User Guide

Table of Contents

1 About this Documentation
1.1 Target Groups, Contents
1.2 Terminology
2 First Steps
2.1 Groupware Definition
2.2 Signing in, Signing out
2.3 Changing the Password
2.4 General Description of the User Interface
2.4.1 The menu bar
2.4.2 App Launcher
2.4.3 The button for creating new objects
2.4.4 The folder view
2.4.5 The tool bar
2.4.6 The display area
2.4.7 The list view
2.4.8 The detail view
2.4.9 The pop-up
2.4.10 The notification area
2.4.11 The editing window
2.5 Keyboard Input
2.5.1 Keys and key combinations
2.5.2 Interacting with the user interface via keyboard
2.5.3 Use cases
2.6 Usage on Mobile Devices
3 Basic Settings
3.1 Customising the Basic Settings
3.2 Changing the Regional Settings
3.3 Changing Personal Contact Data
3.4 Working with Notifications
3.5 Manually Installing Local Apps
3.6 Using a Wizard to Set Up Local Apps
3.7 Setting up and Configuring the Zoom Integration
3.8 Setting the Presence Status
4 Portal
4.1 The Portal Components
4.1.1 Signed in as
4.1.2 Add widget button
4.1.3 Appointments widget
4.1.4 Inbox widget
4.1.5 Tasks widget
4.1.6 Recently changed files widget
4.1.7 User data widget
4.1.8 Quota widget
4.1.9 News widgets
4.1.10 Widgets with news from your social networks
4.1.11 Widgets with information about Drive apps
4.2 Customising the Portal
4.2.1 Changing the widgets' order
4.2.2 Removing Portal widgets
4.2.3 Adding Portal widgets
4.2.4 Adding a Portal widget for social networks
4.2.5 Creating a XING account
4.3 Portal Settings
5 E-Mail
5.1 The E-Mail Components
5.1.1 E-Mailfunctions in the menu bar
5.1.2 The New email button
5.1.3 The E-Mail folder view
5.1.4 The E-Mail tool bar
5.1.5 The E-Mail categories bar
5.1.6 The E-Mail list view
5.1.7 The E-Mail detail view
5.1.8 The E-Mail pop-up
5.1.9 The Email editing window
5.2 Viewing Email Messages
5.3 Viewing or Saving email Attachments
5.4 Sending Email Messages
5.4.1 Sending a new email
5.4.2 Selecting the sender address
5.4.3 Adding attachments
5.4.4 Sending attachments as link
5.4.5 Using signatures
5.4.6 Replying to email messages
5.4.7 Forwarding email messages
5.4.8 Automatically forwarding email messages
5.4.9 Sending an E-Mail to appointment participants
5.4.10 Sending a vacation notice automatically
5.5 Calling the Sender or Another Recipient
5.6 Adding E-Mail Folders
5.7 Managing E-Mail messages
5.7.1 Working with tabs
5.7.2 Moving or copying E-Mail messages
5.7.3 Marking email messages as read or unread
5.7.4 Collecting addresses
5.7.5 Categorising E-Mail messages
5.7.6 Showing the email source
5.7.7 Using E-Mail drafts
5.7.8 Creating E-Mail reminders
5.7.9 Adding an E-Mail to the Portal
5.7.10 Saving email messages
5.7.11 Importing email messages
5.7.12 Printing email messages
5.7.13 Archiving E-Mail messages
5.7.14 Deleting E-Mail messages
5.7.15 Cleaning up E-Mail folders
5.7.16 Using Unified Mail
5.8 Using E-Mail Filters
5.8.1 Creating new rules
5.8.2 Adding a condition
5.8.3 Adding an action
5.8.4 Creating a new rule when moving
5.8.5 Creating new rules for the subject and the sender
5.8.6 Changing a rule
5.8.7 Applying a rule to existing E-Mail messages
5.9 Searching for E-Mail Messages
5.10 Sending or Receiving Email Messages as Deputy
5.11 Adding E-Mail Accounts
5.12 Email Settings
5.12.1 Settings for receiving email messages
5.12.2 Settings for composing E-Mail messages
6 Calendar
6.1 The Calendar Components
6.1.1 Calendar functions in the menu bar
6.1.2 The New appointment button
6.1.3 The mini calendar
6.1.4 The Calendar folder view
6.1.5 The Calendar tool bar
6.1.6 Day, Work week, Week, Month or Year calendar view.
6.1.7 The date picker
6.1.8 The Calendar pop-up
6.1.9 The Calendar list view
6.1.10 The Calendar detail view
6.1.11 The scheduling view
6.1.12 The appointment editing window
6.2 Viewing Appointments
