Chapter 13. Questions and Answers

Table of Contents

Frequently Asked Questions
13.1 General questions
Q: Where can I find my personal data and settings?
Q: Why can particular buttons or input fields not be found?
Q: How am I notified about new E-Mails or appointment invitations?
Q: How can I read current messages from social networks or news pages?
13.2 Questions about E-Mails and contacts
Q: How can I send an E-Mail to multiple addresses at once?
Q: What is the purpose of the input fields Copy to... and Blind copy to...?
Q: I regularly send E-Mails with identical or similar content. How can I speed up this process?
Q: Can I e.g. access E-Mails sent to my Google Mail account?
Q: How can I automatically forward E-Mails to my replacement?
Q: How to keep the overview over my E-Mail accounts inboxes??
Q: How can I use the conditions in E-Mail filter rules?
Q: How can I use the contacts from my social networks?
13.3 Questions about tasks, calendars, and appointments
Q: When should I use a task and when should I use an appointment?
Q: How can I create a task from an E-Mail?
Q: How can I organize another person's appointments as a representative?
Q: How do I use the availability function, e.g. Free, Busy, Absent etc?
Q: How do I use the calendar or tasks recurrence settings?
Q: How to find free times when creating appointments?
13.4 Questions about data organization and team work
Q: How can I make certain contacts available to my external partners?
Q: How can I share specific documents with my external partners?
Q: I want to share a folder with other users. Which permissions do I have to set?
13.1 General questions
Q: Where can I find my personal data and settings?
Q: Why can particular buttons or input fields not be found?
Q: How am I notified about new E-Mails or appointment invitations?
Q: How can I read current messages from social networks or news pages?
13.2 Questions about E-Mails and contacts
Q: How can I send an E-Mail to multiple addresses at once?
Q: What is the purpose of the input fields Copy to... and Blind copy to...?
Q: I regularly send E-Mails with identical or similar content. How can I speed up this process?
Q: Can I e.g. access E-Mails sent to my Google Mail account?
Q: How can I automatically forward E-Mails to my replacement?
Q: How to keep the overview over my E-Mail accounts inboxes??
Q: How can I use the conditions in E-Mail filter rules?
Q: How can I use the contacts from my social networks?
13.3 Questions about tasks, calendars, and appointments
Q: When should I use a task and when should I use an appointment?
Q: How can I create a task from an E-Mail?
Q: How can I organize another person's appointments as a representative?
Q: How do I use the availability function, e.g. Free, Busy, Absent etc?
Q: How do I use the calendar or tasks recurrence settings?
Q: How to find free times when creating appointments?
13.4 Questions about data organization and team work
Q: How can I make certain contacts available to my external partners?
Q: How can I share specific documents with my external partners?
Q: I want to share a folder with other users. Which permissions do I have to set?

13.1. General questions

Q: Where can I find my personal data and settings?
Q: Why can particular buttons or input fields not be found?
Q: How am I notified about new E-Mails or appointment invitations?
Q: How can I read current messages from social networks or news pages?

Q:

Where can I find my personal data and settings?

A:

You can customize the following data and settings:

Q:

Why can particular buttons or input fields not be found?

A:

If certain buttons or input fields are not visible it can be due to the following reasons:

  • A function is not available in the current context.

  • To keep the user interface as clean as possible, rarely used control elements are not displayed. In this case, a button called Actions is displayed. To view all functions, click on this button.

Q:

How am I notified about new E-Mails or appointment invitations?

A:

If there are new E-Mails or appointment notifications, the Unread Badge icon to the right side of the menu bar shows the number of new objects. Click the icon to open the Notification Area. It contains information about the new objects. From there you can also directly activate functions, e.g. read the new E-Mail or confirm the new appointment. Information can be found in The User Interface.

Q:

How can I read current messages from social networks or news pages?

A:

In the Start page app you can read current messages from your social networks or from news pages or view photos of specific web pages by adding news widgets.

13.2. Questions about E-Mails and contacts

Q: How can I send an E-Mail to multiple addresses at once?
Q: What is the purpose of the input fields Copy to... and Blind copy to...?
Q: I regularly send E-Mails with identical or similar content. How can I speed up this process?
Q: Can I e.g. access E-Mails sent to my Google Mail account?
Q: How can I automatically forward E-Mails to my replacement?
Q: How to keep the overview over my E-Mail accounts inboxes??
Q: How can I use the conditions in E-Mail filter rules?
Q: How can I use the contacts from my social networks?

