This chapter describes the settings and basic operations required to use Garoon 3.

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1 This chapter describes the settings and basic operations required to use Garoon 3. Logging In This section describes how to access Garoon 3 using a Web browser. This section assumes that Garoon 3 has been installed in the default directory. 1 Access the following URL in a Web browser: Windows servers: s IP address or host name)/scripts/cbgrn/grn.exe Linux servers: s IP address or host name)/cgi-bin/cbgrn/grn.cgi 2 Enter your login name and password, and click Login. If your password has expired, you are prompted to enter a new password. Contact your system administrator if any of the following happens: When you forgot your login name When you forgot your password Supported Web Browsers Garoon 3 supports the following Web browsers: Windows: Internet Explorer 6, 7, 8, and 9 Mozilla Firefox 3.6 and 4 Macintosh: Safari 4 and 5 Mozilla Firefox 3.6 and 4 iphone or ipad: Safari Android: Default Android Web browser Information on setting up your Web browser can be found on our website. Setting Up Your Web Browser: Logging Out To log out, click Logout in the upper right corner of the screen. If you close your Web browser window without logging out, the Login screen will be displayed the next time you access Garoon Cybozu Garoon 3 User Guide

2 1.1 Display Overview 1.1 Display Overview This section describes how to use the main Garoon 3 screen Applications The default application names for Garoon 3 are as follows: Icon Application name (default) Portal Bookmarks Scheduler Messages Bulletin Board Cabinet Memo Phone Messages Timesheet To-Do List Address Book Workflow MultiReport RSS Reader cybozu.net Favorite Presence indicators Notifications Full text search This manual uses the default application names in all descriptions. Cybozu Garoon 3 User Guide 13

Tip Depending on the settings chosen by the system administrator and the users' locale settings, the displayed application names may differ from those used in this manual. 1.

3 Tip Depending on the settings chosen by the system administrator and the users' locale settings, the displayed application names may differ from those used in this manual Top Page The top page is the screen displayed after the user logs in. If a portal is set up, the portal is displayed. This screen can display notifications such as system status. Top Page: Parts No. Part Description Logo Displays the top page. The system administrator can set the logo 1 to a custom image. Logged-in user Indicates the currently logged-in user. 2 Click this to display the Personal settings (common) screen for the current user. Start menu This drop-down list allows users to navigate Garoon 3 3 applications. 14 Cybozu Garoon 3 User Guide

4 1.1 Display Overview No. Part Description Applications can be hidden by the system administrator, or by yourself through your Personal settings. 4 Logout Logs out from Garoon 3. 5 Help Displays online help in a new window. 6 Application menu This menu allows users to navigate Garoon 3 applications. The system administrator can change the appearance or hide applications. The user can also customize the menu through the Personal settings. 7 Portal Indicates prearranged portlets. 8 User area Users can set their locale and office in this area. 9 Personal settings Displays the Personal settings screen. User Icons Icons Description A user other than the current user The current user An inactive user Display Language When a user first logs in, Garoon 3 uses one of three display language settings. The language setting is determined in the following order: The system administrator has assigned a locale to the user: The locale's language setting. The system administrator has not assigned a locale to the user: The Web browser's language setting. Garoon 3 will use the Web browser language setting if the browser is set to one of the following: Japanese English Simplified Chinese The Web browser's language settings are not supported in Garoon 3: Garoon 3 defaults to the language setting specified during installation. The display language can be overridden in your Personal settings. See Setting Up Locale on page 218. User Name Display Options User names can be displayed in one of the following patterns: User name User name (English name) User name; priority organization User name (English name); priority organization Cybozu Garoon 3 User Guide 15

