User Guide

Table of Contents

• Legal notice
• About this Documentation
  • Target Groups, Contents
  • Terminology
• First Steps
  • Groupware Definition
  • Signing in, Signing out
  • Changing the Password
  • Carrying Out the Initial Setup
  • General Description of the User Interface
    • The menu bar
    • App Launcher
    • The button for creating new objects
    • The folder view
    • The toolbar
    • The display area
    • The list view
    • The detail view
    • The pop-up
    • The notification area
    • The editing window
    • Using browser buttons
  • Notes on Use on Mobile Devices
    • Manually setting up the groupware on a mobile device
  • Installing the Groupware Like an App
• Customized Settings
  • Searching for Settings
  • Adjusting the General Settings
  • Customizing the Notifications
  • Using Countdowns for Appointments
  • Using the Notification Area
  • Changing Personal Contact Data
  • Using a Wizard to Set Up Local Apps
  • Setting the Presence Status
• Keyboard Input
  • Using the Keyboard Navigation
    • Key combinations and their functions
    • Functions and the associated key combinations.
    • Examples of use for the keyboard navigation
  • Using Keyboard Shortcuts
    • Configuring keyboard shortcuts
    • Calling functions with keyboard shortcuts
• 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
  • Customizing 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
• Email
  • The Email Components
    • The Email settings menu
    • The New email button
    • The Email folder view
    • The Email toolbar
    • The inbox categories bar
    • The Email list view
    • The Email detail view
    • The Email pop-up
    • The email editing window
  • Viewing Emails
  • Viewing or Saving Email Attachments
  • Sending Emails
    • Selecting the sender address when sending
    • Specifying a reply address when sending
    • Adding attachments when sending
    • Adding attachments from existing emails when sending
    • Sending attachments as link when sending
  • Further Functions for Sending Emails
    • Using templates
    • Using signatures
    • Sending emails later
    • Replying to emails
    • Forward emails
    • Automatically forwarding emails
    • Sending an email to appointment participants
    • Sending a vacation notice automatically
  • Using the AI Integration
    • Using AI functions when replying to emails
    • Using AI functions when composing emails
  • Calling the Sender or Another Recipient
  • Adding Email Folders
  • Managing Emails
    • Working with inbox categories
    • Moving or copying emails
    • Marking emails as read or unread
    • Collecting addresses
    • Organizing emails with categories
    • Categorizing emails
    • Showing the email source
    • Using email drafts
    • Creating email reminders
    • Adding an email to the portal
    • Saving emails
    • Exporting emails as PDF
    • Importing emails
    • Printing emails
    • Archiving emails
    • Cleaning up email folders
    • Using Unified Mail
  • Deleting or Recovering Emails
    • Deleting emails
    • Recovering emails
    • Permanently deleting emails
    • Recovering permanently deleted emails
  • Filtering Emails by Using Rules
    • 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 emails
  • Searching for Emails
  • Sending or Receiving Emails as Deputy
  • Adding Email Accounts
  • Mail Settings
• Calendar
  • The Calendar Components
    • The Calendar settings menu
    • The New appointment button
    • The mini calendar
    • The Calendar folder view
    • The Calendar toolbar
    • 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
    • Using the date picker in the editing window
    • Creating an audio/video conference in the editing window
    • Creating a recurring appointment in the editing window
    • Setting the appointment display in the editing window
    • Defining a sender address
    • Setting appointment reminders in the editing window
    • Adding participants or resources when creating an appointment
    • Adding attachments when creating an appointment
    • Resolving conflicts when creating an appointment
  • Further Functions for Creating Appointments
    • Using the scheduling view
    • Creating a follow-up appointment
    • Inviting participants to a new appointment
    • Inviting email recipients to new appointments
    • Creating appointments from iCal attachments
  • Responding to Appointment Invitations
  • Forwarding Appointments
  • Editing Appointments
  • Calling Appointment Participants
  • Adding Calendars
    • Adding personal calendars
    • Subscribing to Google calendars
    • Subscribing to public and shared calendars
    • Subscribing to external calendars from an iCal url
    • Importing calendars from files
  • Managing Appointments
    • Changing the appointment status
    • Changing appointment reminders
    • Changing the organizer
    • Managing favorite time zones
    • Organizing appointments with categories