Q:

How can I send an E-Mail to multiple addresses at once?

A:

To send an E-Mail to multiple recipients at once, you can choose from the following options:

  • Enter all recipients in the input fields To..., Copy to... or Blind copy to.... Use the auto-complete function to more easily enter the addresses. This FAQ list provides an explanation of the differences between the input fields.

  • If you regularly send E-Mails to the same group of people, create a distribution list in the Address BookAddress Book app and add the E-Mail addresses to the distribution list. Information can be found in Creating distribution lists.

Q:

What is the purpose of the input fields Copy to... and Blind copy to...?

A:

Recipients entered in the input fields To... or Copy to... can be viewed by all other recipients entered in the input fields To... or Copy to.... Recipients entered in the input field Blind copy to... cannot be viewed by other recipients entered in the input fields To..., Copy to... or Blind copy to.... In practice, this means:

  • If you send an E-Mail to a team and every recipient should be able to see who else receives the E-Mail, enter the recipients in the input fields To... or Copy to...

  • If you send an E-Mail to recipients who should not see the names of the other recipients, enter the recipients in the input field Blind copy to....

Q:

I regularly send E-Mails with identical or similar content. How can I speed up this process?

A:

Make use of the ability to save E-Mails as drafts. Information can be found in Working with E-Mail drafts.

Q:

Can I e.g. access E-Mails sent to my Google Mail account?

A:

For many E-Mail service providers you can set up external E-Mail accounts, e.g. for Google Mail. You only need your account data for the respective provider. As soon as you set up the external E-Mail account you have access to the E-Mails from within the folder tree. Information can be found in E-Mail Accounts.

Q:

How can I automatically forward E-Mails to my replacement?

A:

Enable the function Auto Forward in the settings. Information can be found in Automatically forwarding E-Mails.

Q:

How to keep the overview over my E-Mail accounts inboxes??

A:

Use Unified Mail to display the inboxes of multiple E-Mail accounts in a central folder. Information can be found in Using Unified Mail.

Q:

How can I use the conditions in E-Mail filter rules?

A:

You can create a condition by

  • selecting an E-Mail component, e.g. "Subject";

  • selecting a criterion, e.g. "Is exactly";

  • entering an argument, e.g. "minutes".

In this case it would be verified whether the subject of an E-Mail exactly matches the argument's characters ("minutes"). You can control if the condition is met with the criterion and the character string. The differences between the single criteria will be explained in the examples below. In the examples, the subject is used for filtering E-Mails.

  • Criterion: "contains" The condition is met if the subject contains the characters in the argument. Example: The argument is "minutes".

    • The condition is met for the subject "minutes".

    • The condition is also met for the subject "meeting minutes".

  • Criterion: "is exactly" The condition is met if the subject exactly matches the argument's character string. Example: The argument is "minutes".

    • The condition is met for the subject "minutes".

    • The condition is not met for the subject "meeting minutes".

  • Criterion: "Matches" The condition is met if the subject exactly matches the characters in the argument. The character string can contain wildcards. Example: The argument is "minutes*". The "*" character is a wildcard for any characters.

    • The condition is met for the subject "minutes update".

    • The condition is not met for the subject "meeting minutes".

  • Criterion: "Regex" The condition is met if the subject contains the characters provided by the regular expression in the argument. Regular expressions allow complex requests. More information can be found on respective sites on the Web. The following, very simple regular expression should give an insight to the topic. Example: The argument is "organi(z|s)ation". The expression "(z|s)" stands for either the "z" or the "s" character.

    • The condition is met for the subject "minutes update".

    • The condition is also met for the subject "organisation".

    • The condition is not met for the subject "Organic".

Q:

How can I use the contacts from my social networks?

A:

You can use the contacts from your social networks by subscribing to the contacts. Information can be found in Subscribing to data.

13.3. Questions about tasks, calendars, and appointments

Q: When should I use a task and when should I use an appointment?
Q: How can I create a task from an E-Mail?
Q: How can I organize another person's appointments as a representative?
Q: How do I use the availability function, e.g. Free, Busy, Absent etc?
Q: How do I use the calendar or tasks recurrence settings?
Q: How to find free times when creating appointments?

Q:

When should I use a task and when should I use an appointment?

A:

Whether it is best to use an appointment or a task can be determined based on the following criteria:

  • An appointment takes place at a defined point in time. If you need to execute an action at a defined point in time, create an appointment for this action.