5 User name display options can be modified in your Personal settings. See "23.2 Configuring Display and Input Entries on page 209. The system administrator can configure to hide information after the user name, or to display only the English name Displaying List By selecting list items, you can delete, move, or sort several items at once. You can set the number of items displayed in a list in your Personal settings. Messages Screen: Parts 5 No. Part Description 1 Navigational links These links become active if there are more items than the items per page limit. 2 Items per page limit Indicates the maximum number of items per page. Sorts in descending order Select all Sort button 1.2 First Steps The list is sorted in descending order. When clicked, the list is sorted in ascending order. Sorts in ascending order. The list is sorted in ascending order. When clicked, the list is sorted in descending order. Selects all visible items in the list. This does not select items that are in other pages. Clicking Select all the second time clears the selection. In Messages and , you can sort items using the sort button. The buttons toggle when clicked. -Messages: Updated time or Created time - s: Sent or Received This section describes the actions that you must take when you log in to Garoon 3 for the first time. 16 Cybozu Garoon 3 User Guide

6 1.2 First Steps Changing Your Password The initial password that you used to log in was set by the system administrator. It is highly recommended that you change your password after your first login. 1 On the Personal settings (common) screen, click Common settings > User, and then click Change password. 2 Enter a new password, then click Save. The system administrator can choose to restrict some users from changing their passwords. Contact your system administrator about any restrictions on passwords Changing Your User Profile On the Personal settings (common) screen, click Common settings > User, and then click User details. Check your user information such as name and address. If you want to edit your user details, click Edit on the User details screen. User Details Entries Entry Description Name The followings are displayed: -User name -User's language 1 -English name 2 Locale User's locale Office User's office Membership Membership information data Priority organization The organization that are displayed in preference when the user is selected Pronunciation Pronunciation of the user name User's address Notes Notes about the user Position User's position within the organization Contact User's contact information URL User's Web page URL Picture User picture 1 : This is the language of the user name. It is displayed to the right of the user name in parentheses. Example: John Smith (English) 2 : This is the English spelling of the user name. Tip The system administrator can configure user names not to display their languages or English spellings. Cybozu Garoon 3 User Guide 17

7 1.2.3 Adding Groups to My Group My groups are groups added at the user's discretion. My groups can be used only by the user who created them. By adding users you frequently select to My Group, you can quickly and easily select them again. 1 On the Personal settings screen, click Common settings > User, and then click My group settings. 2 On the My group settings screen, click New. 3 Edit the entries as desired, then click Add. The following entry fields are available: Name Notes Adding Users to My Group Select My group on the My group settings screen and then add users on the Add user screen. On the My group details screen, click Add user to add users. Editing My Group Click Details on the My group settings screen to display the My group details screen. The following settings are available on the My group details screen: Editing My group details Reordering My group Reordering users in My group Deleting My group Deleting Users From My Group On the My group settings screen, you can delete users by selecting the check box next to their name and clicking Delete. 1.3 Basics This section describes basic operations in Garoon Using Rich Text Formatting You cannot use this feature on Safari for Macintosh. The system administrator can choose to restrict the use of the rich text formatting. 18 Cybozu Garoon 3 User Guide

8 1.3 Basics Formatting Icons Icon Icon name Icon Icon name Full screen Preview Cut Copy Paste Undo Redo Bold Italic Underline Strikethrough Superscript Subscript Justify left Justify center Justify right Justify full Insert ordered list Insert unordered list Text Size Text Color Background color Add link Find and replace Increase indent Add table Edit table Edit cell Delete table Add row Delete row Add column Delete column Add cell Delete cell Merge cells Split cell Add form Add text field Add text area Add button Add drop-down list Add hidden parameter Add check box Add radio button Paste from Word Toggle frame display Special character Absolute positioning Help Decrease indent Horizontal line Clear layout Cybozu Garoon 3 User Guide 19

1.3.2 Navigating Organizations, Categories, and Folders Organizations, categories in applications, and

Organization, Category, and Folder Display Types There are three possible ways that organizations,

Tree View Select a target category or folder by clicking +, - or the title.

