The Options Tracking menu has two menu items e Track Last Changed Messages Change Number Options View This menu is used to control the appearance of a couple of different elements in OutBack Each of the menu items function as toggles they can be used to either activate or deactivate the option and they display the current status as a check mark on the menu item itself when it is activated Options View Vertical Lines This option controls whether or not vertical grid lines are displayed in the data grid By not displaying the vertical grid lines you get a cleaner display and can actually di
85. message most days when you go home This automatic message will typically be one saying Gone home and with an associated return time of 8 30 AM or whenever you normally arrive at work Note however that the default log off message is only used when you have no current OutBack message posted This implies that you should make sure you clear your OutBack message before you shut your PC down if you want to use the default log off message This also means that you can post a message like Gone for the weekend on Friday and then shut your PC down knowing that this message will not be replaced by the default log off message Options On Log Off Options On Log Off Show Set New Message Dialog You should choose this option if you want to be prompted to specify an OutBack message before the OutBack Client program terminates This option is for people who can t use the same automatic message every day but would like to be reminded about setting a message For example if you come to work at different times on different weekdays then it would not be correct to use an automatic Gone home message as that would indicate the same retum time every day Ifyou have dedicated a stored message in the Set Message dialog box to be a log off message the dialog box will automatically select this message item in the list box and show a progress bar counting down from 3 seconds If you don t touch the dialog box within this time period OutBack will then au
86. message or save it or forward it e If the recipient s PC is not currently online On the other hand the OutBack notice feature is very suitable for small and simple messages that should be acted upon immediately by users who are currently online For example you could send a 2010 Merlinia A S s Merlinia OutBack 6 3 1 notice saying You have a visitor in the reception to a co worker who you know is online and at or near his her desk It is even possible to conduct a basic two way communication just like in a chat program Sending an OutBack Notice You can send an OutBack notice to one or more selected users or you can send a broadcast notice to all of the OutBack users whose PC s are currently online Sending a Notice to Selected Users To send a notice to one or more selected users you must first select the users See Selecting Rows and Columns Then you use the menu item File Send Notice or the shortcut keystroke Ctrl S or click on the Send Notice toolbar button The following dialog box will now appears hi Notice 2 14 PM Daniel Southern Recipients Hi Richard How about a coffee break Richard Farell 1 Enter the notice message here 2 Ensure that the correct recipients have been selected 3 Ensure that this check box is not selected Broadcast this notice to al onine users Cancel Help As indicated above you should now enter your notice message check that the co
87. mmended because the notice window can interfere with your interaction with another program For example if you are busy typing when the notice window pops up and if you happen to type an Enter or an Esc character before you realize what has happened then you will close the notice window before you get a chance to read it Displaying OutBack Users According to Category Ifthere are only a few OutBack users in your company then you probably prefer to have all of them displayed in the data grid all of the time But as soon as there are more than approximately 20 users you will probably prefer to use OutBack s features to place the various users in different categories By doing this you can determine which users you want to see in the data grid under various circumstances This feature is especially useful for the receptionists and or the telephone switchboard operators For example the receptionist can place all of the sales personnel in one category and all of the technical support personnel in another category and can then quickly select which group of users he she wants to see displayed Placing an OutBack User in a Category You can place each OutBack user in various categories e Ignored users are normally not displayed at all e All Special 1 users can be displayed together by themselves e Similarly all Special 2 users can be displayed together by themselves e Users who are not in the Ignored Special 1 or Special 2 categories are con
88. n 3 1 3 The User Group Toolbar User Group Normal Y On the user groups toolbar you can select which category of users and or resources such as meeting rooms or projectors you want to see in OutBack For more information about resources see Presence Column the section Description of Selected Data Grid Columns or How the Elements of the Resources Tab Work See the section Displaying OutBack Users According to Category for more information on categories and how to place users in them See the Users Menu for more information on user groups 3 1 4 The Search Toolbar Search Q M Shrink Beginning of fields Y The powerful search toolbar makes it possible to search for virtually any information in the data grid in a fast and logical manner The following is a description of the controls on this toolbar See Searching the Data Grid for more information about the search capabilities of OutBack e The search edit field this is where you type the search text As soon as you type almost any letter or numerical key on the keyboard while you are in OutBack you automatically enter and type in this box right away The search function only searches in the columns selected under Options Search Define Search Columns Search button actually a redundant button since you can activate and perform a search completely without it Still it s there in case you have turned off dynamic update of the data grid in the OutBack options Selecting
89. n activated Logging It is possible to log the use of each individual message so that you may later see a list of when you set certain messages Tick the check box Log the usage of this message and the message will then be logged to a text file each time you set or clear it All logging of messages must be activated by the dialog box you open when you select the menu item Options Message Logging It is important to realize that logging is something that you control No one is monitoring your use of OutBack and you can always choose to clear the check box for individual messages or even disable the entire logging completely by selecting the menu item mentioned above Type This is not available when creating a solitary message Please refer to Method for setting return time in the How the Elements of the Message Tab Work section for more information about this The message type defines how the stored message item may be utilized in OutBack There are the following types available in the drop down box e Standard Message this is the default and by far the most common type A standard message has to be set normally e by selecting it in the Set Message dialog box or by using an optional hotkey Log off Message OutBack can automatically set a message for you every time you close the program namely the one dedicated to be the log off message Usually a message like Gone home is used as a log off message Only one message ca
90. n be of this type and it must be a manual message A calendar message cannot be used as a log off message please refer to Options On Log Off for more information about setting a message on log off Default OutBack Message when a message item has been set to this type it indicates that this message is the one selected when pressing the global OutBack hotkey or the icon on the 2010 Merlinia A S Merlinia OutBack 4 3 5 main toolbar which is available everywhere in Windows Again only one message can be of this type Usually this is applied to the most commonly used message such as e g Gone a few minutes Please refer to Setting a Message via the Global OutBack Key for more information Hotkey This is not available when creating a solitary message Please refer to Method for setting return time in the How the Elements of the Message Tab Work section for more information about this All messages that can be stored may have a hotkey assigned to it Simply open this drop down box and select one of the available ten hotkeys As soon as a message item has been dedicated a hotkey it will be possible for you to invoke it in the main OutBack window If you select a hotkey that has already been assigned to another message item you will see a dialog box asking you whether you want to reassign the hotkey to the message you are currently editing One hotkey cannot be assigned to more than one message item at any time Please r
91. n in this way you can perform different actions e g perform a search Note that the Esc key will not return to the full display mode again To leave this temporary list of users you must select one of the other display modes either using the menu or the buttons on the toolbar As soon as you have left your list of selected users you will no longer be able to return to it In this case it is necessary to start over by selecting the users you want to see isolated and then select the function again 7 6 Alert Menu All of the menu items under the Alert menu are related to the OutBack feature for setting alerts for one or more users See Setting an Alert for a User for more information Set Alert For Selected Users Ctrl T Remove Alert For Selected Users Ctri R Remove Alerts For All Users Ctrl 2 7 6 1 Alert Set Alert for Selected Users This menu item is used to set an alert for one or more users This means that for each user for whom you have set an alert you will receive a notification when the user changes his her message or status To set an alert for one or more users you first select the relevant user s see Selecting Rows and Columns Then use the Alert Set Alert for Selected Users menu item While the alertis pending T an unlit bulb symbol is displayed in the Presence column 7 6 2 Alert Remove Alert for Selected Users This menu item is used to remove the alert status for one or more users You would do th
