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User guide 'My Office' services

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					    User guide
    ‘My Office’
    services





Important	note:
This version of the User guide applies only to the RIA (Web 2.0) interface access to My Office.
A further section on the classic Web 1 interface will be completed at a later stage.



Summary
.   Introduction	                                                                                4
	    . User prerequisites previous to any use of My Office                                      4
     . URL of My Office services                                                                4
     .3 Your account, login and password	                                                        4

.   First	connection	                                                                            5
	    .    My Office Welcome Page access                                                         5
     .    My Office Welcome page settings                                                       6
     .3    My PC Sync.                                                                           8

3.   The	My	Office	advanced	Web	interface	description	view	(Rich	Internet	Application	-	RIA)      9

4.   Tips	on	how	to	best	use	the	advanced	Web	interface	(RIA	or	Web	.0)	                         0
	    4. Drag and drop an e-mail                                                                  10
     4. Drag and drop a contact from your contact (list or card view)                            11
     4.3 Drag an event (from the main calendar) and drop it into a new timeslot	                  12
	    4.4 Right click on an e-mail folder	                                                         12
	    4.5 Right click on your Quick calendar portlet	                                              12
	    4.6 Right click on a specific date in your Quick calendar portlet	                           13
     4.7 Right click on a specific calendar                                                       13
     4.8 Right click on a contact category in the portlet                                         13

5.   Main	functionalities                                                                         4




                                                            
6.    My	Office	e-mail	service	                                                                                 4
	     6.   Basic e-mail services                                                                               14
      6.   Advanced e-mail services                                                                            25

7.    My	Office	contacts	                                                                                       30
	     7. Basic contact services                                                                                30
      7. Advanced contact services                                                                             34

8.    My	Office	calendar	                                                                                       40
	     8. Basic calendar services                                                                               40
      8. Advanced calendar services                                                                            46

9.    My	Office	tasks	                                                                                          50
	     9. Create your tasks                                                                                     50
      9. Manage your tasks                                                                                     50

0.   Some	illustrative	examples	of	more	advanced	functionalities	                                              53

.   Settings	                                                                                                 54

.   Troubleshooting	                                                                                          57

3.   Glossary	                                                                                                 58



The	service	is	constantly	updated	to	always	fulfill	your	needs.	So,	it	may	be	that	some	information	is	not	available	on	
this	guide.	You	will	find	the	most	updated	information	on	the	latest	evolutions	in	the	Help	section	(HELP	link	on	the	top	
right	corner	of	each	page).	Please	refer	to	the	HELP	section	frequently	to	obtain	the	latest	information.




                                                            3
.		Introduction	
.		The	User	prerequisites	(previous	to	any	use	of	My	Office)	

My Office is available on an advanced Web interface (Rich Internet Application) which provides you with a rich user
experience enabling:
 	 drag and drops, right clicks, an easily navigable tab structure
 	 access via an Internet connection to all your e-mails, calendar and contacts from anywhere
   providing the same enriched environment from wherever My Office is accessed from
 	 an	automatic refreshing of the page without requiring any specific action from you
 	 auto updates when a new version is available.

It is important to note that your Web browser must be compatible in order to use this advanced Web interface.
Two compatible browsers are currently available: Internet Explorer version 7
(http://www.microsoft.com/windows/downloads/ie/getitnow.mspx) and above and Firefox version 1.5 and above.

If your browser is not compatible, you will be automatically redirected to My Office’s classic interface.

To check the name of your browser:
 	 click on the Help menu of your browser (see the question mark in the navigation bar)
 	 select the link About.
If your browser is not compatible, you can download Firefox version 2 for free, directly from the official Website
(www.firefox.com). This browser can be legally used for free.

To access to My Office’s classic interface:
 	 click on the link Go	to	classic	interface inserted in the top right corner of the advanced interface.

Note that all the advanced features mentioned above (right clicks, drag and drops, auto refresh) will not be available
on the classic interface, and so in order to guarantee a full compatibility with all types of browsers.

Note:		 tudies are currently in progress to determine whether My Office’s advanced interface is fully compatible with
      S
      other browsers such as Safari, Opera and Netscape.




.		URL	of	My	Office	Services		

The URL of My Office is: https://myoffice.mobistar.be




.3		Your	account,	login	and	password	

The My Office administrator must inform you that:
 	 your account is now created
 	 your login/password will be provided to you

By default, your login is the name of your e-mail address.
E.g. If your name is Hugo de Vries, your login would be hugo.devries

	 your password should be changed to respect minimum security measures.




                                                              4
When entering your new password, its level of security (minor/medium/high) will be indicated via the security gauge.

The level of security is not mandatory, only indicative.
If your prerogative is to have a highly-secure password, you must enter a password with at least 6 characters including:

	   at least one number
	   at least one letter
	   at least one capital letter
	   at least one specific character.




.		First	Connection	
.		My	Office	Welcome	Page	access

To access My Office Welcome Page, you must:

	 authenticate yourself with your login and password
	 tick the box as to whether you wish your credentials to be remembered for you next connection
	 once connected, you enter My Office Welcome Page.

On My Office Welcome Page, you can immediately access the following services:

	 your e-mails
	 your address book
	 your calendar
  your tasks
  PC Sync.
	 the Quick Address Book
	 the Quick Calendar
	 the Quick Planning.




                                                            5
.		My	Office	Welcome	Page	settings

The page dedicated to options is called Settings
To enter this page, you can either:

	 click on the Settings button on the top right of the page,
	 or click on the Access	your	settings button on the left of the page, just below the 3 main icons.




                                                                                            Options button


                                                                                            Access your settings




This opens a new window listing the 6 available setting options, respectively named:

    General
	   Web	Mail	
	   Signature
	   Out	of	office	reply
	   Address	book
	   Calender.




                                                                                 6 available setting options




                                                           6
To set up the options on your Welcome Page:

	 click on the General button
	       it will open a new window called ‘General’.

This page will appear as the default page each time you click on either the Settings button
or the Access	your	settings button.




                                                                                 General page



                                                                                 Cancel your choice



                                                                                 Confirm your choice




	 then, go to the	Welcome	Page	by	default scrolling menu




	 scroll the menu
	 select the page by default you wish to see as your home page.

You can choose amongst ‘Home Page’, ‘Inbox’, ‘Address Book’, ‘Calendar’ and ‘Tasks’.

If you select Welcome	Page, your welcome page will be your Welcome page by default.
If you select Inbox, your e-mails page will be your home page by default.
If you select Address	Book, your address book page will be your home page by default.
If you select Calender, your calender page will be your home page by default.
If you select Tasks, your task page will be your home page by default.



	 confirm your choice by clicking on the Save button in the lower right corner of the page
	 or cancel it by clicking on the Cancel button in the lower right corner of the page and select another choice.




                                                            7
The second scrolling menu named the Show	QuickPlanning is not related to the settings of your Welcome Page.
So, you don’t need to access your settings because there you can only modify the representation of your calendar.




At anytime, you can return to your Welcome Page by closing all the opened tabs.




.3	My	PC	Sync.

My PC Sync. application allows you to enter your data (contacts, events, tasks) only once and to access them directly
in Outlook, Outlook Express (contacts only) and your My Office address book.

If you change a contact’s detail, it is automatically updated in your Outlook or Outlook Express after synchronization
and vice versa, as soon as you change a contact’s detail in Outlook, it is automatically updated in My Office.

You can access all your contact lists, wherever you are. This is also a precious backup in case of lost data.

You only need a few minutes to download and install the My Office PC Sync. application on your desktop.

Once the installation is complete, you will be able to synchronize your contacts, events and tasks with your Outlook
or Outlook Express and your My Office account.

All your data are stored and saved.

Please note that your login must be your default email address (@myoffice.mobistar.be).




For any further information, please refer to the HELP section on Mobistar’s website.



                                                             8
3.		The	My	Office	advanced	Web	interface	descriptive	view	(RIA)
The My Office Interface is an intuitive and advanced tool.
You can immediately use 5 time-saving ways of accessing your services:

	   a navigation via tabs
	   a Quick Address Book
	   a Quick Calendar
	   a Quick Planning
	   a PC Sync.




