Chapter 12. Questions and Answers

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You can customize the following data and settings:

• Learn how to change your personal data.

• Learn how to customize the basic settings.

• Learn how to set up additional E-Mail accounts.

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In order to change your password, click on My password in the User data widget in the Portal app. Learn more from this instruction.

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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 notification area.

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In the Portal 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.

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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, Cc or Bcc. 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 Book app and add the E-Mail addresses to the distribution list. Information can be found in Creating Distribution Lists.

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Recipients entered in the input fields To or Cc can be viewed by all other recipients entered in the input fields To or Cc. Recipients entered in the input field Bcc cannot be viewed by other recipients entered in the input fields To, Cc or Bcc. 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 Cc

• 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 Bcc.

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

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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 view. Information can be found in Adding E-Mail Accounts.

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

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

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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.

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When creating appointments or tasks in public or shared folders, enable the Private checkbox. Other persons can see the appointment or task but not the subject or the description.

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

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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.

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Example 1: An appointment or a task should take place each second day. It should start on 04-01-2017. and should take place five times.

• Repeat Daily

• Interval 2 days

• Ends After a number of occurrences

• Occurrences 5

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Example 2: An appointment or a task should take place each Tuesday and Friday. It should start on 10-01-2017.

• Repeat Weekly

• Weekday Tue, Fr

• Interval 1 week(s)

• Ends Never

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Example 3: An appointment or a task should take place every second Wednesday. It should start on 11-01-2017. The last appointment should be on 08-03-2017.

• Repeat Weekly

• Weekday Wed

• Interval 2 week(s)

• Ends On specific date

• Ends on 08-03-2017

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Example 4: An appointment or a task should take place on the first Monday of a month. It should start on 06-02-2017. The event should take place twelve times.

• Repeat Monthly

• Repeat by Date

• Interval 1 month(s)

• Ends After a number of occurrences

• Occurrences 12

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Example 5: An appointment or a task should take place each year on the last Friday in November. It should start on 24-11-2017.

• Repeat Yearly

• Repeat by Week day

• Ends Never

Also see:

• The appointment editing window:

  The task editing window

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Click on Find a free time when creating an appointment or click on Scheduling in the toolbar. Information can be found in Using the scheduling view.

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You can also give external partners access to your groupware address books' contacts or to your social networks' contacts like. 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.

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

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

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