92. n that category to remove them from that category To do this first select the relevant users see Selecting Rows and Columns Then use the Users Special 1 Users menu item You can always see if you are removing or adding the selected users by taking a look at the check mark next to the menu item You can specify the colors that the users who are in the Special 1 category are to be displayed with in the data grid Use the Special 1 Background Color and Special 1 Text Color in Options Colors to specify colors Note that the Users Special 1 Users menu item displays a check mark in the menu item itself O 2010 Merlinia A S e Merlinia OutBack 7 5 3 7 5 4 7 5 5 7 5 6 7 5 7 7 5 8 7 5 9 when one or more of the selected users are already in the Special 1 category Users Special 2 Users This menu item is exactly the same as the menu item Users Special 1 Users except of course that it toggles user membership of the Special 2 category Users Show All Users Users Show All Users causes OutBack to display all of the users in the data grid including the ignored users Users Show Normal Users Show Normal causes OutBack to display all users except the ones that have been marked as ignored see Users Ignore Users This is the normal display mode for OutBack Users Show Ignored Users Selecting this menu item results in OutBack displaying only the ignored users See Users Ignore Users for
93. new groups is always named New group and does not contain any columns by default Type in a new name for the group in the edit box After this you can select the columns in the right section refer to Selecting Rows and Columns for information about how this is done When you press OK the new group will be available in the drop down box on the column groups toolbar e You can select an existing column group in the list box and press Delete to remove it When you press OK the group will be removed from the drop down box on the column groups toolbar You can always select an existing column group in the list box and change its name in the edit box Note that it is not possible to have two column groups wth the same name Note that if you create a group but do not add any columns to it it will automatically be removed the next time you start OutBack Selecting columns for a column group As soon as you have selected the column group in the left section you want to edit you can use the two list boxes in the right section The left list box here contains all the columns not included in 2010 Merlinia A S 54 Merlinia OutBack 6 6 the column group where the columns in the right hand side list box contain those that are included To transfer columns back and forth simply select one or more columns by clicking their names hold Ctrl or Shift to select several names at once and then use the relevant direction button 4 or gt You
94. ng the colors used and the time span you see for each day If you want to define the colors of the calendar block and the time line refer to Options Colors The time span of a day can be defined in the Calendar Settings dialog box Please refer to Options Calendar Settings for more information about this Other Columns There are a large number of other columns not directly related to OutBack itself that are displayed for each user such as Phone Number Department Company Fax Number etc Most of these are fairly self explanatory If you want more information about these additional columns you should talk to your IT department These additional columns display data from the storage system used by the OutBack Server program usually Microsoft Active Directory The selection and contents of these columns are typically maintained by your company s IT department Manipulating the Data Grid OutBack allows you to manipulate the data in the grid in many ways Even though this is not something that many users will do very often it is quite useful to know about how the grid can be manipulated as this can make it easier for the user to find the information he she needs Selecting Rows and Columns Selecting Rows in the Data Grid Many OutBack features are based on the user first selecting one or more rows lines in the data grid and then invoking the function For example e Sending a notice see File Send Notice e Setting an alert
95. nly the Special 2 users Ctrl L Show only the online and available users i e the users that only have the and icons set in the Presence column Ctrl G Show only the users you selected beforehand Managing alerts Ctrl T Set alert for one or more selected users in the data grid The alert will be indicated with an Y icon in the Presence column Ctrl R Remove alert from one or more selected users in the data grid Ctrl Z Remove all alerts from all users in the data grid regardless of what you may have selected Miscellaneous mo Invoke the online help RE the Microsoft Outlook or Lotus Notes calendar for the selected user rows in the data grid if you have permission to do so Shift F4 Show the Microsoft Outlook or Lotus Notes mailbox for the selected user rows in the data grid if you have permission to do so FS Reconnect to the OutBack Server Alt F4 Close the window and minimize OutBack to the notification area without closing the program F10 or Alt Highlight the top level menu so that you can use the cursor keys to browse its menu items 2010 Merlinia A S s2 Merlinia OutBack Ctrl A Select all the users in the data grid Ctrl Shift Select all the users in the data grid including header column Ctrl E Send an e mail using your mail program to one or more selected users in the data grid Ctrl D Send an SMS to one selected user in the data grid Ctrl S Show the Send Notice dial
96. nt OutBack message Clearing the Message using the OutBack Key No matter if your message displays a message window or not you can always clear the message by simply hitting the global OutBack Key For more information about the global OutBack Key please refer to Setting a Message via the Global OutBack Key Clearing the Message when an OutBack Message Window is displayed Ifyou have an OutBack message window on your screen then all you need to do to clear the current OutBack message is to click on the following button Q I m back clear message You can also hit Esc Space Enter B Alt B or Pause all of which implies the activation of this button Clearing the Message when there is no OutBack Message Window If there is no OutBack message window being displayed and you want to clear the current OutBack message then there are no less than five ways of doing this in OutBack e You can click on the Clear Message button on the toolbar Q e You can do it by clicking the small arrow button next to the green toolbar button and then select the Clear Message item on the drop down menu that appears e You can use the menu item Message Clear Message You can use the shortcut key for this function which is the F8 key 2010 Merlinia A S OutBack Messages e You can simply hit the global OutBack key Select menu item Options Global OutBack Key to open a dialog box that will show you which key this may have been as
97. o change another users OutBack message It is meant for use by the receptionist or telephone switchboard operator and can be used when an employee telephones the office and says that he she is sick or will be coming back to the office later than expected It can also be used in situations where an employee has gone on vacation and forgot to set a holidays message when he she went home on the last day before the vacation When an OutBack message is set using the Message Change Other User s Message menu item the result is exactly the same as if the user set the message him herself except that a bit of extra text is added to the message indicating who set it For example if the receptionist s name is Greta Seagal then a message that she sets on behalf of another user will have the text Ref Greta Seagal added to it Also if the message you set is meant to open a message window or activate the screen saver this will in fact happen on the user s machine if it is currently switched on and is running OutBack Only users who have OutBack administrator privileges can use this menu item See the online help in the Merlinia OutBack Administrator program for information about how user privileges are assigned 7 3 6 Message Clear Other User s Message This is another menu item which is only available to users with administrator privileges such as the receptionist who need to be able to set messages for other users This command will simply allo
98. o choose one you think is more appropriate and then set it instead For use with the OutBack key you can create a message in exactly the same way as you create other messages for example Away for a few minutes For information about how to create a message item please refer to The Advanced Mode The exact key that will be used as the global OutBack key is up to you As default the Pause key has been assigned to be the OutBack key but it may be almost anything else Please refer to Options Global OutBack Key for information about how to select the key you want to use When a message has been set by pressing the OutBack key it can be cleared again by hitting the same key In fact you can clear any message you have set by pressing the OutBack key even if you originally didn t set it that way The OutBack key functions as a toggle between cleared and set message To help you see when you are in fact clearing or setting a message OutBack will always show an animated popup window to indicate what status OutBack has after you have pressed the OutBack key When you change your status in OutBack with the OutBack hotkey or in some other way a popup is shown for a few seconds in the bottom right hand corner of the screen depending on the location of the system notification area Clearing the Current OutBack Message Clearing your current OutBack message and thus indicating that you are available for e g telephone calls is something we have
99. ofthis you should refer to OutBack Messages for information about how to create save and set messages Only users who have administrator privileges can use this menu item See the online help in the Merlinia OutBack Administrator program for information about how user privileges are assigned Message Clear Resource Message The command makes it possible to clear the message for one or more resources The menu item works in much the same way as the menu item Message Clear Other User s Message only here you select resources in the data grid instead of users Since clearing the message for several resources can be such a far reaching task a confirmation dialog box will always appear when trying to clear the message of more than one resource Only users who have administrator privileges can use this menu item See the online help in the Merlinia OutBack Administrator program for information about how user privileges are assigned Message Manage Locations This dialog box is used to define a set of standard locations and phone numbers which can be attached to the messages in the Set Message dialog box This is also where you can define the location and phone number for when you haven t set a message Apart from standard location and phone number it is also possible to define an action to be set on your telephone but only if your company is using one of the phone systems listed in Supported PBXs The predefined locations and phone numbers