                                                                         A	navigation	via	tabs:	one interface
                                                                         to manage your e-mails, your con-
                                                                         tacts and calendar.




                                                                         Quick	Calendar,	Quick	Address	Book	
                                                                         and	Quick	Planning: view your meet-
                                                                         ings and look for your main contacts.




                                                          9
4.		Tips	on	the	best	way	to	use	the	advanced	Web	interface	(RIA)



                                                                                  Right	click:	a fast and easy way to
                                                                                  send, modify, move, print an e-mail,
                                                                                  a contact or a meeting.



                                                                                  Drag	&	drop:	change the timing of a
                                                                                  meeting, sort an e-mail in a folder by
                                                                                  easily drag & dropping it into the
                                                                                  appropriate folder.




Hereunder are listed all the tips via drag and drops and right clicks showing the correlation between e-mail and calendar,
contacts and e-mail, etc…

DRAG	&	DROPS
4.1 Drag & drop an e-mail
4.2 Drag & drop a contact (from your list or card view)
4.3 Drag & drop an event from the main calendar to another timeslot

RIGHT	CLICKS
4.4 Right click on an e-mail folder
4.5 Right click on your Quick calendar portlet
4.6 Right click on a specific date in your Quick calendar portlet
4.7 Right click on a specific calendar
4.8 Right click on a contact category in portlet




4.		Drag	&	drop	an	e-mail	

Scenario	:	drag	an	e-mail	in	inbox	&	drop	it	into	an	e-mail	folder

It moves the e-mail into the targeted folder.




                                                            0
Scenario	:	drag	an	e-mail	in	inbox	&	drop	it	into	the	address	book	button

It adds all the names mentioned in the e-mail (sender and recipients) to the address book (via a confirmation screen).




4.		Drag	&	drop	a	contact	from	your	contact	(list	or	card	view)

Scenario	3:	drag	a	contact	(list	or	card	view)	&	drop	it	into	the	e-mail	button

It opens a new e-mail to be addressed to this contact.




Scenario	4:	drag	your	contact	(list	or	card	view)	&	drop	it	into	a	contact	category	in	the	portlet

It changes the contact category.




                                                            
4.3		Drag	an	event	(from	the	main	calendar)	and	drop	it	into	a	new	timeslot

Scenario	5:	drag	an	event	(from	the	main	calendar)	and	drop	into	a	new	timeslot

It updates the calendar with the new date of the event and/or its new timeslot.




4.4		Right	click	on	an	e-mail	folder

Scenario	6:	right	click	on	an	e-mail	folder

It allows to rename, delete or empty the folder or to delete it.




                                      Right	click




4.5		Right	click	on	your	Quick	calendar	portlet

Scenario	7:	right	click	on	your	Quick	calendar	portlet

It allows to go directly to today as your calendar will show the meetings planned for today.




                                 Right	click




                                                              
4.6		Right	click	on	a	specific	date	in	your	Quick	calendar	portlet

Scenario	8:	right	click	on	your	Quick	calendar	portlet

It opens this day in the calendar and creates a new event.




                                    Right	click




4.7		Right	click	on	a	specific	calendar

Scenario	9:	right	click	on	a	specific	calendar

It can create a new calendar that can be renamed or deleted.




4.8		Right	click	on	a	contact	category	in	the	portlet

Scenario	0:	right	click	on	a	contact	category	in	the	contact	portlet

It can create a new category that can be renamed or deleted.




                      Right	click




                                                             3
5.		Main	functionalities
My Office gives you access to 4 main services:

	   My	Office	e-mails: create, read, send, receive and manage all your professional e-mails
	   My	Office	Contacts: easily remain in touch with your contacts with the My Office Address book
	   My	Office	Calendar: manage your own time schedule and invite your contacts to meetings
	   My	Office	tasks: organize yourself by managing your tasks on a daily basis according to their due date or searching
    them by their title.

                                                                                  E-mail: send, receive, transfer your
                                                                                  professional e-mails via the Web Mail
                                                                                  using an address personalised with
                                                                                  the name of your company


                                                                                  Contacts: manage your contacts
                                                                                  directly from your computer, get
                                                                                  access to any phone number, postal
                                                                                  address or e-mail at anytime.


                                                                                  Calendar: organise your working
                                                                                  days and meetings with the
                                                                                  advanced agenda


                                                                                  Tasks: manage your tasks, sort them
                                                                                  according to their due date or search
                                                                                  them by their title.

6.		My	Office	e-mail	services
6.		Basic	e-mail	services

To manage your e-mails, you can use:



                                                                                             Tabs bar with a reception
                                                                                             mailbox, an address book,
                                                                                             an agenda, tasks



                                                                                             ‘New’ and ‘More’ buttons




                                                                                             E-mails view list




                                                                                             Folders tree diagram




                                                           4
6..		Write	a	new	e-mail	and	send	it	to	one	or	several	e-mail	addresses	(To/Cc/Bcc)

	 Write	a	new	e-mail

Click on the New button in the top left, under the first tab.




This action will open an e-mail in a new tab. 4 e-mail fields are available:

    	   To: e-mail address of main(s) recipient(s)
    	   Cc: e-mail address of copied recipient(s)
    	   Bcc: e-mail address of hidden recipient(s)
    	   Subject: the e-mail title

By default, only the To button appears as it is the only mandatory field. If you wish to add the Cc and Bcc fields:

    	 click on their respective links, at the right of the Subject field




    	 fill in the fields according to your needs
    	 enter your text in the appropriate space
    	 use all the available options to enrich your text if needed (font, size, colour, bullet points, insert a link
      to a Web page, add an attachment, etc…)
    	 select either an HTML or text format.

Sending a message in a text format will delete the formatting of your text; it will appear as a plain text.

	 Send	an	e-mail

Before sending an e-mail, it is important to select the e-mail recipients.
There are 3 recipient fields:

    	 To:	e-mail address of main recipient(s) – mandatory
    	 Cc:	e-mail address of copied recipient(s) – optional
    	 Bcc:	e-mail address of hidden recipient(s) – optional.

  Tip: before sending your e-mail, you can choose to receive a confirmation mail that the targeted recipient has actually
       received your e-mail.



                                                                5
    	 Fill	the	e-mail	fields

To fill the e-mail fields, you can either:

	      	 enter the complete e-mail address
	      	 	 r enter the first letters of the targeted e-mail address so an already-used address starting with the same letters will
         o
          automatically be suggested
	      	 or click on the To/Cc/Bcc buttons and select your contacts directly from your Address book.




E.g. You wish to send a message to Olivia Moore by searching for her name in your Address book.

	      	 click on the To button.
A new window appears.
	 	 enter the name Moore in the first field
	 	 click on the OK button.
Olivia Moore’s e-mail address appears.
	 	 click on the Select button
	 	 click on the	Add button
	 	 Olivia Moore’s e-mail address will be automatically inserted in the	To field

	      	 repeat this process to add more recipients from your Address book.

At anytime, you can delete the names of the recipients by clicking on the	Delete	all button.

You can enter one or more e-mail address(es) in each recipient field.
In case of several addresses in the same field, separate them by a comma or a semicolon.



6..		Attach	file(s)	to	e-mails

You can attach different types of files (.doc, .xls, .pdf, .ppt …) to an e-mail. The number of files attached to an e-mail is
unlimited. The total size of all attached files is limited to 20 MB. An alert is automatically sent as soon as your attachment is
up to 10 MB.




                                                                6
To attach a file to an e-mail:

	      	 click on the Add	attachment button.

It will allow you to go through your files in order to choose and select the right one to attach.
Once you attached the file(s) to the e-mail, it is impossible to create other e-mails in parallel.

     Tip:	 during the time the file is attaching, you can continue to write your e-mail text.



6..3		Create	and	insert	a	signature

    	 Create	a	signature

To create a signature:
	 	 either click on the Settings button at the top right of the page
	 	 or click on the More button, select Mail Settings and click on the Manage	signatures link.




