ZideLook and ZideStore User Manual

Transcription

1 ZideLook and ZideStore User Manual A MAPI Based Outlook Connector for the OpenGroupware.org Server SKYRIX Software AG

2 This manual applies to ZideLook version 2.0 and ZideStore version 1.1 respectively. English Release, Version /23/05 Copyright SKYRIX Software AG, 2005 All rights reserved

3 Table of Contents 1 Introduction Determining ZideLook version for MS Outlook Determining ZideLook version for MS Outlook XP / Outlook Determining the version of ZideStore Server Installation Overview Requirements OpenGroupware.org Server Outlook Client Installation Preparations ZideStore Server Download Get a license key ZideLook Plugin Installation ZideStore Installation ZideStore License Installation ZideLook Installation on Windows Outlook XP(2002) Configuration Outlook 2000 Configuration Free/Busy Notification Configuration Outlook XP(2002) Configuration Outlook 2002 Configuration General Operation Instructions Introduction Manually display refresh Offline Mode Visible Outlook Period Appointments and Scheduling Creating Appointments Changing or Deleting Appointments Changing Appointments To Delete an Appointment Quick Reference Private Appointments and Schedules Recurring Appointments Reminders Group Scheduling Private Group Scheduling Public Group Scheduling Overview Inviting Participants Address book and Contacts Overview Accessing and Displaying Contacts Adding Address Books Removing Address Books Outlook XP / Outlook Creating New Contacts Working with Contacts The Task List Creating Tasks Viewing Tasks Advanced Features Task Completion Support and Feedback... 53

4 The information provided by this manual is subject to change without notice. The most recent version is always available at All copyrights are owned by there respective owners. All rights reserved.

5 1 Introduction The Skyrix ZideLook pluggin is designed to connect MS Outlook to the freely available OpenGroupware.org Server. The ZideLook pluggin allows Calendars, Appointments, Contacts and Tasks to be created in MS Outlook and easily shared between members of the same work group replacing MS Exchange for these features. The OpenGroupware.org Server plus ZideLook pluggin offers many advantages including some of the following; OpenGroupware.org is a standards compliant open source server that provides an alternative solution to proprietary vendor lock-in of commercial software offerings. The end user is protected from end of life cycle product de-listing and support as the OpenGroupware.org Server is available publicly and under an non restrictive license. A *low learning curve* allowing for significant cost savings for larger organizations and Corporations as users are presented with a common and familiar Outlook interface. The OpenGroupware.org server supports a number of clients including Novell Evolution, KDE Kontact, Apple ical, Mozilla Calendar as well as any standard web browser allowing for seamless integration of work group information in a mixed or homogeneous computing environment. Synchronization of information is reliable and not subject to errors or data loss as ZideLook uses a true MAPI model as recommended by Microsoft. This approach allows for seamless transition of work group information between client and server and allows for simultaneous access by means of the default web client. In addition ZideLook 2.0 supports reading and writing of all data without being connected to the server. Field staff simply switch to offline mode and continue to participate in team oriented business processes. A technical feature of OpenGroupware.org and ZideLook is the use of an Internet standard, Web Dav, to communicate between server and client thereby allowing secured communications between local and remote installations. The ZideLook pluggin for MS Outlook is delivered in combination with the ZideStore server for the OpenGroupware.org Server. Both the ZideLook pluggin and ZideStore server are required for MS Outlook integration and functionality. While ZideLook provides the MAPI Storage Provider, ZideStore provides the server functionality component to ensure seamless integration and synchronization of data. Both components are required for Outlook support and are delivered as an add-on feature to the OpenGroupware.org Server. Should you be using an older version of ZideLook and ZideStore, we strongly recommend an upgrade to ensure access to the latest supported features. 5