100. og box Ctrl C Copy the selected rows or columns to the clipboard You can then use Ctrl V to paste this information into another application for example a text editor or Microsoft Excel Alt Pause If a telephone number has been placed on the clipboard this key combination will dial the number Requires that OutBack is integrated with a PBX system You have a few seconds to either cancel or change the number that will be dialed 2010 Merlinia A S Supported PBXs s IX Supported PBXs Merlinia OutBack currently supports the following PBXs e Alcatel OmniPCX Enterprise InfoCenter Link e Alcatel OmniPCX Office TAPI e Avaya IP Office TAPI e Samsung OfficeServ 2010 Merlinia A S s Merlinia OutBack Index A Advanced Mode 26 advanced searching using spaces 45 Alcatel 83 Alert Menu 69 alerts setting alerts fora user 46 setting and removing 46 triggering 47 Alt Pause 80 Avaya 83 C Calendar Settings 76 Call Popup Settings 65 CBS Sign In 65 Change Other Users Message 61 Change Resource Location 64 Change Resource Message 62 Citrix 8 58 Clear Message 61 Clear Other Users Message 61 Clear Resource Message 62 Clearing a message 40 Clearing the Current OutBack Message 39 Clearing the Message when you start the OutBack Program 40 Click to Dial 80 Close Window 58 Color options 72 column group toolbar 11 column groups 52 editing 53 managing 52 selecting 52 showing 5
101. ollowing words within that field So if you have Tom Jackson and Tommy Robert Jameson you will find both of them with to ja When the search method is Anywhere in text typing k p will find all occurrences of separate words within fields where one word has a k somewhere and any other word a p even if this occurs in the opposite order For example k p will find all of the following fields Jack S P etersen Casper K Farell and Harper Zamorski O 2010 Merlinia A S 48 Merlinia OutBack VI 6 1 6 2 6 2 1 Using Other OutBack Functions Learning about All of OutBack s Functions Setting an Alert for a User Sending a Notice to one or more Users Displaying OutBack Users According to Category Column Groups Using the Tracking Feature Learning about All of OutBack s Functions The previous section discussed manipulating OutBack messages and searching which for most users will be their primary or perhaps even their only usage of Merlinia OutBack However OutBack includes several other functions that you can read about in this section You can read about e Setting an alert on a user so that you are made aware of it when that user changes his her message e Sending a notice a small message to one or more users Invoking your e mail program for example Microsoft Outlook or Lotus Notes from OutBack and send e mails or SMS messages to one or more users that have been selected in the data grid
102. ontext menu right click the message item you wish to move A context menu will appear with several options Click one of the four options Move To Top Move Up Move Down or Move To Bottom in the bottom of the menu to move the item Using a hotkey as you might have seen in the context menu you can just single click a message item then press Ctrl Up or Ctrl Down to move the item right away When you are done moving message items about either press Set Message or the button and then the Close button to store the changes Deleting a Message Item Just like when moving items you can do this from the context menu right click an item then select Delete on the menu that appears or by single clicking the item then hitting the Del key Either way you will always be asked whether you actually want to delete the item or not When you are done deleting message items either press Set Message or press the gt gt button then the Close button to store the changes If you press Cancel nothing will be deleted even if you pressed Yes in the confirmation dialog box 2010 Merlinia A S Merlinia OutBack 4 3 4 3 1 The Advanced Mode This relatively large chapter will discuss the various ways of creating new OutBack messages both the kind to be stored and the solitary messages to be used only once All the tabs of the expanded Set Message dialog box will be examined including how to make calendar messages Please refer to
103. or Microsoft Outlook calendar for one or more selected users in the data grid but only if you have permission to view the calendars of the selected users for one or more selected users in the data grid This way you can invite them to the Create New Appointment opens an appointment form in Microsoft Outlook or Lotus Notes appointment you are creating 3 Send E mail this item works much like menu item File Send E mail except it only works if the OutBack client has been integrated with Microsoft Outlook or Lotus Notes see Options Notes Outlook Settings It opens an e mail window with the To field showing the users you selected in the data grid Send Notice this sends an OutBack notice a small message to one or more selected users See the menu item File Send Notice amp Send SMS this button lets you send an SMS to a selected user See File Send SMS for more details Set Remove or Remove All Alerts this context button will automatically display the most logical choice when dealing with alerts When you select one or more rows in the data grid where none of them has an alert the unlit light bulb icon is shown to let you know that you can now set one or more alerts See Setting an Alert for a User and Alert Menu for more information If at least one of the selected rows already has an alert a crossed light bulb icon is shown to let you know that pressing the button will remove the alerts from the selected ro
104. ow the Elements of the Properties Tab Work This is the tab where you can set secondary attributes for the messages in the list box The tab looks like this Message Attributes Message Properties Location Resources Information Message Properties Display mode B Show message window Y Log the usage of this message Not available in Solitary mode Here you can define the properties of a message you want to save and use again at a later time Setting a hotkey for the message is optional Type Standard Message v Hotkey None Y Notice It is possible to move items in the list box with the CtulsLUp and Ctrl Down keys It is recommended that you select the screen saver Marquee Display as it can display your message and return time r Display mode Whenever you are setting a message in OutBack it will always be displayed in the data grid so that both you and all other users can see that you are busy On top of all this you can choose to display the message on your computer in a separate message window or in a screen saver There are great benefits of this First of all it will remind you to clear your message when you get back and other users that see your computer while you are gone will immediately be reminded why you are gone and when you will be back The Display mode drop down box has three options e No message window If you select No message window setting the message will only display
105. p while Show Column Group is active the view will change immediately to show only the columns in the newly chosen group If Show All Columns is enabled choosing a new column group will still show all columns in the data grid but the column header colors will change to reflect the new group The color of the column group headers seen in the Show AII Columns view mode can be adjusted with menu item Options Colors Column Group Text Color Managing Column Groups in the Data Grid In order to manage which columns are part of a column group it is generally a good idea to switch to the Show All Columns view mode first by pressing the 2010 Merlinia A S Using Other OutBack Functions 53 Columns dedicated toolbar button toolbar button While you are in Show All Columns view mode you can add or remove columns for any column group The following list shows you how to do this 1 Right click the column header of a column whose relationship to one or more column groups you wish to change This will show a context menu with a list of all the column groups available in OutBack now 2 When a check mark is seen beside a column group name on the context menu it means that this column is a member of that column group Select a name now to toggle it if it was a member it isn t any longer and vice versa If you want to toggle more than one column group for the same column you have to right click the column each time Note that if you are to
106. ple Mode The Advanced Mode Setting a Message via the Global OutBack Key Clearing the Current OutBack Message Setting Messages via Cell Phones The Set Message Dialog Box Setting an OutBack message is the way you inform other users that you are presently unavailable When a new OutBack message is set the Updated and Returns columns in the data grid are modified updating them to the time the message was set and the time when you expect to return The Presence column is also updated with the symbol being set to 9 or O indicating that you have set a message Setting a message mainly involves the Set Message dialog box and a predefined message when logging out Setting your status and messages via a cell phone is possible if your company has configured OutBack to receive SMS messages We had one clear goal when designing the dialog box We wanted to separate the daily use of the dialog box from the less frequent situation where you create a new message or edit one of the existing messages The most common situation where you merely select a message is called the simple mode while the expanded version of the dialog box is called the advanced mode The Simple Mode The daily use of the dialog box keeps it simple by hiding all the editing attributes This is the mode you will see in most cases when you open the Set Message dialog box 2010 Merlinia A S Merlinia OutBack ES Set Message for John Steel a Messages
107. previously This is especially important in the situation where you have selected a specific telephone action when you haven t set a message this is possible in the dialog box available with menu item Message Manage Locations e Do not disturb when selected setting the OutBack message will automatically set this action on your phone Forward phone if you select this action a To this number drop down box will appear in which you can type a phone number or select a number if shown As soon as you set the OutBack message OutBack will then automatically tell the telephone system to forward all phone calls to this number instead No change this is the default and simply indicates that when you set the OutBack message nothing will be done with your phone If you are using a message windowto display your OutBack message when you are gone it will state the selected telephone action if you have chosen to set a telephone action As soon as you return to your computer and clear your message OutBack will automatically cancel the telephone action on your phone as well If you have used the menu item Message Manage Locations to set a telephone action when you don t have a message then this telephone action will be activated 2010 Merlinia A S 38 Merlinia OutBack 4 3 6 4 3 7 How the Elements of the Resources Tab Work There are two different types of rows in the data grid users and resources Resources can be rese