A new page dedicated to ‘Signature settings’ will be displayed.

 	 click on the New button to create a new signature,
	 	 	 nter the signature name/title in the related field (e.g pro, perso, family,…)
       e
         so you will be able to select the appropriate signature according to your needs
	      	 enter the text (e.g. first name, surname, title, phone, mobile, fax, Website address) and a logo.




	      	 save your signature by clicking on the Save button.


                                                                 7
The message ‘Signature successfully saved!’ will appear.

	      	 delete it by clicking on the Delete button
	      	 click on the New button and enter a new signature
	      	 click on the Default tick box in order to save your signature as the default one.

Each time you insert your signature at the end of a message, the signature selected as the default one will appear.

	      	 click on the tick box called Automatically	include	signature so each time you write a message, you can send it
         directly without clicking on the Insert	a	signature button on the top right of the e-mail page
	      	 click on the Cancel button to close the options window and return to your e-mail page.

    	 Create	several	signatures

To create several signatures:

	      	 repeat the process by clicking on the New button
	      	 enter the second text (e.g. first name, surname, title, phone, mobile, fax, Website address) and a logo
	      	 save it.




                                                                                      Signatures appear in an
                                                                                      alphabetical order




Each time you send a message, and if you wish to use a signature different from the default one:

	      	 click on the Insert	a	signature on the e-mail page
	      	 scroll the menu
	      	 select the signature to add to the message you wish to send.




                                                                                      Default signatures




In the scrolling menu called Insert	a	signature, the default signature will be indicated as (By	default).

    	 Create	Business	Cards

To create a business card, there are 2 possible versions: one complete and one light and fast.

                                                               8
A	complete	version

	   	 click on the Address	book button
	   	 click on the New button.




A new window will appear.

	   	 fill in the fields according to your needs.
Only the Surname field is mandatory.




In case, you forget to enter the contact’s surname, an error message will appear and ask you to fill it in properly.




	   	 save your contact sheet by clicking on the Save button
	   	 delete it by clicking on the Delete button.




A	light	and	fast	version

	   	 click on the Address	book icon
	   	 click on the last icon, at the far right of the page, under the print icon
	   	 scroll the menu
	   	 select the criteria you wish to see on the business card by clicking on it.
	   	 The available criteria are: ‘first name’, ‘nickname’, ‘professional and personal
      e-mail’, ‘phone’, ‘mobile’, ‘company’, and ‘category’.
	   	 to cancel a criterion, click on it again




                                                             9
	      	 go to the More menu
	      	 scroll the menu
	      	 select Add	contacts.




A new window will appear.




	      	 fill the fields.
The fields that will appear are the ones that you have previously selected.

	      	   add several contacts by clicking on the Add button
	      	   save your choice by clicking on the Save button
	      	   delete it by clicking on the Delete button
	      	   click on the Address	book button
	      	   click on the Show	business	cards button
	      	   use the alphabetical tabs to see the business cards.




                                                                                    Show business cards icon




    	 Insert	an	avatar	to	customise	your	business	cards

At any time, you can customise your business cards using avatars. An avatar
is a picture commonly used on the Internet as a virtual ID to represent yourself.
The format can be .jpeg, .gif or .bmp.

A resolution of 72 dpi and a size of 60x80 pixels are required to ensure a
high-quality image. In case you download a bigger or smaller image, it will
automatically be resized.

To insert an avatar:
	 	 click on the New	contact button
	 	 click on the black arrow next to the green picture.
	 	 a pop-up will open showing a list of avatars.


                                                                  0
	      	 either click on one of the list
	      	 or download another one from your desk or Internet.


    	 Settings

To set up the vCards view, you can either:

	      	 go to the	Options button on the right top corner of the Address book page
	      	 or go to the More button and select Contacts	settings.

A new window will appear.

	      	   go to the vCards	view section
	      	   select the number of contacts per page (pages 4, 8, 16 or 32) via the first scrolling menu
	      	   select the first name/surname display via the second scrolling menu
	      	   go to the Default	display section
	      	   select	List	so your contacts will appear as a list of contacts
	      	   or select vCards so your contacts will appear as vCards
	      	   save or delete your choice.




    	 Insert	an	automatic	signature	

To insert an automatic signature, you can either:

	      	   go to the Options button in the top right corner
	      	   click on Web	Mail
	      	   or click on the More button just under the tabs bar
	      	   scroll the menu
	      	   select Settings.

A new window will appear.

	      	 go to the	Signatures section
	      	 tick the box called Automatically	include	signature
	      	 click on the	Save button.


                                                                 
    	 Modify	your	signature

To modify a signature, you can either:

	      	   click on the	Options	button in the top right corner of the page
	      	   or click on the More button
	      	   scroll the menu
	      	   select	Settings.

Once on the Options page:

	      	 click on the	Web	Mail	options
	      	 go to the	Signatures section
	      	 scroll the	Signature	name menu.
All the signatures already created will appear.




	      	 select the one you wish to modify
	      	 enter a new text or/and a logo
	      	 click on the	Save button to validate your choice.


6..4		Read	a	received	mail.	Reply	to	the	sender	or	to	all	recipients.	Forward	the	mail	to	a	third	person.

    	 Read	a	received	e-mail

To read your e-mails:

	      	 go to your	Inbox by clicking on the	Inbox icon
	      	 your e-mails are listed
	      	 your unread mails appear in bold and their number will be indicated next to your Inbox.




                                                               
	There are 3 ways to open it:

	    	 double click on it.
It will open a new tab whose name will be the subject of the e-mail.

	      	 right click on it, then select the	Open link.
It will open the e-mail in a new tab whose name will be the subject of the e-mail.

	      	 click on the Show	the	display	panel icon, on the right of the page, just before the print icon.
The text will then appear in the same page, in a dedicated section below the last received e-mail.




                                                                                       Show business cards icon



                                                                                       Details of the e-mail text




    	 Reply	to	the	sender	or	to	all	recipients

To reply to the sender or to all recipients, you can:

	      	 select an e-mail in the list view by clicking on the related tick box
	      	 click on the Reply	to button.
Your answer will be sent to the sender (one e-mail address) only.

	      	 click on the	Group	reply button.
Your answer will be sent to all recipients.

You can also use the right click:
	 	 right click on an e-mail in the list view
	 	 scroll the menu
	 	 select the	Reply	to or Group	reply button in the vertical menu.




In those 2 cases, the text of the original e-mail will remain inserted in the reply text.




                                                                3
    	 Forward	an	mail	to	a	third	person

To forward an e-mail to a third person:

	      	 select the e-mail you wish to send
	      	 click on the	Forward button.
There is no predefined recipient.
	 	 enter the e-mail address (es) of the third party (parties).

The text of the original e-mail will remain inserted in the reply text.




6..5		Print	or	delete	an	e-mail

    	 To	print	an	e-mail

To print an e-mail, you can either:

	      	 right click on it in the list view
	      	 select Print in the scrolling menu
	      	 or go to the Print	icon on the right of the page and click on it.

The e-mail will appear in a new window as well as your print options.
	 	 select your options and click on the OK button to validate your choice.




    	 To	delete	an	e-mail

To delete an e-mail, you can either:

	      	   select an e-mail
	      	   click on the Trash icon
	      	   or right click on an e-mail
	      	   select Delete in the scrolling menu.




                                                                4
A confirmation message will appear: ‘Are you sure you want to delete the selected message?’
	 	 click on the Yes button to validate your choice, the selected e-mail will be erased
	 	 click on the No button to cancel your choice.




6..6		The	refreshing	of	incoming	e-mail	is	automatic.

Each time you receive an e-mail, it will automatically appear in bold in your mailbox along with all your other unread
e-mails. You won’t need to refresh your inbox.




6.		Advanced	e-mail

6..		Save	e-mail	before	sending	

	      	 click on the New button
	      	 write a new e-mail
	      	 click on the Save button just under the tabs bar.
Your e-mail will be saved and automatically forwarded to the Draft	folder.




6..		Create	specific	folders	and	sort	(manually	/	automatically)	e-mails	in	specific	folders

    	 Create	specific	folders

	      	   go to your e-mail folder
	      	   right click on the Personal	folders link
	      	   click on the Create link
	      	   a new folder appears
	      	   name it.