6 1.1 Determining ZideLook version for MS Outlook 2000 To determine the version of ZideLook installed on your system go to the main menu bar and select "Tools" and then select "Services" in the pop up menu dialog. From the menu presented select the"zidestore Skyrix" service and then proceed to click on "Info" to display the configuration dialog. This window will display all relevant information about the version and of ZideLook currently installed. 1.2 Determining ZideLook version for MS Outlook XP / Outlook 2003 With MS Outlook XP (2002) or Outlook 2003 navigate from the main menu selection to Tools and select "Options" to open the Options Dialog window. Next, select "Mail Setting" and then select "Data Sources" to open the "Data Sources" dialog window. In the new Outlook Date File window highlight the ZideLook service and select "add". This will display the ZideLook Configuration Window which lists the ZideLook version in the main menu header section. The current version of ZideLook installed will be displayed in the windows title bar. 6

7 1.3 Determining the version of ZideStore Server To determine the version of ZideLook Server installed on the system enter the following commands in a terminal as user "root" For Debian based systems enter the following: export COLUMNS=150 dpkg -1 grep -i zidestore For RPM bases systems enter the following; rpm -qa grep -1 zidestore Both command sets will display the resulting version of ZideStore Server installed. For example; skyrix5-zidestore In this example, the Release version is 1.1 and the Build version is 20. 7

8 2 Installation 2.1 Overview The Outlook Connector is comprised of two components: the ZideLook pluggin for MS Outlook; and the ZideStore Server for OpenGroupware.org. Both components are required for a fully functional system. ZideLook deploys the same mechanism for connectivity as MS Exchange and uses the same data store mechanism for data storage. ZideLook differs from MS Exchange by using Web Dav as the communication protocol allowing for standard compliant and secured Internet based communication between client and server. Important To use ZideLook with Outlook 2000, ensure that Outlook 2000 has been configured for Corporate or WorkGroup mode. Only in this mode can additional storage providers be added to Outlook. This is required for ZideLook to be fully functional. In the WorkGroup mode Outlook 2000 only supports POP3 Mail and not IMAP. Should IMAP based mail services be required an upgrade to Outlook 2002 (XP) is recommended. ZideLook and ZideStore at this time do not support configuration as an store in the Outlook Data file configuration. 8

9 2.2 Requirements OpenGroupware.org Server An installed and functional OpenGroupware.org Server that runs as user "ogo" on a supported version of Linux. Hint The simplest way to setup OpenGroupware.org is to install "Instant Ogo", an easy to operate - groupware focused - Linux distribution offered by SKYRIX Software ( Instant OGo has pre-installed all components necessary for Outlook operation Outlook Client MS Outlook 2000, MS Outlook XP or MS Outlook 2003 Administrator privileges are required to install ZideLook as a service for all users. If ZideLook is installed as a user feature it will prompt for user and password credentials every time it accesses the OpenGroupware.org Server. This is not preferred behavior. 9

10 2.3 Installation Preparations If you want to use ZideLook together with Instant OGo, please skip the section In this case you don't need to attend any server components. The advanced ZideStore server with Outlook support is already installed ZideStore Server Download Download the "skyrix-ogo-zidestore-*.tar.gz" package from the location identified and provided at the time of purchase of the Outlook Connector License. Individual URL's may look like the following. Please replace asterix with your reg-code. IMPORTANT Please be advised that the URL and password may change. For information about the appropriate download account please contact our Sales Team at When downloading please select the appropriate version of "skyrix-ogo-zidestore" package as determined by your server system configuration. At present we provide two versions to accommodate most system configurations. This includes Debian packages and RPM packages for GLIBC 2.2(.x) and GLIBC 2.3(.x) Get a license key At the time of purchase a registration code as well as a registration URL were provided. Please store this information in a safe place and make it available for the installation process. You will need the registration code to complete the installation process. You will need the IP address of the network interface that is eth0 to properly configure the license key provided. 10

11 IMPORTANT You will need to install the license key to have a fully functional system. The license key is generated during the registration process and is delivered by to the registrants address. It is important to note that once issued the IP address cannot be changed via the registration process. Only one IP address, as supplied during registration process, and included in the shipped product can be activated per license. It is very important that the intended IP address and the shipping address be confirmed prior to starting the Registration process. If you have any questions about the Registration process, please contract sales@skyrix.com Accomplish the online registration requesting your license key using the URL provided at the time of purchase. For example: Modify the /etc/hosts file ensuring that the designated IP address and FQDN are the first entries in this file followed by the settings for localhost. An example: myserver.company.com localhost myserver ZideLook Plugin Should an older version of ZideLook be present, we recommend to remove it first. The ZideLook installation program is available from your individual ZideLook customer URL provided at time of purchase. For example the following. (Please replace asterix with your reg-code.) The current version is; ZideLookEN_2_0_0_Install.exe 11