108. r If the column is blank then this implies that the user is at his her desk When a message is set for a resource you will be able to see the name of the user that reserved the resource The name is indicated in parenthesis after the message Location Column This column may contain the current whereabouts of the user It is possible to define and set your current location whenever you set or clear your message but it is not required by OutBack If the user makes use of this feature it may provide information for everyone else using OutBack to see where the user is right now Current Phone Number Column Just like the Location column the user is free to decide whether they want to specify their current 2010 Merlinia A S The OutBack Main Window 15 phone number whenever they set or clear their message The column is supposed to specify the phone number that can be used at any time in order to get in touch with the user in question Log On Column This column shows the number of OutBack Client programs that this user has running simultaneously This number will normally be 0 or 1 but OutBack does support the situation where the same user logs on to the network from multiple PC s at the same time and runs the OutBack Client program on all of them There are some special implications associated with being logged on to two or more PC s and running the OutBack Client on them simultaneously e If an OutBack user sends a notice to you t
109. r Windows program This is done by clicking the minimize button on the title bar It is also possible to hide OutBack so that it does not even show a button on the taskbar This is done by simply clicking on the cross button in the top right corner Now only a small icon is present in the system notification area You can also make OutBack hide itself automatically see Options On Startup Switching off the computer When you want to switch off the computer for example to go home it is okay to either stop OutBack manually or merely shut down Windows as you are used to without worrying about OutBack Either way works fine with OutBack and it will also set the log off message if you have told it to do so See Options On Log Off However if OutBack is running on a Terminal Server or Citrix client it is important that you always log off in the Terminal Server window rather than just closing it If you merely close the Terminal Server window OutBack will still be running thus everyone in the company might think you re still available Alternatively you can close OutBack before closing the Terminal Server window O 2010 Merlinia A S The OutBack Main Window 9 111 The OutBack Main Window Description of OutBack s Main Window The Data Grid Manipulating the Data Grid Customizing the Appearance of the Data Grid 3 1 Description of OutBack s Main Window Merlinia OutBack is an ordinary Windows program and as such resembles most modern
110. r a message it will be indicated after the message text in the list box where it is appended in parenthesis This way you can always see the associated location in the simple mode of the dialog box In the drop down box Location of this message you can define where you can be reached when the selected message is set Make sure you choose a location that fits the selected message for example it would be logical to write Canteen if you are editing the message Lunch The next drop down box Phone where can be reached should contain the phone number where you can be reached when you are at the specified location This could be a fixed line available in the area or it can be a mobile cell phone you brought along The point is that other employees in the company only have to take a look at one column in OutBack to see the phone number where you can be reached The drop down box also allows text so alternatively you may write something like No phone e g if you are having lunch in the canteen The last drop down box Apply phone action will only be useful if your company is using one of the phone systems listed in Supported PBXs Ifthis is not the case then you can skip ahead to the next heading Those that are using one of the supported telephone systems may utilize one of the following four status items for any message e Clear phone this resets your telephone in case another action like e g Do not disturb has been used
111. r attributes applied to them These options are in fact also visible in the list box To view them simply drag the scroll bar in the bottom of the list box to the right revealing additional information for each message item The Options column will now show up revealing up to three icons in a row for each message item The first column of icons indicates the display mode that the message item will use There can be three different modes here No message window if you see no icon in the first column of icons it indicates that the message will be set in the data grid No additional window or screen saver will be invoked on your PC Show message window setting this message item will both set it in the data grid and open a specialized message window on your PC The window will display your message in a very large font together with the time you left and when you expect to be back This way other users that approach your PC while you are gone can see this dialog box and you will be reminded to clear your message when you return Your screen saver will not be activated Start screen saver this option will set the message in the data grid open the message window and then start your screen saver This is particularly useful if your company has a policy that requires you to lock your computer whenever you leave it If your version of Windows has the screen saver called Marquee you can even let it display the OutBack message text and return
112. r s stationary phone is ringing The blue phone icon indicates that a user s stationary phone is forwarded to another number 9 The red phone icon indicates that a user s stationary phone is in do not disturb DND mode e The cell phone icon indicates a user s mobile phone is turned on and idle S The active cell phone icon indicates a user s mobile phone is busy amp The unavailable cell phone icon indicates a user s phone is turned off or otherwise out of coverage Name Column This column shows the full name of the OutBack user or resource Updated Column This column shows the date and time when this user last performed a Set Message or Clear Message operation but it can also be an indication of when the user logged in started the OutBack Client program or logged out stopped the OutBack Client program If the time stated refers to today only the hour and minutes will be shown Returns Column This column shows the date and time when the user expects to return The data in this column is blank when the OutBack message is blank indicating that the user is currently available If the date and time shown in this column have passed then this can imply that the user is still away from his her desk and that he she underestimated how long he she would be away If the time stated refers to the current date only the hour and minutes will be shown Message Column This column contains the current OutBack message for each use
113. resource may also include it Select a resource in the data grid then choose menu item Message Change Resource Location to open a dialog box where you can type in the location and phone number for the relevant resource If this information was already in place the text will appear in the edit boxes ready to be edited In the title bar you can always see the name of the resource you are currently editing Press OK when you are finished The location will now be visible in the Location column and the phone number will be visible in the Current Phone Number column Note that it is not possible to change the location and phone number for a resource by using the Set Message dialog box Telephone Menu This menu is only functional if OutBack has been integrated with the one of the phone systems listed in the section Supported PBXs It controls the aspects of OutBack that has to do with the PBX integration CBS stands for Computer Based Switchboard Telephone Dial gt v CBS Sign In Show CBS Hide CBS after Action Call Popup Settings Show SMS Activity Log 2010 Merlinia A S The OutBack Menus e 7 4 1 Telephone Dial This menu item lets a user dial another OutBack user without having to manually dial the user s number This functionality is only available if your company has OutBack integrated with one of the phone systems listed in Supported PBXs Telephone wv CBS Sign In Dial Mobile Number Ctrl 1 v Show CBS D
114. resources use the following symbols The green square means that the resource is available at the moment and can be reserved The yellow square means that the resource has been reserved at the moment but will be available later during the day Look at the message to determine who has reserved the resource The red square means that the resource has been reserved for at least the rest of the day Look at the message to determine who has reserved the resource E The blue square has the same meaning as the blue question mark symbol for users only here you can see that the row belongs to a resource The above symbols are the primary symbols and there is always at least one of them displayed O 2010 Merlinia A S 1a Merlinia OutBack for each user or resource In addition to this the following symbols may also be displayed in the Presence column depending on the services provided by the company s phone system Y The unlit light bulb symbol indicates that you have set an alert on this row See Alert menu for more information Y The lit light bulb symbol indicates that the alert that was set for this user or resource has been triggered OutBack actually flashes by alternating between the unlit and the lit light bulb symbol The symbol will also be shown instead of the OutBack symbol in the system notification area amp The phone icon indicates that a user s stationary phone is busy The alerting phone icon indicates that a use