Your personal folders will appear as a list in the left vertical folder tree diagram.



                                                               5
Using a right click on a folder enables you to:

	      	 rename	it
	      	 delete	it.
A warning message will appear. E.g. ‘Are you sure you want to remove folder
financial report?’ If you select Yes, the folder will be erased.

	      	 or empty	it.
A warning message will appear. E.g. “Are you sure you want to transfer
the messages in this folder to the recycle bin?”
If you select Yes, the content will be forwarded into the trash but the folder
will remain visible.



    	 Sort	your	received	e-mails

	      	 select an e-mail
	      	 drag and drop it in the targeted folder
	      	 while dragging the selected e-mail, a red mark will appear to indicate that it is being removed from the
         Inbox folder and has to be dropped in another one,




	      	 while dropping it, both the selected e-mail and the targeted folder will appear in green to indicate that
         your action has been done correctly.




6..3		Specific	types	of	e-mail	(meeting	invitation,	block	spam)	

    	 Create	a	meeting	invitation

To create a meeting invitation, you can:

	      	 go to the Calendar
	      	 select the meeting you wish to
         send as an invitation

	      	 click on the Send	an	invitation link

A new window appears.

	      	 enter all the recipients’ e-mail addresses
         you wish to invite to that meeting and
         separate them by a comma.

                                                               6
	     	 click on the Send button, so the invitation is sent to the selected addresses
	     	 click on the	Cancel button and repeat the invitation process.

    	 Mark	an	e-mail	as	spam

To mark an e-mail as spam, you can:

	     	 select an e-mail
	     	 right click on it
	     	 select the Mark	as	spam link in the scrolling menu.

The selected e-mail is automatically redirected to the	Junk	mail folder in
the mail folder tree.



6..4		Search	your	e-mails

You can perform a search of received, archived, sent, deleted e-mails.
To search your e-mails:

	     	 click on the e-mail icon
	     	 click on the scrolling menu on the right in the horizontal navigation bar
	     	 select the filtering keys you wish to use to search for your e-mails.

The following filtering keys are available:
‘From’, ‘To’, ‘Subject’ and ‘Date’.




 	    	 double-click on the From button, so your e-mails will be sorted by the sender filtering key in alphabetical order
	     	 double-click on the To button, so your e-mails will be sorted by the recipient’s e-mail address filtering key in
         alphabetical order

                                                              7
	      	 double-click on the Subject button, so your e-mails will be sorted by the subject filtering key in alphabetical
         order taking into account the first letter of the subject
	      	 double-click on the Date button, so your e-mails will be sorted by the date filtering key showing either the most
         recent e-mails first or the oldest ones.

To switch from one order to another, simply double-click on the Date tab again and refer to the up or down arrow sign.




                                                                                          Up or down arrow sign




6..5	Mail	alias	management

Only your administrator can create your secondary-level user accounts.

An e-mail “box” is the main e-mail account (@myoffice.mobistar.be). An e-mail alias is one of several different e-mail
addresses whose e-mail is delivered to the same e-mail box. To access this e-mail, log in to your mail server with the
name and password for the main e-mail box (@myoffice.mobistar.be).

For any further information, please contact your administrator.



6..6	Security

By default, any suspected/spam e-mail will be redirected to the ‘Junk e-mails’ folder.

    	 Decide	if	a	specific	e-mail	is	a	spam	or	not

	      	 right click on the specific e-mail
	      	 select the Register	as	spam link in the scrolling menu
	      	 the spam e-mail is automatically forwarded to the ‘Junk e-mail’ folder.


6..7	E-mail	attributes

    	 Change	the	‘read’/’unread’	status	of	an	e-mail	(manually)

	      	   right click on the selected e-mail
	      	   select the Mark	as	read / Mark	as	unread link
	      	   if the e-mail is marked as	unread, it will appear in bold with an inbox mark in front of it
	      	   if the e-mail is marked as read, it will appear as normal.




                                                                  8
    	 Manage	priority	levels	on	your	sent	e-mails

The ‘Normal’ level of priority is selected by default.
To switch the priority status from ‘Normal’ to ‘High’, you can:

	      	   go to the Inbox icon
	      	   click on the New button
	      	   click on the	Normal	scrolling menu
	      	   click on the Urgent link.




It will flag your e-mail as an urgent one.




    	 Flag	your	received	e-mails	

To flag your received e-mails, you can:

	      	   select an inbox e-mail
	      	   right click on it
	      	   select the Add	flag link
	      	   the selected e-mail will appear as flagged in the inbox list which can be an easy way to sort it.




                                                                 9
7.		My	Office	contacts

7.		Basic	contact	services

7..		Create	a	new	contact	

    	 Create	a	new	contact	in	your	Address	book

A complete way:

	      	 click on the	Contact icon
	      	 click on the New button
A new window appears.
	 	 fill the fields according to your needs.
The Surname field is mandatory.

There are 4 sections including ‘General’, ‘Professional’, ‘Personal’ and ‘Additional information’ to help you gathering any
piece of information you consider relevant about your contacts.




	      	 select a category amongst ‘New folder’, category ‘Personal’, category ‘Professional’, category ‘Friends’ and
         category ‘Family’ as your new contact has to belong to a category,




	      	 if you click on the Save button, your new contact will automatically be created in the list. His/her vCard can
         also be displayed
	      	 click on the Cancel button and repeat the process.

A fast way:
	 	 go to your Address book
	 	 click on the More scrolling menu
	 	 select the Add	contacts link.


                                                               30
A new window will appear.
	 	 fill in the fields according to your needs.


    	 Create	a	contact	from	an	e-mail	address

	      	 go to your Inbox
	      	 right click on your new contact’s e-mail address
	      	 select the Add	to	the	address	book link via the scrolling menu,




	      	 a new window appears in a new tab named New	contacts
	      	 fill in the fields according to your needs.
The e-mail address field has been automatically filled as you have created this contact from his/her e-mail.




	      	 click on the Save button to validate your choice so your new contact will be added in your contact list.
         His/her vCard can also be displayed.



7..		Sort	your	contacts

    	 Sort	contact	by	name,	First	name

You can sort your contacts via the following filtering keys:
‘Name’, ‘Surname’, ‘Nickname’, ‘Work e-mail’, ‘Work phone’, ‘Work mobile’, ‘Company’, ‘e-mail’, ‘Phone’, ‘Mobile’, ‘Category’.

To sort by Name and First name:
	 	 double-click on the Name in the horizontal navigation bar.

The contacts will appear in an alphabetical order taking into account the first letter of the names of your contacts.



                                                              3
	      	 double-click on the First	name in the horizontal navigation bar.

The contacts will appear in alphabetical order taking into account the first letter of the first names of your contacts.




    	 Sort	contact	by	category

4 categories are available amongst which ‘Professional’, ‘Personal’, ‘Friends’, ‘Family’.
To sort your contacts by category you can either:

	      	 select a category when creating/modifying the contact sheet




	      	 or right click on the contact showed in the contact list
	      	 select the Change	the	category link in the scrolling menu to switch from one category to another.




	   	 double-click on the Category in the horizontal navigation bar.
The contacts will appear in alphabetical order taking into account the first letter of the category.




7..3		Modify	an	existing	contact	(including	contact	deletion)

To modify an existing contact, you can either:

	      	 double-click on your contact.

It will open in a new tab.

	      	 or right click on it
	      	 select the Open	a	new	tab link via the scrolling menu.


                                                              3
The contact’s sheet will open in a new tab.
	 	 to modify all the data under your contact, you must change the data one by one.
In case of a multiple selection, the contacts will appear in a new frame named Edit	contacts, one under the other.
	 	 change the fields according to your needs,




	   	 click on the Save button to validate your choice
	   	 click on the Cancel button and repeat the process.


7..4		Search	your	contacts:	Quick	address	book	

To search for one of your contacts, use your Quick address book as follows:
	 	 enter your contact’s name in the search field named Quick	address	book
	 	 click on the OK button.
The results of your search will be displayed in the space just below the search field.

You can also:
	 	 enter the first letters of your contact’s name.
All the names beginning with the same letters will be automatically suggested.

