User Guide

Table of Contents

About this Documentation
Target Groups, Contents
Terminology
First Steps
Groupware Definition
Signing in, Signing out
Changing the Password
General Description of the User Interface
The menu bar
App Launcher
The button for creating new objects
The folder view
The tool bar
The display area
The list view
The detail view
The pop-up
The notification area
The editing window
Keyboard Input
Keys and key combinations
Interacting with the user interface via keyboard
Use cases
Usage on Mobile Devices
Basic Settings
Customising the Basic Settings
Changing the Regional Settings
Changing Personal Contact Data
Working with Notifications
Manually Installing Local Apps
Using a Wizard to Set Up Local Apps
configure Jitsi integration
Setting the Presence Status
Portal
The Portal Components
Signed in as
Add widget button
Appointments widget
Inbox widget
Tasks widget
Recently changed files widget
User data widget
Quota widget
News widgets
Widgets with news from your social networks
Widgets with information about Drive apps
Customising the Portal
Changing the widgets' order
Removing Portal widgets
Adding Portal widgets
Adding a Portal widget for social networks
Creating a XING account
Portal Settings
E-Mail
The E-Mail Components
The Settings menu
The New email button
The E-Mail folder view
The E-Mail tool bar
The E-Mail tabs bar
The E-Mail list view
The E-Mail detail view
The E-Mail pop-up
The Email editing window
Viewing Email Messages
Viewing or Saving email Attachments
Sending Email Messages
Sending a new email
Selecting a sender address
add attachments
Sending attachments as link
Using signatures
Replying to email messages
Forwarding email messages
Automatically forwarding email messages
Sending an E-Mail to appointment participants
Sending a vacation notice automatically
Calling the Sender or Another Recipient
Adding E-Mail Folders
Managing E-Mail messages
Working with tabs
Moving or copying E-Mail messages
Marking email messages as read or unread
Collecting addresses
Categorising E-Mail messages
Showing the email source
Using E-Mail drafts
Creating E-Mail reminders
Adding an E-Mail to the Portal
Saving email messages
Importing email messages
Printing email messages
Archiving E-Mail messages
Deleting E-Mail messages
Cleaning up E-Mail folders
Using Unified Mail
Using E-Mail Filters
Creating new rules
Adding a condition
Adding an action
Creating a new rule when moving
Creating new rules for the subject and the sender
Changing a rule
Applying a rule to existing E-Mail messages
Searching for E-Mail Messages
Sending or Receiving Email Messages as Deputy
Adding E-Mail Accounts
Email Settings
Settings for receiving email messages
Settings for composing E-Mail messages
Calendar
The Calendar Components
The Settings menu
The New appointment button
The mini calendar
The Calendar folder view
The Calendar tool bar
Day, Work week, Week, Month or Year calendar view.
The date picker
The Calendar pop-up
The Calendar list view
The Calendar detail view
The scheduling view
The appointment editing window
Viewing Appointments
Displaying appointments in different views
Displaying multiple time zones
How are appointments displayed in a calendar view?
Viewing or Saving Appointment Attachments
Creating Appointments
Creating new appointments
Using the date picker
Scheduling audio/video conferences
Setting recurring appointments
Setting an appointment's display
Using appointment reminders
Adding participants or resources
add attachments
Using the scheduling view
Creating a follow-up appointment
invite participants to a new appointment
Inviting E-Mail recipients to new appointments
Creating appointments from iCal attachments
Resolving appointment conflicts
Responding to Appointment Invitations
Editing Appointments
Calling Appointment Participants
Adding Calendars
Adding personal calendars
subscribe to Google calendars
Subscribing to public and shared calendars
Subscribing to external calendars from an iCal URL
Importing calendars from files
Managing Appointments
change the appointment status
Changing appointment reminders
Changing the organiser
Managing favourite time zones
Using calendar colours
Moving appointments to another calendar
Importing appointments
Exporting appointments
Printing appointments
Deleting appointments
Searching for Appointments
Creating, Editing or Managing Appointments as Deputy
Managing Groups
Managing Resources
Calendar Settings
Address Book
The Address Book Components
The Settings menu
The New contact button
The Address Book folder view
The Address Book tool bar
The Address Book navigation bar
The Address Book list view
The Address Book detail view
The contact editing window
The distribution list editing window