6.2.1 Displaying appointments in different views
6.2.2 Displaying multiple time zones
6.2.3 How are appointments displayed in a calendar view?
6.3 Viewing or Saving Appointment Attachments
6.4 Creating Appointments
6.4.1 Creating new appointments
6.4.2 Using the date picker
6.4.3 Scheduling audio/video conferences
6.4.4 Setting recurring appointments
6.4.5 Setting an appointment's display
6.4.6 Using appointment reminders
6.4.7 Adding participants or resources
6.4.8 Adding attachments
6.4.9 Using the scheduling view
6.4.10 Creating a follow-up appointment
6.4.11 invite participants to a new appointment
6.4.12 Inviting E-Mail recipients to new appointments
6.4.13 Creating appointments from iCal attachments
6.4.14 Resolving appointment conflicts
6.5 Responding to Appointment Invitations
6.6 Editing Appointments
6.7 Calling appointment participants
6.8 Adding Calendars
6.8.1 Adding personal calendars
6.8.2 Subscribing to external calendars
6.8.3 Importing calendars from files
6.8.4 Subscribing to public and shared calendars
6.9 Managing Appointments
6.9.1 Changing the appointment status
6.9.2 Changing appointment reminders
6.9.3 Changing the organiser
6.9.4 Managing favourite time zones
6.9.5 Using calendar colours
6.9.6 Moving appointments to another calendar
6.9.7 Importing appointments
6.9.8 Exporting appointments
6.9.9 Printing appointments
6.9.10 Deleting appointments
6.10 Searching for Appointments
6.11 Creating, Editing or Managing Appointments as Deputy
6.12 Managing Groups
6.13 Managing Resources
6.14 Calendar Settings
7 Address Book
7.1 The Address Book Components
7.1.1 Address Bookfunctions in the menu bar
7.1.2 The New contact button
7.1.3 The Address Book folder view
7.1.4 The Address Book tool bar
7.1.5 The Address Book navigation bar
7.1.6 The Address Book list view
7.1.7 The Address Book detail view
7.1.8 The contact editing window
7.1.9 The distribution list editing window
7.2 Displaying Contacts
7.2.1 Displaying an address book’s contacts
7.2.2 Displaying contacts in the address list
7.2.3 Displaying contacts in the halo view
7.3 Viewing or Saving Contact Attachments
7.4 Automatically adding email addresses from an address book
7.5 Automatically adding email addresses from the address list
7.6 Adding Contacts
7.6.1 Creating a new contact
7.6.2 Adding attachments
7.6.3 Adding a contact from a vCard attachment
7.7 Adding Distribution Lists
7.7.1 Creating new distribution lists
7.7.2 Saving E-Mail recipients as distribution list
7.7.3 Creating a distribution list from a list of participants
7.8 Editing Contacts or Distribution Lists
7.9 Calling Contacts
7.10 Adding Address Books
7.10.1 Adding personal address books
7.10.2 Subscribing to external address books
7.10.3 Refreshing and managing subscribed address books
7.10.4 Subscribing to public and shared address books
7.11 Managing Contacts
7.11.1 Sending Email Messages from within an address book
7.11.2 Inviting contacts to an appointment
7.11.3 Moving or copying contacts
7.11.4 Sending contacts as vCard
7.11.5 Importing contacts
7.11.6 Exporting contacts
7.11.7 Printing contacts
7.11.8 Deleting contacts
7.12 Searching for Contacts
7.13 Address Book Settings
8 Tasks
8.1 The Tasks Components
8.1.1 Tasksfunctions in the menu bar
8.1.2 The New task button
8.1.3 The Tasks folder view
8.1.4 The Tasks tool bar
8.1.5 The Tasks list view
8.1.6 The Tasks detail view
8.1.7 The editing window
8.2 Viewing Tasks
8.3 Viewing or Saving Task Attachments
8.4 Creating Tasks
8.4.1 Creating new tasks
8.4.2 Creating recurring tasks
8.4.3 Adding participants to a task
8.4.4 Adding attachments
8.5 Responding to Task Invitations
8.6 Editing Tasks
8.7 Calling Task Participants
8.8 Adding Task Lists
8.8.1 Adding personal task lists
8.8.2 Subscribing to public and shared task lists
8.9 Managing Tasks
8.9.1 Marking tasks as done