E.g. enter the 3 letters ‘Moo’
The search engine will look through the Quick address book suggesting the 2 names beginning with the same letters:
Moore Olivia and Moore Julianne.




	   	 select the appropriate one
	   	 click on the OK button.
It will open a new tab named ‘Search’ showing the selected contact.

In case you enter a name that is not recognized as one of your contacts, a pop-up will appear with the following question
‘Do you want to create a contact?’




	   	 if you click on the Yes button, it will open a new tab named New	contact. Fill the fields according to your needs.




	   	 If your click on the No button, the new name you entered won’t be added to your Address book.

                                                              33
7.		Advanced	Contact	Services

7..		Use	of	a	contact	sheet	to	send	a	piece	of	information	(e-mail,	invitation	…)

    	 Send	an	e-mail	to	a	contact

To send an e-mail to a contact, you can either:
	 	 go to your Address book
	 	 select a contact in the contact list
	 	 right click on it
	 	 select the Send	an	e-mail link in the scrolling menu,




	      	 or click on the Send	an	e-mail / Send	an	invitation icons in the horizontal navigation bar.
It will open a new tab called ‘Untitled’ as none subject has been entered yet.
Your contact’s name will automatically be added to the To field.




    	 Send	a	contact	sheet	by	e-mail	to	a	third	party

To send a contact’s sheet to a third party, you can either:

	      	   go to the Address book
	      	   select a contact
	      	   right click on it in the contact list
	      	   select the Send	by	e-mail link via the scrolling menu




	      	 or click on the More button in the horizontal navigation bar
	      	 select the Send	by	e-mail link in the scrolling menu


                                                               34
A new tab named untitled will appear as no subject has been defined yet.
Your contact’s sheet will be included in the text in this new e-mail you can address to a third party.




	      	 fill the field To (mandatory) and Subject fields before sending your message.




7..		Display	a	contact	as	a	Business	card	and	use	it

    	 Display	a	contact	as	a	Business	card

To display a Vcard, you can:

	      	 go to your Address book
	      	 select a contact in the contact list
	      	 click on the Show	business	cards icon to the right of the horizontal navigation bar.
A Business card will appear showing any piece of information you had entered when completing the contact sheet.




                                                                                       Show business cards icon




                                                                                       Display attributes icon




8 contact attributes are available:
‘Professional and personal e-mail’, ‘professional and personal phone and mobile numbers’, ‘Company’ and ‘Category’.

	      	 	 elect the attributes you wish to see in the Business card via the Display	attributes scrolling menu
         s
         in the right corner of the horizontal navigation bar, under the Print icon.




                                                                35
    	 Use	a	Business	card

To use a Business card, right click on it and select one of the following options:
Open	a	new	tab, Change	category, Send	an	e-mail, Send	by	e-mail, Delete, Print, Display	attributes and Refresh.

	      	 if you select the Open	a	new	tab link, all the data related to the selected contact will appear in a new tab
         whose name will be your contact’s name
	      	 if you select Change	category link, it will enable you to easily switch from one category to another,
	      	 if you select Send	an	e-mail link, a new message will appear in a new tab including the selected contact’s
         name as a main recipient in the To field
	      	 if you select the	Send	by	e-mail link, a new message will appear in a new tab including the contact’s information
         sheet in the text space, so this message can be forwarded to a third party
	      	 if you select the	Delete link, it will erase the contact
	      	 if you select the Print link, it will connect you to your printer
	      	 If you select the Display	attributes link, it will enable you to display the attributes you wish to see in the
         contact’s sheet.

You can sort your Business cards by using the alphabetical scale.




    	 Use	a	vCard	format

A vCard is a specific format in .vcf or .vcard dedicated to the exchange business cards.
E.g. Gert can send a vCard as an attachment file to his contact.




    	 Settings

	   	 go to the options link in the top right corner of the page.
A new window appears.




                                                                 36
	   	   click on the Address	book link on the left corner of the page
	   	   go to the	vCards	view section
	   	   select the number of contacts per page (pages 4, 8, 16 or 32) via the first scrolling menu,
	   	   select the display (‘First name / Surname’ or ‘Surname / First name’) via the second scrolling menu
	   	   click on the Save button to validate your choice
	   	   click on the Cancel button and repeat the process.

You can also choose whether you wish to display your contacts as a list or as vCards by default.
	 	 go to the Default	display section
	 	 select list or vCards
	 	 click on the Save button to validate your choice
	 	 click on the Cancel button and repeat the process.




7..3		Add	a	contact	from	your	e-mail	inbox	using	drag	&	drop

To add a contact to your Address book directly from your inbox:

	   	 go to your inbox
	   	 select an e-mail
	   	 drag and drop it into the Address	book icon.
A new message appears:
‘To create a contact from an e-mail address.’




The sender’s and the recipients’ e-mail addresses only will be added to your address book.
It will appear in a new tab called New	contacts.




	   	 complete the remaining fields such as ‘Surname’, ‘First name’, ‘Work phone’, ‘Work mobile’, ‘Category’…
        according to your needs.

If the contact’s name is already registered as a contact in your Address book, a warning message will be then displayed.




                                                            37
7..4		Shared	contacts	(reading	only)

To share your contacts:
	 	 go to the Calendar icon
	 	 select one of the contact categories you wish to share, right click on it
	 	 select the Properties link
	 	 it opens a new pop-up
	 	 enter the names of your contacts you wish to share this category with
	 	 click on the Add button.




	   	 you can also send a notification to the contacts you’re are sharing the category with
	   	 click on the Save button to validate your choice or on the Delete button to cancel it.
At anytime, you can modify your choice and delete one or more contacts.




7..5		Export/Import	your	contacts	as	vCards

	   	 Export your contacts as vCards

vCard is a file format designed to store contact information.
To export a contact as a vCard means to send his/her contact’s details in a vCard to a third person.

To do so:
	 	 click on the Address	Book icon
	 	 select a contact and double click on it to open his/her contact sheet
	 	 click on the Export	vCard link, just below the Address Book tab.




                                                           38
A new pop up opens.

	   	 download the vCard and save it in a dedicated file
	   	 go to the Inbox tab and click on the New link
	   	 write your email and add the vCard you wish to share by clicking on the	Add	attachment link.




7..6		Import	your	contacts	as	vCards

To import a contact as a vCard means to upload his/her contact’s details into a new contact sheet.

To do so:
	 	 click on the Address	Book icon
	 	 click on the New button, then on the Import	contact link.




A new pop up opens.




	   	 browse your files and select the vCard you wish to enter
	   	 click on the Import	button
	   	 the new contact sheet will be automatically completed with all the contact’s details previously entered in the vCard.

To import a vCard from Outlook:
	 	 select the vCard you received in your email as an attached file
	 	 right click on the vCard and download it on your PC desk
	 	 go to My Office address book
	 	 click on the Address	Book icon
	 	 click on the New button, then on the Import	contact link.




7..7	Most	used	contacts

Your contacts are listed in chronological order in the Quick Address Book.
However, your contacts will soon be ranked according to the ‘most used contact’ criteria.
The more you send emails to a contact, the higher this contact will be listed in the Quick Address Book.




                                                              39
8.		My	Office	Calendar
8..	Basic	calendar	services

8...		Create	an	event	(period,	place)

    	 Create	an	event

To create an event, you can either:

	      	 go to the Calendar
	      	 select a day and a time slot by clicking once and moving your mouse directly on the calendar
	      	 or click on the New	button.

A new window appears.
The selected day and time slots are displayed.




The following fields should be filled in:

	      	 the subject will be showed in the first field named Enter	the	necessary	information.

It is mandatory.
	 	 the place will indicate where the event takes place
	 	 the day, starting and ending times will indicate when the event takes place
	 	 the recurrence of the event has to be selected via the repeat scrolling menu
	 	 any related information will be entered in the Description field
	 	 click on the Save button to validate your choice
	 	 click on the Cancel button and repeat the process if necessary.