12 2.4 Installation If you want to use ZideLook together with Instant OGo, please skip the section In this case you don't need to attend any server components. The advanced ZideStore server with Outlook support is already installed ZideStore Installation If not already become root; $su $password: <enter root password> Unpack the bundle; (replace xxx with the appropriate version string) $ tar zxf skyrix5-ogo-zidestore-xxx.tar.gz Move into the newly created directory; $ cd skyrix5-ogo-zidestore-xxx and start the installation process by executing the following script; $./install.sh 12

13 2.4.2 ZideStore License Installation If you are the administrator of an Instant OGo server, please login as user root at the Webfrontend and install the license key(s) using the configuration database; menu entry: "Server Settings / ZideStore". Otherwise, for RPM based installations copy your license key to /opt/skyrix/skyrix5/ eg: cp <license data> /opt/skyrix/skyrix5/license.key For Debian based installations copy your license key to /usr/lib/skyrix/skyrix5/ Important Should you require more then one license key each license key must be added separately as above. For example (license-1.key, license-2.key). Only then proceed with changing the ownership and permission variables. Change the owner of the license to skyrix5 $chown skyrix5 license.key You are now ready to start (or restart) the ZideStore Server. $/etc/init.d/sx-zidestore start (or restart) ZideLook Installation on Windows Save all your work as necessary and terminate Outlook Start the installation process by clicking on the executable, eg: Now select the preferred installation directory or accept the defaults and click OK to complete the installation process. You are now ready to proceed with configuring Outlook to use the newly installed provider. ZideLook_2_0_0_Install.exe 13

14 2.5 Outlook XP(2002) Configuration Configuration of Outlook XP is a simple two step process. 1. Outlook setup 2. ZideLook setup Lets begin with Outlook. Start Outlook and from the main menu select Tools then Options. The following dialog will appear, select the Mail-Setup tab and then click on Data Files. From the Outlook Data File dialog select the Add button and select ZideStore Skyrix. To complete the installation click on OK. 14

15 This will start the ZideLook Skyrix pluggin Dialog. 15

16 Insert the appropriate values as summarized below; Name: Server: Port: Login: Password: Remember: Cache Folder: The general name of the service (can be anything) The URL of the ZideStore Server as provided by the Admin eg: myserver.com 8050 is the default value Your OpenGroupware.org user name Your OpenGroupware.org password Check this, if you want ZideLook to remember your password Default path to ZideLook cache folder 2.6 Outlook 2000 Configuration Installing ZideStore on MS Outlook 2000 requires Outlook to be set to Corporate or Workgroup mode. Outlook 2000 will only allow the addition and management of Storage Providers in this mode. To implement the setting navigate to Tools in the main menu bar, then Options in the drop-down menu. Once the Options window appears navigate to and click on the Mail Services tab and then on Reconfigure Mail Support button. This will launch the Service Options window. Ensure that the Corporate or Workgroup mode is checked in the dialog button. Save to exit and restart Outlook Upon restart the system will be properly configured. 16

17 Upon completion we can now configure the various required services. From the main menu bar navigate to Tools and select Services from the drop-down menu. Ensure that the following services are added; Personal Folders Outlook Address book ZideStore Skyrix 17

18 Select the services in the order presented and add them to the system by clicking OK for each added service. The Outlook Address book provider is necessary to add the various ZideLook folders such as Contacts, Company etc as Outlook Address book for later use. Upon selecting ZideStore Skyrix you will be presented with the ZideLook window. Please enter the appropriate data as indicated below; Name: Server: Port: Login: Password: Remember: Cache Folder: The general name of the service (can be anything) The URL of the ZideStore Server as provided by the Admin eg: myserver.com 8050 is the default value Your OpenGroupware.org user name Your OpenGroupware.org password Check this, if you want ZideLook to remember your password Default path to ZideLook cache folder 18