115. rn and select 2 days in the list Then click the hours field of the Time of day box and either type 10 or click the small up down arrow buttons to browse to the correct number Now click the minutes field and make it read 30 and then finally click the AM PM field and type P to make it read PM The penultimate item in the drop down list usually shows 14 days as default If the date and time is adjusted elsewhere in the tab the Days until return and Time of day boxes will of course be affected too The number of days shown will utilize the existing day items in the drop down list but if this is not available on the list then the penultimate item will be modified by OutBack to reflect it If you wish to enter a number of days not available in the drop down list simply select the last item called Custom This will open a small dialog box where you can type any number of days between 0 and 9999 Either type in the number in the edit box or use the small up down arrow buttons to browse to the correct number and then press OK The number you define in this small dialog box will be reflected by the penultimate item in the drop down list O Weekday of return Only available when creating a manual message to be saved Please refer to The Available Message Methods for more information about this 2010 Merlinia A S 32 Merlinia OutBack To make a message item that defines a return time on a specific weekday click the Weekday of re
116. rop down menu on the main toolbar if you assign a hotkey to it However you can still invoke it with the hotkey When you enter the advanced mode with the purpose of creating a new message the Message tab will usually show Solitary by default This can of course be changed as described Y Days until return Only available when creating a manual message to be saved Please refer to The Available Message Methods for more information about this When the radio button for Days until return has been selected both the appropriate drop down box and the Time of day box will be enabled Note that whenever you decide to create a manual message to be saved the Days until return radio button will already be selected as the default method This method is used for messages that span many days A specific number of days can be defined for such messages as well as a specific time of day for example 2 days at 10 30 PM A good use could be Gone home where you set 1 day at 8 30 AM to tell OutBack that you will return 8 30 AM next day It is possible to select O days and a time earlier than the current time In this case the message item being edited in the list box will state Time exceeded and you will not be able to set the message Only a return time in the future is valid The message can still be saved and used another day before the specified hour To set 2 days at 10 30 PM Simply click the drop down arrow button in Days until retu
117. rrect recipients were selected ensure that the Broadcast this notice to all online users check box is not checked and click on the OK button While entering the notice message you can use standard Windows editing techniques including pasting text in from the clipboard by using Ctrl V Incidentally you can send a notice to yourself if you want This may be useful if you are logged onto the system with multiple PC s and you want to send a reminder to yourself The notice window will always be displayed on all of the PC s where you have logged on to OutBack When you write a notice to the selected users you can always see whether they User will get are still online in the dialog box list The status of the users is indicated using the notice same symbols you see in the data grid and this too changes dynamically in the dialog box If some of the users have gone offline before you have finished writing your notice you can still send it but only the users that are still online will actually receive your notice Sending a Broadcast Notice If you want to send a broadcast notice to all of the users who are running OutBack then it does not matter whether any rows in the data grid are selected or not However it is a slight advantage if no 2010 Merlinia A S Using Other OutBack Functions rows are selected because this means that the notice will be assumed to be a broadcast notice This can be achieved by hitting the Esc k
118. rved by all users and may be e g a meeting room a projector or a company car In this tab you can attach the reservation of one or more resources to a message so that you automatically reserve it them when you set the message This can really be an advantage if you have defined a message with the text Meeting a message of this kind would perhaps benefit from having a meeting room attached if you are e g a project manager All the resources in the company can be seen in the tab accessed by Message New Message Resources 3 Available When you select this tab you will not only be able to see all the resources you will also be able to see if some of them are currently reserved Those that are available are indicated with a green square while those that are reserved are indicated with a yellow or red square and a message In this tab Reserved for the you cannot see who has reserved the resources however If you are day interested in knowing this you have to close the Set Message dialog box and take a close look at the resources in the data grid The name of the person who made the reservation can be found in parenthesis after the message itself Bl Temporarily reserved In order to attach a resource to a message you must select one of the resources in the list box If you want to select more than one hold down Ctrl while clicking them All attachments can be removed again by pressing Deselect All When you open the Set Messag
119. s a toolbar button on the main toolbar This menu item causes the Set Message dialog box to appear in simple mode so that you can set one of the stored OutBack messages The simple mode of the dialog box is described extensively in The Simple Mode Message New Message When you select this menu item the Set Message dialog box opens in advanced mode and automatically prepares a new message for you to edit See more in the section The Advanced Mode Message Default OutBack Message a This menu item is also represented by a toolbar button on the main toolbar Default OutBack Message Default OutBack Message works exactly as if you pressed the global OutBack key This is a special hotkey that may set the most common OutBack message no matter what program you have activated in Windows Message toolbar button Please refer to Setting a Message via the Global OutBack Key for more information about this 2010 Merlinia A S The OutBack Menus st 7 34 Message Clear Message When you have currently set an OutBack message the menu item is also available as a toolbar button on the main toolbar This menu item clears your current OutBack message sets the Updated field to the current time resets the Returns field the return time value to blank and sets the Online symbol to 9 thereby indicating that you are available toolbar button 7 3 5 Message Change Other User s Message This menu item can be used t
120. s many users as possible OutBack has several adjustments that can be made Normally only certain columns are searched through These columns are the so called search columns which is a group of columns defining the search scope This way every time you search for something in the data grid only the rows will be found where the search criteria is matched in the defined search columns It is even possible to browse through these columns one at a time to reduce the scope of the search even further If however you wish to temporarily search in one of the columns not defined as a search column you can always mark one or more columns When you then perform the search as usual the result will only be found in the marked columns To make searching even faster any letter or numerical key typed on the keyboard will immediately appear as the search text As soon as you pause the typing or press Enter the data grid will be updated to reflect the search result This dynamic update can be circumvented in the Options menu to require that you press Enter How the data grid reflects the search result depends on whether the Shrink check box is checked or not The data grid shrinks to show only the relevant rows whenever it is checked When the Shrink option is not checked the search result appears as selected rows in the full data grid As the final finishing touch you can choose one out of four different search methods i e how you want OutBack to sear
121. s usually far easier to just drop down the small calendar and select a date there The Time Box To the right of the date box you will see the time combo box When creating a new message it always starts off by showing the current time However as the current time is not a valid return time the text Time exceeded will be shown in the message item currently being edited in the list box Until you change the time to somewhere in the future you are not allowed to set the message Similarly if you select a time in the past Time exceeded will show up again in the list box Regardless of the message method selected in the tab this box will always be available making it possible to select a specific time of day at any time The time you select in the box will then affect the other date and time boxes in the tab This goes the other way around too if you adapt the date and time elsewhere in the tab the time box will be updated to reflect the changes Click the arrow drop down button on the time box In the list you can now scroll up and down to gain access to the 24 hours of the day in 15 minute intervals Around the current time you can even select 5 Min 10 Min or 15 Min to add these minutes to the current time 2010 Merlinia A S Merlinia OutBack When you select the calendar message method the date and time boxes will usually be changed to reflect an appointment in your calendar Because of this the 5 Min 10 Min
122. saved in a file Client setting include such things as color choices and item and column groups A file containing the predefined setting is called a template A default template is generated when the OutBack Server is configured File Save Settings as Template This menu item lets a user save the current settings of the client configuration to a template file The template file can be used in the menu item File Reset OutBack Settings to load the saved configuration at another time File OutBack Server Address This menu item enabled a user to choose with OutBack server the client should connect to Usually this value is configured when the client is installed and should not need to be altered again If there are more OutBack servers running in the organization the user can choose the appropriate server 2010 Merlinia A S s Merlinia OutBack 7 1 12 File Reconnect This menu item should not normally be needed It is used to reestablish the network connection between your OutBack Client program and the OutBack Server program Note that the menu item removes all of the alerts you may have set 7 1 13 File Close Window Use this menu item or press Alt F4 if you want to hide the OutBack window and the button on the taskbar but still want to leave the program running This can be useful since OutBack isn t always used actively and may be in your way However OutBack has to be active on your computer so that other users c