    	 Time	and	duration	settings

Once the create	an	event page appears:

	      	 go to the Day section
	      	 the day displayed should correspond to the day you click on in the calendar
	      	 if not, change the date by clicking on the calendar icon


                                                             40
	      	 if you tick the All	day? box, no time slot will be showed by default
	      	 then go to the Starts and Ends fields to indicate the starting and the ending times by scrolling the menu




	  	 click on the OK button to validate your choice.
These time slots will appear in the calendar.
	 	 click on the Cancel button and repeat the process if necessary.

    	 Location	

Once the ‘Create an event’ page appears:
	 	 go to the Place field
	 	 enter the name of the place where the meeting takes place.
It will appear in the calendar when you roll over the event.




    	 Description

Once the ‘Create an event’ page appears:
	 	 go to the Description field
	 	 enter a text to explain the purpose of the event.
It will appear in the calendar when you roll over the event.




	      	 click on the OK button to validate your choice
	      	 click on the Delete button to erase the event from the calendar
	      	 click on the Cancel button so your action won’t be taken into account and repeat the process.


                                                               4
8..		Invite	a	contact	or	not	to	an	event

    	 Invite	a	contact

	      	
       go to your	Calendar
	      	
       select an event
	      	
       right click on it
	      	
       select the Send	an	invitation link.
A pop-up will appear called ‘Send invitations’ followed by the name of the event.
	 	 enter your contact’s e-mail address
If you wish to invite several contacts, separate their names by a comma.
While entering the first letters of your contact’s name, a list of names beginning with the same letters will be suggested.




                                                                                     Suggested e-mail address




	      	 select the appropriate one
	      	 click on the Save button to validate your choice, so an e-mail will automatically be sent to your contact
	      	 click on the Cancel button and repeat the process if necessary.

    	 Invite	a	person	(not	a	contact)

	      	   go to your Calendar
	      	   select an event
	      	   right click on it
	      	   select the Send	an	invitation link
	      	   enter the complete e-mail address of the person you wish to invite to the event.

As the person is not one of your contacts, his/her e-mail address won’t be suggested by the search engine.




	      	 click on the Save button to validate your choice, so an e-mail will be automatically sent to that person
	      	 click on the Cancel button and repeat the process if necessary.


8..3		Modify	and	cancel	an	already-created	event	(including	notification)

    	 Modify	(time,	duration,	location	and	description	text)

To modify an event, you can either:
	 	 double click on the event
	 	 or right click on it
	 	 select the Modify link in the scrolling menu.
The event sheet will open.

                                                               4
	      	 change the field(s) according to your needs
	      	 	 lick on the Save button to validate your choice, so the field you changed
         c
           will be taken into account
	      	 click on the	Cancel button and repeat the process if necessary.


    	 Send	a	new	invitation	

Once you have changed and saved your new data:
	 	 right click on the event whose data have been changed
	 	 select the Send	an	invitation link via the scrolling menu
	 	 enter your contact’s e-mail address
	 	 click on the Save button to validate your choice, so an invitation will be sent to your contact
	 	 click on the Cancel button and repeat the process if necessary.


    	 Cancel	the	recurrence	of	an	event

	      	   go to your Calendar
	      	   select the event
	      	   right click on the Modify link
	      	   change the recurrence (‘none’, ‘daily’, ‘weekly’, ‘monthly’, ‘yearly’) via Repeat in the scrolling menu
	      	   select the recurrence of the event via the scrolling menu




	      	 click on the Save button to validate your choice
	      	 click on the Cancel button to repeat the process
	      	 click on the Delete button to erase the event from the calendar.

Please note that you cannot modify the recurrence of an existing event, but only the one of a new event.



    	 Delete	an	event

To delete an event, you can either:
	 	 right click on it
	 	 select the Delete link in the scrolling menu
A warning message will appear.
	 	 select the Yes button, so the event will be erased from the calendar
	 	 select the	No	button, so the event will remain in the calendar.




                                                                  43
	  	 or double-click on the event
A warning message will appear.
	 	 select the Delete button, so the event will be erased from the calendar.




8..5		The	Quick	planning

It is a time-saving tool which enables you to view all the events of the day, at a glance, without having to open
your calendar. By default, the events of the day are displayed in a list at the bottom of the page but only 3 can be seen
at a time, so you need to scroll down to see all of them.




To view the Quick planning of another day:
	 	 select a past or coming day in the Quick calendar
	 	 the related meetings will be displayed 3 in a row, next to the Quick planning icon.


8..6		Use	of	the	week	view	

To select the calendar display, you can either:

	   	 click on the calendar	tabs in the horizontal navigation bar
	   	 select the week	display view.




                                                            44
There are 2 view modes: a classic and a compact one.

    	 The	classic	view	mode

	      	 click on the Classic	view mode icon on the far right of the horizontal navigation bar
	      	 the events will be displayed in the calendar as green time slots,




                                                                                     Classic view mode icon




    	 The	compact	view	mode

	      	 click on the Compact	view mode icon on the far right of the horizontal navigation bar
	      	 the events of the week will be displayed in a row, from Monday to Friday.




                                                                                     Compact view mode icon




8..7		Auto-Reply	for	Out	of	office

To set up an Out of office auto reply, you can:

	      	   click on the Options link in the top right of the page
	      	   click on the Out	of	office	reply section on the left
	      	   tick the Activate	out	of	office	reply box
	      	   enter your message.

E.g. “Hello, I will be out of the office until next Tuesday, November 11th, 2007. Should you have any queries, please
contact my assistant Alexandra on + 33 (0) 1 55.48.11.11. Thank you.”




                                                                    45
8.		Advanced	

8..		Create	a	recurring	event

	   	   go to your Calendar
	   	   select a day and a time slot
	   	   click on it
	   	   select a Recurrence (‘daily’, ‘weekly’, ‘monthly’, ‘annually’) via the Repeat scrolling menu
	   	   click on the OK button to validate your choice
	   	   click on the Cancel button and repeat the process if necessary.

Customise	the	recurrence	

	   	 click on the Repeat scrolling menu
	   	 select the recurrence (‘daily’, ‘weekly’, ‘monthly’, ‘yearly’) according to your needs
	   	 select the appropriate options for each recurrence.

Daily	recurrence

	   	 select Daily in the Repeat scrolling menu.

By selecting a daily recurrence, you can choose to repeat the event on a daily basis in your calendar.




The	‘Every 1 day’ option will appear by default as you cannot choose to repeat the event every day in your calendar
and display it ‘Every 2 or more days’ at the same time, It would be contradictory.

	   	 or click on the Other	link in the Repeat scrolling menu.
A new window will open.
	 	 enter a number in the Every	…	day(s) field to indicate the display frequency in your calendar
	 	 select a duration via the tick boxes Ends	on	…, Ends	after	…	recurrences or No	ending	date
This field is mandatory.




                                                               46
E.g. John needs to call his delivery manager every 2 days to check if the shipment has arrived. Once the shipment has been properly
delivered to his client, he won’t have to call his delivery manager at the same recurrence. John will create an event called “Call the
delivery manager”, enter the number 2 to schedule his call every 2 days in his calendar and select June 11th as an ending date.

	   	 click on the OK button to validate your choice
	   	 click on the	Cancel button and repeat the process if necessary.


Weekly	recurrence

	   	 select Weekly in the Repeat scrolling menu.
By selecting a weekly recurrence, you choose to repeat the event on a weekly basis in your calendar.




	   	 tick the box in the Options section to indicate the display frequency in your calendar
	   	 select a duration via the tick boxes ‘Ends on …, Ends after … recurrences’ or ‘No ending date’.
This field is mandatory.
	 	 click on the OK button to validate your choice
	 	 click on the Cancel button and repeat the process if necessary.


Monthly	recurrence

	   	 select Monthly in the Repeat scrolling menu.
By selecting a daily recurrence, you choose to repeat the event on a monthly basis in your calendar.




                                                                 47
	 	     	 select the day of the month and its frequency
E.g. the second Thursday every 3 months.
	 	 	 or select a day of the week and apply both a recurrence criteria and a frequency to it.

E.g. Eduardo needs to join his Europe Marketing Manager every second Thursday of every month.
He will select Second and Thursday via the scrolling menu, then enter the number 1 to indicate that the call will
be repeated every month in his calendar.

	     	 select a duration via the tick boxes ‘Ends on …, Ends after….recurrences’ or ‘No ending date’
This field is mandatory.
	 	 click on the OK button to validate your choice
	 	 click on the Cancel button and repeat the process if necessary.