19 2.7 Free/Busy Notification Configuration Outlook XP(2002) Configuration With this feature you can query calendars and appointments of selected group members. This valuable feature allows meetings and appointments to be booked at times convenient to all group members. Furthermore as all data is stored on the sever all information remains in a central and accessible location. From the main menu select "Tools" then "Options" to access the following window Now select "Calendar Options" and the following dialog will appear. 19

20 From the Calendar Options dialog select "Free/Busy Options" button and the following dialog will appear. The Free/Busy Options dialog allows several variable to be set. The one that concerns us is the Search Location: as we only need to identify where Outlook should query the data. The standard format is; 20

21 An example; Important As all user data is stored on the OpenGroupware.org Server there is no need to publish information to allow free/busy reporting for MS Outlook to work properly. In fact, to avoid error messages please ensure that the Publish to my location box remains unchecked. Click "OK" to save your values and three times more to save and close all open dialog windows Outlook 2002 Configuration For Outlook 2000 the process requires installation of the Microsoft Publishing Wizard. The wizard is made available via download directly from Skyrix. Download URL: Please install the Publishing Wizard by running the executable file. Once complete, follow the same procedures for Outlook XP(2002). The process is identical. 21

22 3 General Operation Instructions 3.1 Introduction The ZideLook pluggin was developed to support additional clients extending the OpenGroupware.org Server's default Web Interface. As such, the pluggin provides an authentic MAPI Storage Provider for MS Outlook enabling direct and live access to data stored on the OpenGroupware.org Server. This capability provides both data synchronization and groupware functionality for MS Outlook without the need for and cost of MS Exchange Server. PDA synchronization is limited to the web interface at present and not supported by the pluggin at this time. Similarly, Outlook's, Journal and Notes functionality is not supported at present. Once installed the pluggin provides a separate set of folders that are displayed below the "Personal Folders" in MS Outlook and typically under the default name of ZideStore if no other name is assigned. Upon accessing the ZideStore folder a series of sub folders are displayed in a conventional listing order. As the layout of these sub folders is fixed the cut, copy, paste, or delete functions are not supported for this arrangement. The folders order is specific and described later in the manual. 22

23 ZideLook supports language localization. This implies that ZideLook sub folders will be displayed in the OpenGroupware.org user's native language as determined and installed by the System Administrator by means of the specific template used. One of the main differences between the Web Interface and the ZideLook Pluggin is how data is displayed. With the web interface the user has limited options for organizing data. With the pluggin this has changed and provides the user with a hierarchical order of folders and sub folders (as seen above) as well as access to shared folders and various permission and access settings all from a common interface. The order of presentation is important. Private information such as Calendar, Companies, and Contacts are displayed directly under the ZideStore Folder in the corresponding folders. Shared Group information such as Group Calendars and Tasks and displayed under the Group Folder. All public information is displayed under the Public Folder. Pending the users level of access and permissions as set on the OpenGroupware.org Server access to various information sets can be controlled with a very high level of granularity. Finally, the Overview Folder provides a complete and comprehensive overview of the users data be it public or private, shared or personal, all in one central and organized location. Regardless of the type of information that needs to be recorded or accessed the user simply enters the appropriate folder; private, shared, or public and enters or views the appropriate data accordingly. As powerful and convenient an enhancement that ZideLook is, there are some features that are not currently supported at this version level. This includes the following: Appointment Reminders, raised by Outlook Outlook categories Links between contacts Assignment of Tasks to others Assignment of the right to change my appointments to others Support for these features is planned for the next release of ZideLook. 23