Displaying Contacts
Displaying an address book’s contacts
Displaying contacts in the address list
Displaying contacts in the halo view
Viewing or Saving Contact Attachments
Automatically adding email addresses from an address book
Automatically adding email addresses from the address list
Adding Contacts
Creating a new contact
add attachments
Adding a contact from a vCard attachment
Adding Distribution Lists
Creating new distribution lists
Saving E-Mail recipients as distribution list
Creating a distribution list from a list of participants
Editing Contacts or Distribution Lists
Calling Contacts
Adding Address Books
Adding personal address books
Subscribing to external address books
Refreshing and managing address book subscriptions
Subscribing to public and shared address books
Managing Contacts
Sending Email Messages from within an address book
Inviting contacts to an appointment
Moving or copying contacts
Sending contacts as vCard
Importing contacts
Exporting contacts
Printing contacts
Deleting contacts
Searching for Contacts
Address Book Settings
Tasks
The Tasks Components
The Settings menu
The New task button
The Tasks folder view
The Tasks tool bar
The Tasks list view
The Tasks detail view
The editing window
Viewing Tasks
Viewing or Saving Task Attachments
Creating Tasks
Creating new tasks
Creating recurring tasks
Adding participants to a task
add attachments
Responding to Task Invitations
Editing Tasks
Calling Task Participants
add task list
add personal task list
subscribe to public and shared task lists
Managing Tasks
Marking tasks as done
Changing a task's due date
Moving tasks to another folder
Changing task confirmations
Importing tasks
Exporting tasks
Printing tasks
Deleting tasks
Searching for Tasks
Task Settings
Drive
The Drive Components
The Settings menu
The New button
The Drive folder view
The Drive tool bar
The Drive navigation bar
The Drive display area
The file details
The viewer
Viewing Files
Viewing Drive folder contents
Displaying a file's content
Displaying email attachments in Drive
Holding a presentation
Downloading Files or Folder Contents
Drive: Adding Folders
Drive: creating folders
Subscribing to public and shared Drive folders
Uploading Files or Folders
Creating or Editing Text Files
Organising Files and Drive Folders
send files as email attachments
Editing file names
create or edit descriptions
Moving files or Drive folders
Copying files
Saving files as PDF
print files as PDF
Adding files to the portal
Adding files or Drive folders to Favourites
Deleting files or Drive folders
lock or unlock files
Working with versions
Searching for Files or Folders
Accessing Files with WebDAV
Setting up WebDAV under Linux
Setting up WebDAV under Windows
Adding Storage Accounts
Drive Settings
Data Organisation and Shares
Managing Data with Folders
What are folder types?
What is the purpose of permissions?
Navigating within the folder structure
Hiding folders
Adding folders to favourites
Renaming folders
Moving folders
Deleting folders
Sharing Data
Sharing data
Editing shares
Resending an invitation
Removing shares
Viewing or editing shares in the Drive app
Subscribing to shared or personal E-Mail folders
Accessing other users' shares
Which permissions can be used?
Use cases for permissions
Appointing a Deputy
Adding deputies
Viewing, editing, deleting deputies
Managing Accounts
Editing the primary E-Mail account
Disabling or enabling functional email accounts
Viewing, editing, deleting accounts
Downloading Personal Data
Data Security
Signing Out Automatically
Externally Linked Images in E-Mail Messages
use allowlists
Displaying or Signing Out from Active Clients
Using Application Passwords
Multi-Factor Authentication
Setting up verification methods
Verifying a login by using an authenticator app
Verifying the login with a security key
Verifying the login with an SMS code
Recovering verifications
Managing verification methods
Encrypting Data with Guard
Setting up Guard
Encrypting E-Mail Conversations
Reading encrypted E-Mail messages
Sending encrypted E-Mail messages
How can external recipients read an encrypted E-Mail?
Encrypting incoming E-Mail messages by using a filter rule
Encrypting E-Mail Conversations with Autocrypt
Import Autocrypt keys
Managing Autocrypt keys
Transferring Autocrypt keys to other clients
Encrypting or Decrypting Files
Encrypting files
Uploading files securely by using encryption
Opening encrypted files
Downloading encrypted files
Decrypting files
Encrypting Office Documents
Creating new encrypted documents
Saving selected documents in an encrypted format
Opening an encrypted document
Signing Out from Guard
Guard Settings
Password management
Managing your own keys
Managing public keys
Index