  • A task has a due date and sometimes a priority. If you are flexible regarding the time schedule of an action and only have to respect the due date, enter a task for this action.

Q:

How can I create a task from an E-Mail?

A:

Use the Reminder function in the display area of the E-Mail app. Information can be found in Creating E-Mail reminders.

Q:

How can I organize another person's appointments as a representative?

A:

Ask the other person to share a calendar folder with write permissions. Then enter this person's appointments in the shared folder. The other person will be displayed as the organizer of the appointments.

Q:

How do I use the availability function, e.g. Free, Busy, Absent etc?

A:

If you want to avoid conflicts when creating appointments, use the availability Free. All other availabilities cause conflict messages for overlapping appointments.

Q:

How do I use the calendar or tasks recurrence settings?

A:

Example 1: An appointment or a task should take place each second day. It should start on 07-01-2013 and should take place five times.

  • Starts on 07-01-2013

  • Daily

  • The event is repeated every 2 days.

  • The series ends after 5 appointments or tasks.

A:

Example 2: An appointment or a task should take place each Tuesday and Friday. It should start on 08-01-2013.

  • Starts on 08-01-2013

  • Weekly

  • The event is repeated every week on Tuesday, Friday.

  • The series never ends.

A:

Example 3: An appointment or a task should take place every second Wednesday. It should start on 09-01-2013. The last appointment should be on 27-03-2013.

  • Starts on 09-01-2013

  • Weekly

  • The event is repeated every 2 weeks on Wednesday.

  • The series ends on 27-03-2013.

A:

Example 4: An appointment or a task should take place on the first Monday of a month. It should start on 04-02-2013. The event should take place twelve times.

  • Starts on 04-02-2013

  • Monthly

  • The event is repeated on the first Monday of each month.

  • The series ends after 12 appointments.

A:

Example 5: An appointment or a task should take place each year on the last Friday in November. It should start on 29-11-2013.

  • Starts on 29-11-2013

  • Yearly

  • The event is repeated every last Friday in November.

  • The series never ends.

Q:

How to find free times when creating appointments?

A:

Click on Find a free time when creating an appointment or click the Scheduling icon in the toolbar. Information can be found in Scheduling appointments with several participants.

13.4. Questions about data organization and team work

Q: How can I make certain contacts available to my external partners?
Q: How can I share specific documents with my external partners?
Q: I want to share a folder with other users. Which permissions do I have to set?

Q:

How can I make certain contacts available to my external partners?

A:

You can also give external partners access to your groupware address books' contacts or to your social networks' contacts like LinkedIn. To do this proceed as follows:

  1. Add contacts from your social networks to an address book.

  2. Create a new contacts folder. Copy all contacts that you want to share from your address books to this contact's folder.

  3. Share this contact folder. Information can be found in Sharing.

Q:

How can I share specific documents with my external partners?

A:

You can share the contents of documents folders with external partners. To do this proceed as follows:

  1. In the Files app, you can collect the documents in a separate folder.

  2. Share this folder. Information can be found in Sharing .

Q:

I want to share a folder with other users. Which permissions do I have to set?

A:

Example 1: A user should be allowed to see the objects in a folder, but should not be allowed to modify or delete them. The user should not be allowed to create new objects. Settings

  • Folder permissions: view the folder

  • Object permissions: read all objects, no edit permissions, no delete permissions

  • Administrative rights: No

A:

Example 2: A user should be allowed to see the objects in a folder, but should not be allowed to modify or delete them. The user should be allowed to create and edit objects.

  • Folder permissions: view the folder

  • Object permissions: read all objects, no edit permissions, no delete permissions

  • Administrative rights: No

A:

Example 3: A user should not be allowed to see the objects in a folder. The user should be allowed to create and edit objects.

  • Folder permissions: create objects

  • Object permissions: read own objects, edit own objects, delete own objects

  • Administrative rights: No

A:

Example 4: A user should be allowed to see and edit all objects. The user should be allowed to create and edit subfolders and own objects.

  • Folder permissions: create objects and subfolders

  • Object permissions: read all objects, edit all objects, delete all objects

  • Administrative rights: No

A:

Example 5: A user should have all permissions. The user should be allowed to grant permissions to other users.

  • Folder permissions: create objects and subfolders

  • Object permissions: read all objects, edit all objects, delete all objects

  • Administrative rights: Yes