24 3.2 Manually display refresh Changes to data inputs can take however up to several minutes to display in MS Outlook. This is not a limitation, rather a function of the refresh rate of MS Outlook. Since version 2.0 there is a manual refresh option provided by ZideLook. If your data does not immediately appear press the refresh button in Outlook's toolbar to force a display refresh. 3.3 Offline Mode An important feature of this Outlook connector is its offline capability. Since ZideLook release 2.0 supports to switch over to an offline mode, this connector extends OpenGroupware.org to a real mobile business solution. Field workers are integrated as a single, connected team. Using ZideLook 2.0 they are agile, responding in real time to customer needs and they are decisive, empowered to make choices and take action. Choose the ZideStore button from the Outlook toolbar to open the ZideStore Storage dialog box. This panel displays the current mode and allows to switch over in offline or online mode. The synchronization will take up to serveral minutes depending on the count of modified data needs to sync. Please allow extra time to fill up the offline cache first-time. During offline operation all changes and new data is stored in a client-sided cache storage. As soon as you re-connect your computer to the network, you may synchronize your changes with company's groupware server using the ZideStore button again. 24

25 Important ZideLook calendar folders normally display appointments scheduled two months ago to twelve months thereinafter (visible period). The administrator may change this limits. It doesn't matter to enter an appointment out of this range while being offline. During synchronization such appointment will get in the database. But after syncing you will see the future appointments in ZideLook folders only if they taking place in the visible period. 3.4 Visible Outlook Period To limit server load the count of calendar entries OpenGroupware.org server generates for clients like Outlook is restricted to a visible period. The default limits of this period are two month in past and twelve month in future. Only calendar entries in this period are generated as items to display in Outlook. The administrator may change this period. You need to login as "skyrix5" user and execute the following commands replacing x and y with the count of month for your new limit. $ su skyrix5 $ Defaults write ZideStore SxAptFolder_MonthsIntoPast X $ Defaults write ZideStore SxAptFolder_MonthsIntoFuture Y To activate this changes you have to restart the ZideStore server.: $ /etc/init.d/ogo-zidestore restart 25

26 4 Appointments and Scheduling The screen shot below shows the private Calendar and general workspace in the day view. The Calendar can be set to show various views. This includes a day, week or Monthly overview. Depending on the system permissions and specific user privileges you may view, have access to, and or create appointments in the Private, Group and or Public Calendars. The folder for private calenders and appointments is called Calendar and is located below the folder ZideStore. Group calendars are located immediately below the Group folder and are accessible by clicking on the Groups folder icon. Upon doing so, the Group folder expands into a folder tree that includes all groups that the use may have access to. Clicking on each group folder reveals the calendar for each group. The Public Calendar: is located in the public folder. Using this method the user has access to a private calendar, various group calendars, and a public calendar. This layout allows users to create appointments selectively and make available various calendars for Scheduling purposes. 26

27 4.1 Creating Appointments To create or schedule an appointment first select the preferred calendar by simply clicking on it. The options available can include a Private, Group, or Public calendar. An appointment can be created by one of two ways; either by simply clicking on the appropriate time slot in the Outlook Calendar itself or alternatively by navigating from the menu bar as follows: File>New>Appointment. Regardless of the manner in which the process is initiated the following window will appear where all appropriate appointment information can be stored. 27

28 The Appointment window provides for a number of important and optional fields. For example; start time and date, end time and date, a Reminder notice, and a Label to identify the appointment type. Important The creation of an appointment outside of the Calendar folder or from another application will result in Outlook automatically assigning the appointment to the 'Private Outlook Calendar' by default. This has the unwanted behavior of placing the appointment and schedule in the local private calendar and associated local Outlook file (.pps) rather then on the server where is can be accessed remotely. Consider carefully where and how appointments are created if they are to be shared with others. 4.2 Changing or Deleting Appointments Appointment changes or deletion can be completed in several ways. Regardless of the method use the user must ensure that the appropriate calendar is selected. 28

29 4.2.1 Changing Appointments There are several ways to change an appointment. Three methods are described Method One Double click on the appointment in the appropriate Calendar. This will open the Appointment Window where you can reset the time and date as required Method Two Single Click on an appointment. Move the mouse cursor over the blue border, top or bottom, that highlights each appointment. The cursor will change to a double ended arrow. This will allow the user to quickly change the start and or end times of the appointment by dragging the upper and lower border of the appointment independently, effectively changing the start and end times of the appointment, that the appointments duration Method Three Move the cursor to the left blue border always visible for any appointment until it changes to a multi arrow, then left click and drag the appointment to any available time slot in the Calendar. This method is fast but does not allow increasing or decreasing the actual appointment duration. If this is required use Method Two to extend or contract the actual appointment period, that is, its duration. 29