8.9.2 Changing a task's due date
8.9.3 Moving tasks to another folder
8.9.4 Changing task confirmations
8.9.5 Importing tasks
8.9.6 Exporting tasks
8.9.7 Printing tasks
8.9.8 Deleting tasks
8.10 Searching for Tasks
8.11 Task Settings
9 Drive
9.1 The Drive Components
9.1.1 Drivefunctions in the menu bar
9.1.2 The New button
9.1.3 The Drive folder view
9.1.4 The Drive tool bar
9.1.5 The Drive navigation bar
9.1.6 The Drive display area
9.1.7 The file details
9.1.8 The viewer
9.2 Viewing Files
9.2.1 Displaying a file's content
9.2.2 Displaying email attachments in Drive
9.2.3 Holding a presentation
9.3 Downloading Files or Folder Contents
9.4 Drive: Adding Folders
9.4.1 Drive: creating folders
9.4.2 Subscribing to public and shared Drive folders
9.5 Upload files or folders
9.6 Creating or Editing Text Files
9.7 Organising Files and Drive Folders
9.7.1 Sending files as email attachments
9.7.2 Editing file names
9.7.3 Creating or editing descriptions
9.7.4 Moving files or Drive folders
9.7.5 Copying files
9.7.6 Saving files as PDF
9.7.7 print files as PDF
9.7.8 Adding files to the portal
9.7.9 Adding files or Drive folders to Favourites
9.7.10 Deleting files or Drive folders
9.7.11 Locking or unlocking files
9.7.12 Working with versions
9.8 Searching for Files
9.9 Accessing Files with WebDAV
9.9.1 Setting up WebDAV under Linux
9.9.2 Setting up WebDAV under Windows
9.10 Adding Storage Accounts
9.11 Drive settings
10 Data Organisation and Shares
10.1 Managing Data with Folders
10.1.1 What are folder types?
10.1.2 What is the purpose of permissions?
10.1.3 Navigating within the folder structure
10.1.4 Hiding folders
10.1.5 Adding folders to favourites
10.1.6 Renaming folders
10.1.7 Moving folders
10.1.8 Deleting folders
10.2 Sharing Data
10.2.1 Sharing data
10.2.2 Editing shares
10.2.3 Resending an invitation
10.2.4 Removing shares
10.2.5 Viewing or editing shares in the Drive app
10.2.6 Subscribing to shared or personal E-Mail folders
10.2.7 Accessing other users' shares
10.2.8 Which permissions can be used?
10.2.9 Use cases for permissions
10.3 Appointing a Deputy
10.3.1 Adding deputies
10.3.2 Viewing, editing, deleting deputies
10.4 Managing Accounts
10.4.1 Editing the primary E-Mail account
10.4.2 Disabling or enabling functional email accounts
10.4.3 Viewing, editing, deleting accounts
10.5 Downloading Personal Data
11 Data Security
11.1 Signing Out Automatically
11.2 Externally Linked Images in E-Mail Messages
11.3 Using Allowlists
11.4 Displaying or Signing Out from Active Clients
11.5 Using Additional Passwords for Applications
11.6 Multi-Factor Authentication
11.6.1 Setting up verification methods
11.6.2 Verifying a login by using an authenticator app
11.6.3 Verifying the login with a security key
11.6.4 Verifying the login with an SMS code
11.6.5 Recovering verifications
11.6.6 Managing verification methods
12 Encrypting Data with Guard
12.1 Setting up Guard
12.2 Encrypting E-Mail Conversations
12.2.1 Reading encrypted E-Mail messages
12.2.2 Sending encrypted E-Mail messages
12.2.3 How can external recipients read an encrypted E-Mail?
12.2.4 Encrypting incoming E-Mail messages by using a filter rule
12.3 Encrypting E-Mail Conversations with Autocrypt
12.3.1 Import Autocrypt keys
12.3.2 Managing Autocrypt keys
12.3.3 Transferring Autocrypt keys to other clients
12.4 Encrypting or Decrypting Files
12.4.1 Encrypting files
12.4.2 Uploading files securely by using encryption
12.4.3 Opening encrypted files
12.4.4 Downloading encrypted files
12.4.5 Decrypting files
12.5 Encrypting Office Documents
12.5.1 Creating new encrypted documents
12.5.2 Saving selected documents in an encrypted format
12.5.3 Opening an encrypted document
12.6 Signing Out from Guard
12.7 Guard Settings
12.7.1 Password management
12.7.2 Managing your own keys
12.7.3 Managing public keys
Index