123. sed e When the method is selected the layout of the Message tab will change considerably to make room for controlling what appointment number you want to take the retum time from and optionally the subject text as the message text Because you can select an appointment far into the future OutBack can be set to automatically update the message text whenever other calendar appointments occur in the meantime In other words OutBack can follow your calendar thereby saving you the trouble of having to define your reason of absence in two programs 2010 Merlinia A S OutBack Messages 31 e The message text can be your own or derived from the calendar and you can decide whether free time between appointments will show your own text or just continue with the text from the previous appointment until the next one starts e As soon as the message text and return time are in place you are allowed to set the message and or save it for future use e You can set the display mode telephone action or you can dedicate a hotkey to the message You can also set message type to a standard type or for use by the global OutBack key but you cannot set it to a log off type This is due to the fact that a log off type message is set when OutBack is closing down e When you have saved the message it will be available in the list box the next time you open the Set Message dialog box In contrast to manual messages calendar messages will not appear in the d
124. sidered to be Normal users To place one or more users in the Ignored Special 1 or Special 2 categories you must first select the users see Selecting Rows and Columns and then use one of the following menu items e Users Ignore Users marks the users as type Ignored e Users Special 1 Users marks the users as type Special 1 e Users Special 2 Users marks the users as type Special 2 Note that these three menu items are actually toggle switches in that they are also used to remove the selected users from the specified category if they are already in that category You can also see from the check mark on the menu item itself whether one or more of the selected users are already in the indicated category You may want to sort the data grid according to one of the columns such as Department before you select the users to be placed in a certain category This is described in Sorting the Grid b Column s O 2010 Merlinia A S Using Other OutBack Functions 51 You may also want to apply different colors to the users who are in different categories This can be done using the following menu items Options Colors Special 1 Background Color e Options Colors Special 1 Text Color Options Colors Special 2 Background Color e Options Colors Special 2 Text Color Note that the Ignored category may be combined with the Special 1 or Special 2 categories In other words a user can be both Ignored and Special 1 The Spe
125. signed to 46 Setting Messages via Cell Phones OutBack has the ability to receive and react to messages from a cell phone provided your company has this feature enabled The OutBack SMS Gateway lets you set your OutBack status from your cell phone while away from your computer Your company s IT administrator will inform you of the OutBack SMS Gateway s phone number 4 6 1 SMS Gateway Commands The commands that the gateway accepts are e C Clear your last message and indicate that you are available e D Set your stationary phone to Do not disturb e F lt extension gt lt number gt Forward a stationary phone lt extension gt to phone lt number gt e H Receive help message containing list of SMS commands e L location Set the users location to lt location gt M message Sets message as your current message e N local number notice Send a notice to user with local number Q local number gt Query status of user with local number The user s status is received as an SMS In addition to these commands your company may have defined additional commands that are accepted 2010 Merlinia A S e Merlinia OutBack V 5 1 5 2 5 2 1 Searching the Data Grid Overview Search Columns How the Search Result is Shown The Search Methods Overview OutBack has been developed to make a search in the data grid as simple and fast as possible To satisfy the needs of a
126. splay a tiny amount of additional data on the screen Options View Horizontal Lines This option controls whether or not horizontal grid lines are displayed in the data grid By not 2010 Merlinia A S Merlinia OutBack 7 7 7 7 7 8 7 7 9 7 7 10 displaying the horizontal grid lines you get a cleaner display and can actually display a tiny amount of additional data on the screen Options Sound This menu is used to control the audio response of OutBack Each of the menu items function as toggles they can be used to either activate or deactivate the option and they display the current status as a check mark on the menu item itself when it is activated Options Sound Beep on Alert When this option is activated OutBack makes a standard beep when an alert is triggered This will alert you even when you are not looking at the screen or if your taskbar is hidden Options Sound Beep on Received Notice When this option is activated OutBack makes a standard beep when a notice is received This will alert you even when you are not looking at the screen or if your taskbar is hidden The sound options may not be available when OutBack is running in a Terminal Server window or in a Citrix environment Options Search This menu is the setup section of the search functionality in OutBack Options Search Update Dynamically Q Activating or deactivating this menu item will control whether the data grid will sho
127. t Return appointment subject and Appointment information These are solely information boxes and cannot be edited Their purpose is to show you what the appointment from your calendar program looks like The information box changes depending on the appointment number selected in the Use return time from appointment number box which can be 1 to 21 When creating a calendar message from scratch 1 is default to begin with which denotes the first upcoming appointment This also means that the information box may show you a different appointment from the calendar depending on when you open the Set Message dialog box Whenever OutBack fails to find an appointment from the calendar program the information box will 2010 Merlinia A S OutBack Messages 33 state lt Calendar appointment x not available gt where x is the value from the Use return time from appointment number box The reason for this can be one of the following e There are no more appointments in your calendar You have reached a point in your calendar program where there are in fact no more appointments to be read e OutBack is not allowed to look any further If you go to the main OutBack window and select menu Options Calendar Settings you can decide if it should read the appointments from your calendar If turned off all appointment numbers from 1 to 21 will all show Calendar appointment x not available gt There is also a limit on how far ahead OutBack can access
128. t click a message item and then select Set Message on the context menu that appears There are two columns visible at all times when you first open the dialog box The first column Message shows the message method and the message text The second column Returns shows the exact return time that you expect to be back when you select the message item When you only see the time in hours and minutes without a date it means that this time will in fact be later today It is not possible to set an OutBack message if its return time happens sometime in the past Whenever you open the dialog box OutBack will automatically update the return time of message items according to their method but some messages may have an absolute time and these might become obsolete Whenever this happens the Returns column in the list box will state Time 2010 Merlinia A S OutBack Messages 23 exceeded and you will not be allowed to set the message Another situation that will prevent you from setting a message is if you select a calendar message that does not represent a valid appointment from your calendar in which case you will see N A in the Returns column We will get back to calendar messages later in Entering the Advanced Mode section 4 23 The Available Message Methods Ifyou take a closer look at the message items in the Message column of the list box you will see that each of them has a small icon in front of the actual message text These icons
129. t this tab The predefined locations and phone settings are added to the list box by using the fields and buttons just below it which are also used to edit them 1 To edit an existing item in the list box click it All the fields below will now be pre filled so that you can edit them If you would rather create a new item first press the New button and then type in the correct information in the boxes 2 In the edit field Location you type in where you are when this location is used 3 In Phone where can be reached you type in the phone number where you can be reached when you actually find yourself in that location This can be fixed line a mobile phone or you can write that you have no phone there by typing in None or N A 4 If your company is using one of the phone systems listed in Supported PBXs you can utilize the Apply phone action drop down box No change nothing is done with the telephone here However this also means that any action that may already be in effect on the telephone won t be reset Clear phone the telephone will always be reset when this item is used Do not disturb the telephone will be set to reject all calls thus you will not be disturbed Forward phone when this action is selected an extra Phone number edit field will appear Type in the number you want to forward to The number will also appear in the Phone Extra 2010 Merlinia A S e Merlinia OutBack 7 3 10 7 4 column in
130. the advanced mode lf you choose to create a new message by selecting the menu item New Message or press Shift F7 a new message will be created that has nothing in common with the message item that was originally selected in the list box All the edit menu items however will affect this message item The menu item Edit Message will expand the dialog box to enter the advanced mode showing the Message tab Edit Properties Edit Location and Edit Resources will do the same albeit these will select the Properties tab the Location tab and the Resources tab respectively The menu item See Information is somewhat related in that it shows the Information tab However this tab contains only information and has no properties O 2010 Merlinia A S OutBack Messages In advanced mode the dialog box is always twice as big as normal in order to show the various control boxes for editing messages 4 3 2 Overview of the Dialog Box in Advanced Mode Set Message for John Steel Es Messages Message Attributes Message Retums Message Properties Location Resources Information 6 Away for a few minutes Not defined 14 13 Lunch Canteen 14 38 Message Text 6 In house meeting Conference room 15 08 Away for a few minutes ES e Meeting elsewhere Not defined 15 08 o Gone home Home 16 Jul 2009 08 30 Wed 15 Jul Y 14 13 Y o Gone for the weekend Home 20 Jul 2009 08 30 E Johnson amp Associates Busy 16