30 4.2.2 To Delete an Appointment. Using the mouse click on any appointments starting the blue border. Now right click on any border and follow the menu field to delete the appointment Quick Reference To Change; Appointment Details The Time The Duration The Day Do this... Double click on the appointment's time slot Move the mouse cursor to the left blue border and drag the appointment to the new time slot. Single Click on the appointment and drag the upper and lower blue borders to the new time slot. Move the cursor to the visible left blue border until it changes to a multi-arrow cursor. The simply drag the appointment to the appropriate date on the visible calendars on the upper right 30

31 4.3 Private Appointments and Schedules The primary calendar for appointment scheduling that every user has access to is the Private Calendar. This calendar is available in the Calendar folder. As this is a private calendar and folder it is not visible to other system users. Private appointments will appear for other users in the Overview Calendar if they are included in the appointment. Scheduling appointments for others for example create an appointment from the Contacts list. The appointment will appear in the other users Private Calendar and not in the Overview Calendar. 4.4 Recurring Appointments If an appointment repeats over a specific period or on a specific date, this can be scheduled as follows: 1. Start the appointment window in any manner 2. Complete the necessary details 3. From the menu bar in the Appointment window select, Recurrence. 4. Enter the appropriate values in the dialog An example is provided below 31

32 Important It is necessary to include an end date in the schedule. If this is not included the appointment will not be registered on the server as the server will perceive this as an endless appointment...which is an error. 4.5 Reminders MS Outlook supports reminders only for appointments located in the primary folder (Outlook today). That's why Outlook doesn't executes reminders for Zidelook appointments. 32

33 4.6 Group Scheduling To effectively share information, coordinate and or schedule work colleagues, staff members need to be assigned to groups. The creation of groups allows for two options or strategies: 1. Groups can be created where read access is granted only to group members and no one else, effectively creating a group that is accessible by group members only. This is referred to a group calendars 2. Alternatively, groups can created with read access by the group and all other coworkers or company staff. This is referred to as public calendars 3. Both types of groups can and do co-exist. The manner in which groups are implemented is important as it determines how and where information is shared. Ideally the group's organization in terms of read, write access needs to be carefully considered to avoid additional changes and effort in the future and to allow for the seamless integration of data and information. Ultimately, how groups are organized impacts on how appointments, tasks and meetings are implemented in Outlook, ZideStore and OpenGroupware.org. Systems users and or group members can be changed at any time by the System Administrator without any loss of data Private Group Scheduling To create an appointment for yourself that is visible to all members of the group, do the following, (ie: to share a personal appointment with others in the group) Open the Group folder and a list of groups that the user is a member of is presented To schedule an appointment with read access to all group members only, as described by item (1) above, click on the appropriate group folder, then the associated Calendar and schedule an appointment for yourself, no one else. This will create an appointment that is readable and visible to all group members but no one else. 33

34 Explanation I don't understand. What is happening here? A brief explanation follows. The appointment creator does not have write permission to the private calendars of group members to share the appointment. In order to share a personal appointment the originator must enter that appointments in the Group's Calendar in order to share it with group members. Consequently, an appointment can only be created and deleted by the originator. Group members can view the appointment in the appropriate group calendar. For group members, the appointment is automatically entered into the groups calendar. 34

35 4.6.2 Public Group Scheduling To create a public appointment for all to view complete the following: 1. Navigate to the Public Group folder and click on it. 2. This will provide access to the Public Calendar 3. Create an appointment as before 4. This will make the appointment viewable by all system users Explanation The public folder by default is accessible to all system users. Entering any data in this folder will make it viewable to all system users. 35