    • Using calendar colors
    • Moving appointments to another calendar
    • Importing appointments
    • Exporting appointments
    • Printing appointments
  • Deleting Appointments
  • Using Resource Calendars
    • Creating resource calendars and resource calendar groups
    • Displaying resource calendars
    • Editing resource calendars
    • Creating appointments by using the resource calendar
  • Searching for Appointments
  • Creating, Editing or Managing Appointments as Deputy
  • Using Groups
  • Using Resources
  • Using Managed Resources
    • Creating managed resources
    • Administrating managed resources as booking delegate
  • Calendar Settings
• Address Book
  • The Address Book Components
    • The Address Book settings menu
    • The New contact button
    • The Address Book folder view
    • The Address Book toolbar
    • 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 Contacts or Resources from an Address Book
  • Automatically Adding Contacts or Resources from the Address Directory
  • Adding Contacts
    • Adding attachments when creating a contact
    • Adding a contact from a vCard attachment
  • Adding Distribution Lists
    • Creating new distribution lists
    • Saving email 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 emails from within an address book
    • Inviting contacts to an appointment
    • Organizing contacts with categories
    • 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 Tasks settings menu
    • The New task button
    • The Tasks folder view
    • The Tasks toolbar
    • The Tasks list view
    • The Tasks detail view
    • The editing window
  • Viewing Tasks
  • Viewing or Saving Task Attachments
  • Creating Tasks
    • Creating a recurring task in the editing window
    • Adding participants when creating a task
    • Adding attachments when creating a task
  • Responding to Task Invitations
  • Editing Tasks
  • Calling Task Participants
  • Adding Task Lists
    • Adding personal task list
    • Subscribing to public and shared task lists
  • Managing Tasks
    • Marking tasks as done
    • Changing a task's due date
    • Organizing tasks with categories
    • Moving tasks to another folder
    • Changing task confirmations
    • Importing tasks
    • Exporting tasks
    • Printing tasks
  • Deleting Tasks
  • Searching for Tasks
• Drive
  • The Drive Components
    • The Drive settings menu
    • The New button
    • The Drive folder view
    • The Drive toolbar
    • 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 Text Files
  • Editing Text Files
  • Organizing Files and Drive Folders
    • Sending files as email attachments
    • Renaming files or Drive folders
    • Creating or editing descriptions
    • Moving files or Drive folders
    • Copying files
    • Saving files as PDF
    • Printing files as PDF
    • Adding files to the portal
    • Adding files or Drive folders to Favorites
    • Locking or unlocking files
    • Working with versions
  • Deleting or Recovering Files and Drive Folders
  • Searching for Files or Folders
  • Accessing Files with WebDAV
    • Setting up WebDAV under Linux
    • Setting up WebDAV under Windows
  • Adding Storage Accounts
  • DriveSettings
• Data Organization & 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 favorites
    • Renaming folders
    • Moving folders
    • Deleting folders
  • Sharing Data
    • Which data can be shared?
    • Sharing data
    • Editing shares
    • Resending an invitation
    • Removing shares
    • Viewing or editing shares in the Drive app
    • Subscribing to shared or personal email folders
    • Accessing other users' shares
    • Which permissions can be used?
    • Use cases for permissions
  • Managing Deputies
    • Adding deputies
    • Viewing, editing, deleting deputies
  • Managing Accounts
    • Editing the primary email account
    • Disabling or enabling functional email accounts
    • Viewing, editing, deleting accounts
  • Using Categories
    • Managing categories
    • Browsing categories
  • Using AI Chat
  • Downloading Personal Data
• Security & Privacy
  • Displaying or Signing Off Devices
  • 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
  • Externally Linked Images in Emails
  • Signing out Automatically
• Encrypting Data with Guard
  • Setting up Guard
  • Encrypting Email Conversations
    • Reading encrypted emails
    • Sending encrypted emails
    • How can external recipients read an encrypted email?
    • Encrypting incoming emails by using a rule
  • Encrypting Email Conversations with Autocrypt
    • Importing 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 encrypted documents
  • Signing Out from Guard
  • Password Management
    • Changing the Password
    • Resetting the password
    • Removing the password reset function
  • Key Management
    • Managing own PGP keys
    • Managing PGP keys of recipients
    • Managing own S/MIME keys
    • Managing S/MIME keys of recipients
  • GuardSettings
• Index