131. to drag the horizontal or vertical scroll bars Almost as common and just as fast in many circumstances is use of the Page Up and Page Down keys and all four of the cursor keys Finally Ctrl Page Up moves to the top of the data grid and Ctrl Page Down moves to the bottom you can also use Ctrl Home and O 2010 Merlinia A S The OutBack Main Window 13 Ctrl End to perform the same actions Home moves to the start of a row and End moves to the end If you have a wheel mouse you can scroll the data grid with it Scroll up and down using the wheel Hold down Shift when using the wheel to scroll horizontally Note that if all the user rows in the data grid can fit in the window the mouse wheel will always scroll horizontally Hold down Ctrl when using the wheel to zoom the data grid view In fact this is the only way to zoom the data grid view 3 22 Description of Selected Data Grid Columns OutBack will typically display a large number of columns containing information about each user The exact number of columns and the names of these columns depend on several things including the way in which OutBack was installed by your IT Department and the storage system being used by the OutBack Server program However certain columns will always be available that are unique to OutBack itself These columns will be described in the following sections Presence Column This column displays at least one symbol that describes the OutBack status
132. tomatically set the selected OutBack message Note that if you have dismissed the 3 seconds countdown and take more than 30 seconds to dismiss the dialog box Windows will tell you that OutBack cannot be closed automatically Just press the Set Message or Close button in the Set Message dialog box you have to expand the dialog box first with gt gt in order to press the Close button Windows will then resume the shut down sequence Options On Log Off Just Log Off You should choose this option if you don t want to post an automatic message and you don t want to be prompted to enter a message The OutBack Client program will simply terminate when it is stopped and the current OutBack message if any will not be modified Options On Received Notice This menu is used to choose in which of three different window styles OutBack will display received notice messages Notices are special messages sent by other OutBack users see Sending a Notice to one or more Users for more information about OutBack notices Menu items are used to choose which one of the three possible window styles is used and the current selection is indicated by a check mark on the appropriate menu item The three options are e Show as OutBack Window O 2010 Merlinia A S Merlinia OutBack 7 7 4 e Show as Top Window without Focus e Show as Top Window with Focus These three menu items are described under Receiving OutBack Notices Options Colors T
133. tried to make as simple as possible The following paragraphs describe how to clear your current OutBack message in five different situations when you start the OutBack program using the globally available OutBack button when you have an OutBack message window on your screen e when you don t have an OutBack message window on your screen when you have a screen saver running No matter how you clear your message any resources that may have been attached to the message will also be cleared See How the Elements of the Resources Tab Work for more about 2010 Merlinia A S o Merlinia OutBack 4 5 1 4 5 2 4 5 3 4 5 4 attaching resources to a message Clearing the Message when you start the OutBack Program It can be a great advantage to make OutBack clear the active message if it exists when OutBack is started This way the message you set in OutBack the day before will automatically be cleared when you switch on the PC and start OutBack in the morning If you have been to a meeting and have shut down your PC while you were away then when you come back and start the PC again you want to clear the Meeting elsewhere message that you posted before you left This automatic clearing of the current OutBack message when you start the OutBack program is controlled by menu item Options On Startup Clear Message On Startup This option is on by default but you can turn it off if you prefer to manually clear the curre
134. ttings gt Save Settings as Template OutBack Server Address Reconnect F5 Close Window Alt F4 Exit 7 1 1 File Send E mail In short this action starts the default e mail client and fills out the To field with the e mail address es for the selected user s in the data grid If no users are selected the e mail client will still be invoked but the To field will be empty 2010 Merlinia A S s Merlinia OutBack 7 1 2 File Send SMS This menu item allows a user to send an SMS message to a cell phone This functionality requires that your company has an SMS gateway set up which is capable of forwarding the message to the cell phone You can only send an SMS to one recipient at a time If you select multiple recipients in the data grid only the first one selected will receive the message Once you select File Send SMS press Ctrl D or click on the amp button on the toolbar a dialog box is displayed Here you can enter a mobile phone number if the person you selected in the data grid has a mobile number this will be displayed as the default number or edit the existing You of course also enter the Message text and finally you can select a signature the recipient will see the number of the company SMS gateway as the sender Note that the maximum number of characters in an SMS message are 160 the number of characters you have left to write your message is displayed at the bottom of the dialog box File
135. turn radio button Only the Weekday of return box and the Time of day box will now be enabled for editing The method specifies a specific day of the week of return with a specific time of day This is especially useful when making a Gone for the weekend message where you want to return Monday at 8 30 AM in the morning regardless of which day of the week you are actually setting the message When selecting Weekday of return a day within the upcoming week must be selected i e a date no more than a week into the future Any date chosen beyond this period will not be accepted To set Next Tuesday at 2 00 PM simply click the drop down arrow button in Weekday until return and select Tuesday in the list Then click the hours field of the Time of day box and either type 02 or click the small up down arrow buttons to browse to the correct number Now click the minutes field and make it read 00 and then finally click the AM PM field and type P to make it read PM 6 Duration Only available when creating a manual message to be saved Please refer to The Available Message Methods for more information about this If you want to define a specific duration click the Duration radio button Only the Duration box will now be available for editing This method specifies that the message has been defined with a specific duration in hour and minutes Typically used for Gone a few minutes e g 5 minutes or Lunch e g 30 minutes The ret
136. urn time you see in the Returns column in the list box is always the duration added to the current time You can select one of the predefined hours and minutes items by clicking the drop down button and then select an item on the list All the other date and time boxes in the tab will be affected once you select an item Note that if you select 0 hours 0 mins you will see that the edited message item in the list box states Time exceeded If you are editing the return time by using the other boxes in the tab you may even reach a situation where the Duration box will state a negative duration However you have to select a positive duration before you are allowed to set the message If the date and time is adjusted elsewhere in the tab thereby indirectly affecting the Duration box it may show hours and minutes that do not exist as one of the normal items in the drop down list In this case the penultimate item in the list will be modified by OutBack to reflect it If you wish to directly enter a duration of hours and minutes not available in the drop down list simply select the last item called Custom This will open a small dialog box where you can type any number of hours between 0 and 9999 as well as minutes between 0 and 59 Either type in the numbers in the edit boxes or use the small up down arrow buttons then press OK The number you define in this small dialog box will be reflected by the penultimate item in the drop down lis
137. utton a menu item or an edit field it will be stated in bold For example press the OK button or select the Name edit box File names and paths are stated in italics for example C Windows Expressions or words that mention a feature in OutBack will be stated in italics for example calendar column sometimes even in italics bold for example alerts or column groups All references and examples regarding dates and time of day will be given using the 24 hour system However OutBack works equally well with both the 12 hour AM PM system and the 24 hour system Which system is used depends on the regional settings of Windows e Notes if we want to draw your attention to a special situation we show that in the following way Be aware that a reboot might be required after completing this action 2010 Merlinia A S 8 Merlinia OutBack Getting Started with Merlinia OutBack The IT Department in your company should have installed OutBack so it starts automatically each time you start your PC As soon as your OutBack is up and running all other OutBack users can see that you have come online Don t stop OutBack The OutBack program is intended to be run all the time that your PC is running so please do not stop it OutBack uses minimal resources which means that you can run the program without other programs slowing down If you don t like OutBack taking up screen space then you can minimize OutBack just like any othe