36 4.7 Overview The Overview folder holds a complete inventory of all appointments the user has read access too. This includes all private and all public appointments that have been created by the user or other group members. Appointments that the user does not participate with are not shown by the folder. 36

37 4.8 Inviting Participants To invite participants to your meetings and appointments use the Appointment window to both confirm the availability of participants, and extend an invitation to attend. Upon completing the Appointment variables click on the Scheduling Tab to expose the following window. Important Use of the Appointment Scheduling function requires a properly configured free/busy time server. Please review section 2.7 prior to proceeding. Also please see section 5.3 below on Adding Address Book prior to proceeding. Both requirements must be addressed to ensure a functional system. To add participants simply click on the Add Others tab and the following dialog will appear. 37

38 Participants can be selected from various sources as long as they have been added to the Outlook address book. Please view to section 5.3 Adding Address Books on how to add folders to the Outlook address book. In the upper right hand corner you can select various sources for invitations. Simply click on the drop down to expose the various options available which will expose all available contacts in the left window pain. To add a contact as a participant, highlight the selected name and then use the centralized control buttons, Required, Optional or Resources, to assign the contact at the appropriate ranking. The selected participants will appear in the meeting window as below indicating free busy times. 38

39 Once completed its necessary to save all data to ensure that it is stored on the OpenGroupware.org server as is made available to all other system users. Upon closing Outlook will provide a notification that an invitation has not been send. This function is not supported as all users are available on line. Simply save the data and upon exiting appointments will appear in the corresponding attendees calendar. ZideLook makes scheduling appointments simple. It is also possible to track the status of invitations and participants. Simply click on the appointment in the appropriate calendar and the following window will appear. The appointment editor window allows for keeping tight control of all your appointments. 39

40 5 Address book and Contacts 5.1 Overview Keeping track, organizing and sharing contacts from the Address book is an important daily necessity. ZideLook makes all your contacts available in an organized manner. A basic overview follows; All contacts are distinguished between private and public. Private contacts are only viewable and managed by the originator. Public contacts are viewable and managed by all system users pending assigned permissions. Contacts can be sorted into Persons and Companies. Specific persons can be associated with specific companies. 40

41 5.2 Accessing and Displaying Contacts Outlook has the capability to use several Address Books. ZideLook fully supports this functionality. For accessing Contacts the same hierarchy is used in the Folder List as with other applications. Personal and private contacts and companies are available in their respective folders below the main ZideLook folder. Public contacts and companies are available from their respective folders in the Public sub-folder. A simple mouse click will bring up the contact list from the appropriate folder. 5.3 Adding Address Books To add these folders to the Outlook as address books, the follow is recommended; add ZideStore Private Contacts and Companies to the Outlook Address Book add ZideStore Public Contacts and Companies to the Outlook Address Book add ZideStore Accounts to the Outlook Address Book. 41

42 Important Prior to completing this task, its best to consider a naming convention for the various address books to ensure easy access to your contacts. To add a ZideStore folder to an Outlook Address Book, simply right-click on the appropriate folder and select Properties from the menu This will bring up the Properties window. Select the Outlook Address Book tab Now select the Show this folder as an Address Book And finally enter a carefully selected name for this new Address Book 42

43 5.4 Removing Address Books Outlook XP / 2003 To remove an address book source from the Outlook address book complete the following: Select Tools from the main Outlook menu then select Accounts From the Account window, select, View or change and existing directories or address books from the Directory option. From the new window called Directories and Address Books highlight the Outlook Address Book and click change. A listing of associated address books will appear with an option to remove any entry. 43

44 5.4.2 Outlook 2000 To remove an added address book source from the Outlook address book complete the following: Select Tools from the main Outlook menu then select Services From the Services window, select the Outlook address book and click on properties to view the contents of this address book. Highlight the address book that you want to remove and click on the Remove Address Book button to permanently remove it. Click on Close then OK to save and exit 44

45 5.5 Creating New Contacts To create a new contact simply select and highlight the appropriate folder then select File>New>Contact form the main menu to open the Contact editor as below. The contact editor dialog appears as below; The contact editor allows for the collection of comprehensive contact data. It is not necessary to enter all data at this time. Simply add the data available at present and click on Save and Close to save your data. You can always edit the information at a later date. There are some minimal requirements however for each contact and are identified below. 45