Annually	recurrence

	     	 select	Yearly	in the	Repeat scrolling menu.
By selecting a daily recurrence, you choose to repeat the event on an yearly basis in your calendar.




	     	 select a day and month
E.g. every 3rd of June
	 	 or select a day of the week and apply both a recurrence criteria and a frequency to it
E.g. every 3rd Thursday of June
	 	 select a duration via the tick boxes ‘Ends on …, Ends after … recurrences’ or ‘No ending date’
This field is mandatory.
	 	 click on the OK button to validate your choice
	 	 click on the Cancel button and repeat the process if necessary.




8..		Your	Quick	Calendar	

It is a time-saving tool which enables you to see all the events planned on a specific date, in your Quick planning
by clicking on that date.
By default, the events of today will appear.
At anytime, you can click on another date (past or to come) to check the events.




                                                            48
8..3		Multi	calendar

To improve your project management, you can create several calendars (e.g: marketing project 1, marketing project 2,
financial report, meetings abroad, sports…) and for each of them, associate a specific color.
You will be able to quickly view your events, by themes and colors.

To create several calendars:

	   	   click on the Calendar icon
	   	   go to the bottom of the Calendar Manager and click on the New	link
	   	   a new pop up called ‘create a personal calendar’ opens
	   	   enter a title and select a color
	   	   click on OK to validate your choice or on Cancel to delete it.




                                                          49
9.		My	Office	tasks

9.		Create	your	tasks

	      	 click on the Tasks icon (1st icon on the right below the My Office logo),




	      	 click on the New button on the task menu.

The following fields can be completed:
	 	 title (mandatory)
	 	 due date
	 	 description
	 	 priority (low/normal/high)
	 	 status (not started/in progress/done)
	 	 recurrence (none/daily/weekly/monthly/annually).




9.		Manage	your	tasks

    	 To	modify	a	task

You can either:

	      	 directly double-click on a task to edit it
         A new window will appear.

	      	 modify the fields to be changed
	      	 click on the OK button to validate your choice.

	      	 or select a task by ticking the box in front of it
	      	 click on the Edit button

	      	 modify the fields to be changed
	      	 click on the OK button to validate your choice.
.




                                                              50
    	 Delete	a	task/several	tasks

	      	 select a task by ticking the box in front of it
	      	 click on the More button
	      	 select Delete in the scrolling menu

A confirmation message saying ‘Do you want to delete the selected task?’ will appear.
	 	 select Yes to confirm your choice or No to cancel it.




    	 Search	a	task	directly	from	the	title

	      	 enter any word contained in the title to search all the related tasks.

E.g looking for the Financial report.
	 	 enter the word ‘financial’ in the search engine, or even the first letters ‘fi’
	 	 click on the Go button to launch the search
	 	 any task with the word ‘financial’ in its title will be listed.




The search can be done by the title only.
If the word ‘financial’ was mentioned in the description field but not in the title, the search engine would have been
unable to find the related task.

    	 Mark	a	task	as	done

You can either:

	      	 select a task by ticking the box in front of it
	      	 directly click on the Mark	as	done button
	      	 or select the Mark	as	done in the More scrolling menu.

The selected task will be listed as striped.




                                                                5
    	 Filter	a	task

You can easily filter your tasks according to filtering rules such as:

	      	   all tasks
	      	   tasks not already started
	      	   tasks in progress
	      	   tasks already done.

    	 Send	a	task	by	e-mail

	      	 select a task by clicking on the tick box
	      	 right click on it
	      	 select the Send	by	e-mail link in the scrolling menu




	      	 enter the recipients’ address(es) separated by a coma
	      	 Click on the Send button to validate your choice or on the Cancel button to cancel it.




                                                                5
0.		Some	illustrative	examples	of	more	advanced	functionalities

0.		Send	a	single	e-mail	to	several	contacts	from	the	Address	book

To send an e-mail to several contacts directly from the Address book:

	   	 click on the Address	book icon
	   	 click on the tick boxes in front of the contacts you wish to send an e-mail to
	   	 right click on one of the selected contacts
A new window will appear.
	 	 click on the Send	an	e-mail link.




A new tab will appear named Untitled as you have not entered a subject yet.
Your selected contacts’ e-mail addresses have been automatically inserted in the To field.




0.		Write	several	e-mails	simultaneously

You can open as many e-mails tabs as you wish to write several e-mails simultaneously.
For example, you can:

	   	 reply to a sender
	   	 open a new e-mail tab via the New	button to write a second e-mail
	   	 open a new tab again via the New	button to send a third message to another contact.


0.3		Add	an	RSS	feed

The RSS technology (Really Simple Syndication) quickly and easily keeps you
updated as soon as new content has been uploaded on your favourite
Internet sites. An RSS feed is free content provided by an Internet site,
including main titles of the articles, summaries and links to full articles.
                                                                                       RSS feed icon



                                                           53
To add an ‘RSS feed’, you can:

	   	 go to your e-mail folder
	   	 right click on My	RSS	folder.
A field called Add	a	feed will appear.

	   	 click on it.

A pop-up will appear.
To add a feed, you can either:

	   	 enter a name to register the selected feed in the first field
	   	 enter the URL feed in the second field
	   	 click on the	Add button to validate.
The new RSS feed will be added to the RSS folder.

	   	 or click on the Click	on	the	link	to	select	an	RSS	feed link,
A scrolling menu with 5 pre-selected options is displayed: ‘News’, ‘Economy’, ‘International’, ‘Sports’, ‘Computer’.
Each time you select one of those feeds, it will be added to the RSS folder.

Please note that the Atom feed is just another format of RSS feed and My Office can support both of these feeds.




.		Settings
.		General	settings/options

	   	 Access	your	e-mail	settings.

To access your e-mail settings, you can either:

	   	 click on the Options link on the top right of the page
	   	 or go to your Inbox
	   	 click on the Settings link in the More scrolling menu.
A new window will appear.
	 	 click on the Web	Mail link on the left of the page.




                                                             54
	      	   tick the Give	confirmation	when	an	e-mail	is	sent box if necessary
	      	   tick the Save	a	copy	of	the	sent	mail box if you wish to keep a copy of your message
	      	   select the number of e-mails per page you wish to see displayed (10 per page, 25, 50, 75 or 100)
	      	   select an HTML or plain text format.

The plain text format will cancel the formatting of your message.
	 	 click on the Save button to validate your choice
	 	 click on the	Cancel button and repeat the process if necessary.

    	 Available	options

	      	   to create a signature
	      	   to create several signatures
	      	   to select a signature by default
	      	   to automatically insert a signature in your messages
	      	   to create an ‘Out of office’ reply
	      	   to activate/deactivate it
	      	   to select a duration.

    	 External	e-mail	accounts	(Gmail,	Yahoo!,	…)

To receive emails from external accounts:

	      	 click on the Settings link at the top right corner of the page
	      	 click on the External	accounts link on the left
	      	 fill in the required fields (e-mail address, server address, type (POP/IMAP), port, login and password).

Please note that the required information (server names) is usually available on your external webmail interface.




	      	 click on the Save button to validate your choice
	      	 click on the Cancel button and repeat the process if needed.




                                                                  55
.		Contacts	settings

To set up your contacts, you can either:

	       	
      click on the Options link, at the top right corner of the page
	       	
      or click on the More scrolling menu
	       	
      select the Settings link
	       	
      click on the Address	book link on the left.
A new window will appear.




There are 3 options: ‘List view’, ‘Vcards view’ and ‘Default display’

 	 List	view	
	 	 go to the List	view section
	 	 select the number of contacts per page (10, 25, 50, 75 or 100) you wish to display
	 	 scroll the Sort	by	default menu
	 	 select the criteria (First name, Surname and Company) that will help you to auto sort a contact’s name.

    	 vCards	
	      	 go to the	vCards	section
	      	 select the number of contacts per page (4, 8, 16 and 32) as vCards you wish to display
	      	 select a display mode (First name/Surname) via the	Display scrolling menu.