138. vstceevedeesse 69 Alert Remove Alert for Selected Users issie ee ee Ee ER RE Re AA ee ER Re Re nnnm ER ee ee n nnns nett nsn nnne 69 Alert Remove Alerts for All Users sesse esse a ER RE Re AA Ee ER Re Re AR ee E Re Re Re rene ER ee ee ee 69 Options Menu aaaea EE ER KEES ens ee Re ude ee ee EER aa Ee n a RED WEG a ee AE WER GE ee DR RE 70 Options On Startup iese EER see ee ee KEN SR RA DERE Ee Gen ee eke ee Ee ee dees ee be ee bee Ne SR ee AGE Reese Ge Die 70 Options On Log Off e 71 Options On Receive di Notice sels bes sees eN esse ge Ne Ese oie DEK Ee dk Ee EN Ese Eseg been Skewe ee ee Eie Eed 71 Options Colors ED Options Tracking RS AA No are apaa aaka aaa raaa aeaa aaa aaa a aa aiaa aratairaa aan Options SOUN d RE EE OE idak e ICD ET ei EE EE N Options Language ee Options Shortcut Menu O 2010 Merlinia A S 6 Merlinia OutBack Options Global OutBack Key Options Calendar Settings X Ses Ses faze Options Notes Outlook Settings esse sesse ee ee ee Re Re Re Re ee Re AE ee ee Rae Re AA Ge cnn 76 Options Sort Definitions 5cccicsceisscscesseenssscssessocsssorsscersssccssnserssnersesecstsnercnsaseesecssnnsussnertederesanersssaseenerszsen Options Message Logging miiir ese ee Rae Re Ee Rae cnn Options Show All Columns sesse ee ee Rae ee Ge ee Rae Re AA Re Re Re ee ee Rae Re AA ee ee Re Re AA
139. w the user to clear the message of one or more users leaving no trace of the Ref string that may or may not have been attached to the original message In contrast to the previous menu item this command may clear the messages of several users in one go However since this can be such a far reaching task a confirmation dialog box will always appear when trying to clear the message of more than one user Only users who have administrator privileges can use this menu item See the online help in the Merlinia OutBack Administrator program for information about how user privileges are assigned O 2010 Merlinia A S 62 Merlinia OutBack 1 3 1 7 3 8 7 3 9 Message Change Resource Message It makes it possible to change a message for a resource directly without setting your message at the same time This can be relevant if there is a meeting in a meeting room but none of the participants have remembered to set the message for the resource The receptionist can now do it for them Select a resource in the data grid and choose the menu item A reduced version of the Set Message dialog box will show up This version saves its own set of messages only used by resources Furthermore you can only access the Message tab along with the Information tab so that you can check why an error might occur while editing a message The use of the reduced dialog box works in much the same way as the standard version of the dialog box Because
140. w in the data grid Deselects one or more selected columns If no rows or columns are selected it resets the search functionality i e the search field is cleared the original data grid view mode restored and all search columns set as active Any letter As soon as you start typing whether it being letters numbers or even Backspace you will immediately enter the search field unless you have selected a control in the toolbar area that may itself accept letters for example the Shrink check box 2010 Merlinia A S Shortcut Keys 8 or the Search method drop down box Searching Ctrl F If no text is visible in the search field hitting this shortcut key will enter the search field If there is text in the search field however hitting this key will perform the search immediately ES Find the next occurrence of the search text in the data grid and select its user row Shift F3 Find the previous occurrence of the search text in the data grid and select its user row Ctri Tab Browse to the next search column indicated by an Y icon in the column headers and by name in the status bar while holding Ctrl Ctrl Shift Tab Browse to the previous search column Showing users ctri u Show all users in the grid even those that have been Ignored Ctri M Show normal users in the grid i e Normal Special 1 and Special 2 users Ctrl I Show only the Ignored users Ctri Q Show only the Special 1 users Ctrl W Show o
141. w message items in one single session About Saving Your Changes Whenever you make changes to an existing message or create a new one you have the option of storing it for future use Simply tick the Apply changes when closing or setting message check box in the bottom of the dialog and then either set a message or press the Close button OutBack will try to predict whether it is relevant to leave the check box checked or not depending on the action you take In some situations the check box line will even be disabled when it is irrelevant to save the changes like when you are creating a solitary message to be used only once Tip If you have made changes to a message and wish to save it always make sure this check box line is checked before closing the dialog box or the changes will not be saved How the Elements of the Message Tab Work Lets us begin with the most important yet also the most advanced tab of them all namely the Message tab This is the tab you usually see immediately when choosing to edit or create a message The layout of the tab differs depending on what method you have selected in the Method for setting return time box Below it is shown in Manual mode Message Attributes Message Properties Location Resources Information Message Text Away for a few minutes v Tue January 24 1 43 PM Specify return time format Method for setting return time d Manual y Settings to be saved C
142. w the search result by merely pausing the search typing or only after pressing Search toolbar button Enter or hitting the Search button on the dedicated toolbar Refer to Dynamic Updating of the Data Grid for more information about this Options Search Define Search Columns Opens a dialog box where you can define which columns are dedicated as the actual search columns Please go to Search Columns for more information Options Language It is possible to change the language of the OutBack Client user interface Open the submenu Options Language and select the desired language As soon as you have selected another language OutBack will tell you that it has to restart itself in order to utilize the new language Options Shortcut Menu This menu item is used to define which functions are present on the OutBack shortcut menu The shortcut menu is a menu that appears when you right click somewhere in the data grid This kind of menu is also known as a context sensitive menu but in OutBack the only context that supports right clicking is the data grid 2010 Merlinia A S 7 7 11 The OutBack Menus All of the OutBack menus and menu items can be placed on the shortcut menu including many that have nothing to do with the data grid You define which functions you want to be present on the shortcut menu by using Options Shortcut Menu The dialog box includes a short description of how it is to be used and
143. ws If you haven t selected any rows in the data grid but there is at least one row with an alert an icon showing three small crossed bulbs is shown on the button Pressing it will remove all alerts in the entire data grid Display Hide the CBS shows or hides the Computer Based Switchboard CBS window This functionality is only available if a PBX integration license has been purchased Please see Supported PBXs Note that this button works as a toggle swtch 2010 Merlinia A S The OutBack Main Window 3 12 The Column Group Toolbar Column Group Normal hd i 4 til The Fet is a description of the controls on this toolbar For more information see Column Groups Column Group drop down box this is where the available column groups are listed Here you can select the column group you want to be active Edit Column Groups press this button to open a dialog box where you can create delete or edit column groups See Managing Column Groups using the Dialog Box for more information Show All Columns when pressed all columns in OutBack are shown and the text in the drop down box changes color The same color will also be applied to all the column headers in the data grid that belongs to the active column group Note that this button works as a radio button R Show Column Group press this button to show only the columns belonging to the currently active column group Note that this button works as a radio butto
144. xt This can be turned on or off in menu Options Search Update Dynamically The difference is as follows e When turned on as soon as you pause the typing of text in the search box the data grid will be updated immediately to reflect the match e When turned off pausing the typing in the search box will not update the data grid You must hit Enter or press the Search toolbar button before this happens This reflects the behavior as seen e g on the internet and in many other Windows applications Choosing How to Show the Search Result The actual search result can be shown in two different ways depending on how the Shrink check box is set on The Search Toolbar When the check box is checked all user rows that match the search criteria will be the only ones displayed in the data grid This can be used to show only the rows you want to see for example if you search for a department name and only want to see the users from a certain department If you have enabled the dynamic update of the search the data grid will reflect the search text as soon as you pause the typing By correcting and adapting the search text the data grid will constantly change the rows shown to match the text you have typed When you are finished simply hit Ese and the data grid will return to the original layout When the check box is unchecked the search will not change the number of rows Whenever you search for text in this mode the matching user rows wil
145. y key For all of the rows that have the same value in the primary key you then sort these particular rows according to a secondary column or key The concept can be extended to any number of columns or keys where each additional key is used for sorting only for the rows where all of the higher level keys have data that is equal Merlinia OutBack implements multiple k ey sorting through a concept called sort definitions and the Options Sort Definitions menu item is used to define these sort definitions 2010 Merlinia A S The OutBack Menus The Edit Sort definitions dialog box When you select the Options Sort Definitions menu item a dialog box will be displayed This dialog box is used to add edit and delete sort definitions The dialog box is split into two parts The upper part is where you select which columns you will have in one sort definition You can have a maximum of 5 columns In the lower part you can see the already defined sort definitions Adding a sort definition To add a new sort definition you perform the following steps 1 Change the drop down boxes in the upper part of the dialog box to the columns you want in your sort definition The columns have to be in the order you want them sorted Each column can only be used once When you have selected a column in one drop down box it will disappear in the others so you can t select it twice 2 Change the sort order ascending or descending for each column by cl

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