46 Important Please ensure that all contacts have an address assigned in the entry form. This is very important as both Outlook and ZideLook sort data based on addresses. Also take care to ensure that addresses are not duplicated under different name entries. Both Outlook and ZideLook make extensive use of addresses as a criteria. Also ensure that your personal/private Contacts folder is registered as an Outlook Address Book at minimum. This will provide the minimum contact Address Book. For complete instructions on how accomplish this please see Section: 5.3 Adding an Address book above. Most but not all data entered into the Contact Editor is made available to both Outlook clients and OpenGroupware.org web-interface users. Some contact information, however, while recorded in Outlook is not available to OpenGroupware.org web-interface users. Such data is not lost rather available to Outlook users only, eg: the Outlook fields for anniversary or assistent. The same applies to linked values. While these can be saved in OpenGroupware.org they are made available to Outlook users only and do not display in the web interface. Other contact information cannot be stored in OpenGroupware.org and if such data is entered ZideLook will raise an error, eg: Telex No. The following is list of OpenGroupware.org and ZideLook supported Contact editor fields; 5.6 Working with Contacts As the contact list builds or as various contacts are added from different sources it may be necessary to reset or align the input fields. This can easily be accomplished by the following method. Select the appropriate Contacts folder and view the contacts it displays in the Outlook Contact viewer. From the main menu in Outlook select the following; View>Current View> Define View. 46

47 The following window will appear; The 'Define View' window allows for fine grained control over how contacts are displayed and sequenced pending user input preferences. 47

48 6 The Task List ZideLook provides the possibility not only to create and share assigned tasks but more important it provides for a centralized facility to coordinate all tasking functions. The personal Task Folder may be used as a personal organizer. All tasks are editable, sortable, and searchable. You can even add Categories and Priorities. As all data is stored on the server as with all ZideLook functions. All information is also accessible remotely via Outlook or the web client. 48

49 6.1 Creating Tasks Click on the Task folder to bring up the Task Dialog. All tasks can be create in this window. You can also access the Task Window by navigating as follows: File>New>Task which will launch the Task Window. This method can be used for personal or private and group tasks. It is not possible to assign ownership of a task to anyone else other than the originator. 49

50 6.2 Viewing Tasks All tasks are sorted in their respective Task Folder. Upon clicking such a folder the main Task List is displayed. This list however has several options available that allow the user to sort the data in according to selected criteria. Regardless of the view selected a double click on any task will automatically bring up the Task Window allowing the user to edit or add information. 50

51 6.3 Advanced Features While ZideLook does not support all Outlook features in all versions, the following are supported at this time. Feature Outlook XP Outlook 2000 Subject Due Date Start Date Status Priority % Complete Owner Contacts Reminder Categories Private Recurrence Assign Task 51

52 6.4 Task Completion To mark a task as complete and track completed tasks the following is recommended. Select the task in from the Task viewer Right click on the selected task, and select Delete 52

53 7 Support and Feedback 7.1 Support Should Outlook and ZideLook not be functioning as described the first step to diagnose problems is to confirms the version of ZideLook installed. Should the installed ZideLook version be consistent with the version described by the Manual then please confirm that ZideLook is properly configured as described. Should problems persist, the following course of action is recommended; 1. Consider posting your questions to the Outlook mail list available from; 2. Alternatively you can search the archive; available from; 3. SKYRIX provides 30 day free support for installation and configuration. Please contact us at: 4. Annual support contracts are available should they be required. For more information please contact; 7.2 Feedback Errors, omissions, and updates to the Manual are available at customers download URL We welcome your feedback at Thank you for selecting SKYRIX Software AG products for you communications needs. 53

54 English Release Version /23/05 Copyright SKYRIX Software AG, 2005 All rights reserved All informations and data in this manual provided with reasonable care, but no responsibility is taken for its correctness at all. Informations and product features may change without notification. All referred trademarks are subject to their respective owners.

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