9 1.3.2 Navigating Organizations, Categories, and Folders Organizations, categories in applications, and folders are nested. Organization, Category, and Folder Display Types There are three possible ways that organizations, categories, and folders can be displayed. There is no difference in usage for these display types. Tree View Select a target category or folder by clicking +, - or the title. Category view: 2 types Select a target category or folder by clicking the title or Up one level. Tree View (Unassigned users): You can display unassigned users by clicking this link. Category Views 20 Cybozu Garoon 3 User Guide

10 1.3 Basics The following functions are available only in the tree views of and Messages: When a new or message is received, the tree view is expanded up to the containing folder. The number of unread s or messages is displayed next to the name of the containing folder Selecting Users or Facilities Select users or facilities from the tree view of organizations or parent facilities in the Select users screen or the Select users/facilities screen. You can also search users or facilities with keywords. You can use the following user information entries as user search conditions: User name, English spelling, login name, pronunciation, address, position, or custom items Selecting Attendees or Recipients You can assign attendees of an appointment or recipients of a message by selecting an organization or group from a drop-down list. You can also search users with keywords. The search conditions for users are described in the following section: See Selecting Users or Facilities on page 21. Menu displayed in the drop-down lists Menu Search results My group Priority organization Membership Often-used organizations Often-used facility groups Recently selected organizations Recently selected users Recently selected facility groups Recently selected facilities 1 : To set up results per item or clear the selection history, see "23.5 Setting Up Drop-Down Lists" on page 212. Description Results of user search Users registered in My group An organization set up by the system administrator Membership of the logged-in users Organizations that are set up as Often-used organizations by the logged-in user Facility groups that are set up as Often-used facility groups by the logged-in user. Organizations that you recently selected as attendees or message recipients Users that you recently selected as attendees or message recipients Facility groups that you recently selected for appointments Facilities that you recently selected for appointments Selecting a Category or a Folder for Update Notifications You can set update notifications for both Bulletin Board and Cabinet on each category or folder. To select a category or folder to set update notifications, navigate to the target in the Edit notifications screen. You can search a category or a folder with keywords. Cybozu Garoon 3 User Guide 21

1.3.5 Reordering Items To change the order of items, use the following icons: Moves the selected item to the top Moves the selected item one row up Moves the selected item one row down Moves the

11 1.3.5 Reordering Items To change the order of items, use the following icons: Moves the selected item to the top Moves the selected item one row up Moves the selected item one row down Moves the selected item to the bottom Using the Calendar You can select a date and time from a calendar or from a time display. New appointment screen: 1 2 Parts No. Part Description 1 Icon to set the time for the event You can only select the hours, not the minutes. You can set up the available hours in your Personal settings for Scheduler. 2 Calendar to set the date for the event Date types are indicated in the calendar by the following colors: -Week days, Office days, Workdays: Gray -Holidays : Red -Saturdays: Light Blue -Today: Green Attaching Files The appearance of the Select button for attachments is determined by the settings chosen by the system administrator, and by the settings for Adobe Flash Player on the client computer. Display Types for the Select Button There are two possible display types for this button: When Adobe Flash Player is installed: : You can easily select multiple files or individual files for attachment using an intuitive interface. When Adobe Flash Player is not installed, or multiple file upload is disabled: : You can only attach one file at a time. 22 Cybozu Garoon 3 User Guide

12 1.3 Basics Attaching Multiple Files To attach multiple files, you must install Adobe Flash Player or later on the client computer. Information on installing Adobe Flash Player can be found on our website. Installing Adobe Flash Player: You can select multiple files in the Select files screen by dragging a box around the files that you want to attach. To remove a file from the selection, clear the check box to the left of the file that you want to remove. Screenshots: You cannot attach multiple files under the following conditions: You are using Garoon version or earlier. Adobe Flash Player is not installed on the client computer. The multiple file upload function is disabled by the system administrator. Tip You cannot attach a zero-byte file, nor can you attach a file using its shortcut. You cannot attach multiple files with some browsers if you are using Remote Service. Cybozu Garoon 3 User Guide 23

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