 	 Default	display
	 	 go to the Default	display section
	 	 tick the List box if you wish to display your contacts’ list by default
	 	 tick the vCards box if you wish to display your contacts’ vCards by default.


.3		Calendar	settings

To set up your calendar, you can either:

    	   click on the Options link in the top right corner of the page
    	   go to the General section
    	   select Calendar via the Home page scrolling menu if you wish to see your calendar as your Homepage by default
    	   select the calendar display (day, 5-day week, 7-day week, month, year) via the Calendar display scrolling menu.



                                                               56
.		Troubleshooting


.		Connection	errors

For any query, please contact your administrator.




.		Error	messages

For any query, please contact your administrator.




.3		Why	can’t	I	use	the	RIA	interface?		

It is important to note that your Web browser must be compatible in order to use this advanced Web interface.
Two compatible browsers are currently available: Internet Explorer version 7
(http://www.microsoft.com/windows/downloads/ie/getitnow.mspx) and above and Firefox version 1.5 and above.

If you browser is not compatible, you will be automatically redirected to My Office’s classic interface.

To check the name of your browser:

	   	 click on the Help menu of your browser (see the question mark in the navigation bar)
	   	 select the link About.

If your browser is not compatible, you can download Firefox version 2 for free, directly from the official Website
(www.firefox.com). This browser can be legally used for free.

To access to My Office’s classic interface:

	   	 click on the link Go	to	classic	interface inserted in the top right corner of the advanced interface.

Note: that all the advanced features mentioned above (right clicks, drag and drops, auto refresh) will not be available
      on the classic interface, in order to guarantee a full compatibility with all types of browsers.




.4		Who	to	contact	if	necessary?

For any query, please contact your administrator.




                                                             57
3.		Glossary
A 	    Address	book: a list of several contacts.

	   	 	 vatar: an avatar is a three- or two-dimensional picture used as a virtual ID to represent yourself. It is commonly
      A
       used on Internet. The format can be .jpeg, .gif or .bmp.

B	 	   Business	Unit: any country involved in the commercial deployment of the My Office.

C	 		 	 alendar: an organizer timetable showing free time slots and any event you are expected to attend.
      C
       You can easily select a view mode (day, 5 days, week, month). Your calendar can be personal or shared with other users.

	   	 Contact: item gathering information about a person other than the user.

       You can fill a contact sheet by providing the following pieces of information:
        			first name, last name, nickname, prefix (Mr, Mrs, …), gender, birthday, comments, time zone
        			company, department, title, function, agent
        			personal and professional postal addresses
        			personal and professional e-mail addresses, plus 2 additional e-mail addresses and preferred e-mail address
        			personal and professional mobile phone number, plus preferred mobile phone number
        			personal and professional fixed phone number
        			personal and professional fax number
        			personal and professional Web page
        			category.

D	 	 	 esktop	Widgets:
     D
       A desktop widget typically provides quick and easy access to frequently used functions and basic information.
       Most of the time, widgets are branded and highly designed tools. They can also easily lead to the Web interface.

       Typical widgets include:
       E.g. clocks, calculators, calendars, desktop notes and weather forecasts.
       E.g. number of unread mails with a link to an RIA interface to read them.
       E.g. day planning.
       E.g. sending an sms.

	   	 	 NS	(Domain	Name	Service):
      D
       This is a character string composed of one or more items (possibly separated by hyphens)
       and an extension (.com, .net, .org, .info, .biz, .be, etc). E.g. yourcompanyname.com, yourcompanyname.be

	   	 	 rag	&	drops: it is the action of clicking on an object and moving it to a different location.
      D

       The basic sequence involved in drag-and-drop is:
        			Press and hold down the left button on the mouse to “grab” the object
        			“Drag” the object to another location
        			“Drop” it by releasing the button.

E	 	 	 -mail:	standard e-mail includes functionalities such as writing/ drafting a new message, sending, replying,
     E
       forwarding, archiving,…

       My Office also provides additional advanced functionalities such as the ability to send large attachments directly
       into the e-mails, aggregate your e-mails, manage your out-of-office, access from anywhere, anytime, use of the
       standard synchronization with Outlook, access from mobile & wireless devices, do drag & drops, right clicks.



                                                             58
	   	 Event:	it represents a scheduled amount of time on a calendar.

	  	 A	recurrent	event:	an event that is repeated at regular intervals during a period of time.	
	 	
I	 	 	MAP:	(Internet Message Access Protocol) is a standard protocol for accessing e-mail from your local server.
     I
        You can view just the heading and sender of the letter and then decide whether to download the mail. You can
        also create and manipulate multiple folders or mailboxes on the server, delete messages, or search for certain
        parts or an entire note. IMAP can be thought of as a remote file server.

	   	 	nterface:	a user interface is the aggregate of means by which the users interact with a device, computer program
      I
        or other complex tool. With My Office, the user interfaces are the means by which the user accesses his services
        such as e-mail, calendar, contacts, etc.

P	 	 	 C	back	up: an online security solution to secure, store and protect all your PC data in a simple, efficient and
     P
        transparent way.

	   	 	 IM:	Personal Information Management. A communication tool that contains:
      P
       	 an address book
       	 a calendar
       	 tasks.

    The My Office PIM service provides you with basic and advanced functionalities in order to easily manage
    your contacts and calendar via the advanced Web Mail interface.
    E.g. add, change, remove and share a contact.
    E.g. own and share a calendar, see team calendars, share public calendars.

	 		 POP3:	means Post Office Protocol 3.
        Your mail is saved in a single mailbox on the server. When you read your mail, it is immediately downloaded to
        your computer and, except when previously arranged, no longer maintained on the server. It is a “store-and-
        forward” service.

Q	 	 	 uick	Address	book:	a search field enabling you to find your contact instantly by entering his last name
     Q
        and/or first name.



         	
				Tip:				while entering the first letter of your contact’s name, the search engine will suggest several names beginning
            with the same letter.

				 	 Quick	Calendar:	a search application enabling you to go quickly to a selected date and see all your meetings
       	
        at a glance.

	   	 Quick	Planning:	a quick and easy way to check your events via a calendar pop-up.

R	 		   Right	click:	the right click button on your mouse

    	 	 SS: a free content provided by an internet site, including main titles of the articles, summaries and links
      R
        to full articles.

S	 	 	 elf	Care:	it is an administration portal used by the account administrator to manage users and services. It can
     S
        be accessed by the account administrator only. The My Office administration portal is an added-value feature as
        it guarantees simplicity, unity and autonomy. It is an easy-to use tool (only one login and password to access both
        My Office services and My Office administration portal), all-in one portal (one portal to manage every service
        such as users accounts, Domain name, Web hosting,...) which enables to easily manage or upgrade your services

                                                             59
        yourself.

	     	 	 ynchronization:	file synchronisation is used to maintain the same version of files on multiple computer devices.
        S
        E.g. an Address book on a telephone might need to be synchronized with an address book on a computer.

V	 	    Vcard:	a specific format dedicated to exchange business cards.

W	 	 	 eb	creator: a complete, easy-to-use tool designed to help to create a Website with a highly professional look
     W
        & feel, without any particular technical / programming knowledge and in just a few simple steps.

	     	 	 eb	conferencing:	a remote meeting service, accessible from Internet which enables to gather all attendees on a
        W
        real-time mode and share any type of document or application on Internet.

	     	 	 eb	hosting:	it	is a service that provides storage capacity dedicated to Web pages.
        W
        These pages can be created either in Windows NT or Linux environments.

	     	 	 eb	interface:	
        W
        Rich Internet Application (RIA) application (also called Web 2.0)
	 	      				 lassic Web version (HTML) meant for user who cannot use the advanced RIA interface (non compatible
            C
            browser, low bandwidth).

        Traditional e-mail software (Outlook, Outlook Express, Mac Mail, Thunderbird,..) which is also called a fat client:
         			via a POP3 and IMAP4 Access
         			enriched with plugging and other tools.

        A fat client is computer software that needs to be installed on the user’s computer and provides rich
        functionalities. It is usually referred to as a PC application.




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