[@aheading_2|]This book is intended to cater for a cross section of readers from Directors to IT Managers and from users to programmers. The early sections of the book introduce the concept of
OfficeTalk, describing the key features and benefits of the product. This is followed by sections that describe the technical requirements for adopting the product and how the product could integrate
with existing systems. The main core of the manual is intended for the OfficeTalk user and the OfficeTalk administrator. Each aspect of the product is described in full detail. The last section of
the manual is intended for the programmer, describing how he or she can use Visual Basic or any other high level language to program using the OfficeTalk Application Programming Interface
[@aheading_2|]Welcome to OfficeTalk 98. With this purchase you have given yourself and your workgroup the ability to communicate more effectively with each other and with external organisations.
.par
OfficeTalk is a workgroup information manager. It is designed to help you organise, record and publish both your own personal information and information shared by your workgroup or organisation. It
is also an effective tool for documenting communications held between your organisation and the companies that you do business with.
.endpar
OfficeTalk makes easy work of active communications such as sending and receiving e-mail, organising meetings and assigning [@GlossProject|project] tasks.
.par
OfficeTalk also helps raise the level of [w2h_i1|passive] communications within the organisation. For instance, given sufficient permissions, one person may look at a colleague's diary at the touch
of a button.
.endpar
OfficeTalk can provide Internet mail to everyone in your organisation, simply and effectively, through a single dial-up or direct connection to the Internet.
.par
OfficeTalk helps share important data within the workgroup. For example, the shared contact address book gives any user access to a multitude of data regarding any of the organisation's contacts.
Given sufficient permissions, one person may view any documents sent to or conversations made with a specific contact.
.endpar
.par
If your organisation is split across two or more physical locations, OfficeTalk helps to bridge any communication barriers by providing in-built connectivity between separate OfficeTalk databases.
For example, a person in one location may view the up-to-date diary of a colleague, situated in a different part of the world, as if they belonged to the same local workgroup.
.endpar
All in all, OfficeTalk is a diary manager, a meeting manager, a project manager and a contact manager, combined into one very effective business tool.
[@bheading_2|] Planning For OfficeTalk In Your Organisation
.par
[@aheading_2|]This section explains what things to consider prior to installing OfficeTalk in your organisation. It discusses hardware and software requirements, studies the future scalability
requirements of your workgroup and how to achieve them. It also suggests strategies for connecting disparate workgroups and planning for home workers.
.endpar
[w2h_b1|More:
[w2h_b0|[@HardwareandSoftwareRequirements|Hardware and Software Requirements]
[@Scalability|Scalability]
[@ConnectingPhysicallySeparateWorkgroups|Connecting Physically Separate Workgroups]
[@aheading_3|]OfficeTalk will run on any of the following operating systems:
Windows 95
Windows 98
Windows NT 3.5x
Windows NT 4.0 and above
Windows 3.1
Windows 3.11 (Windows for workgroups)
The minimum recommended specification for OfficeTalk 98 is as follows:
.table colSize 14 14
[w2h_b1|Windows NT
Windows 95/3.x
[w2h_b0|486DX 66Mhz [@lineBreak|]24MB RAM [@lineBreak|]30MB Free disk space
486DX 50Mhz [@lineBreak|]16MB RAM [@lineBreak|]30MB Free disk space
.end-table
.par
[w2h_b1|Note: ]OfficeTalk is a 32-bit application. Any machines running a 16-bit operating system, namely, Windows 3.1 or Windows 3.11 require Win32s to be installed. This is done for you as part of
the OfficeTalk installation. Win32s is the technology used to let 16-bit operating systems run 32-bit applications.
[@aheading_3|]OfficeTalk 98 was designed with scalability and an open architecture in mind. For this reason, ODBC, the Open Database Connectivity standard, is adopted as the database platform. This
means that OfficeTalk is capable of using different database engines, provided that they offer sufficient ODBC features.
.endpar
.par
OfficeTalk is supplied with a JET engine database as standard. This is the same database used by Microsoft Access[@specialChar(e2)|226]. It is a [w2h_i1|client only] database which relies on a shared
file system. The JET engine is designed for a maximum of 128 concurrent users. Client only databases, whilst being simple to set up and administer, can cause excessive network traffic when used in
large workgroups. A more suitable consideration for larger workgroups is a [w2h_i1|client server] database. In such an arrangement, all accesses to the database are made by the machine containing the
database. Thus network traffic is considerably reduced.
.endpar
.par
OfficeTalk may be used with the Microsoft SQL Server[@specialChar(e2)|226] database engine or the Sybase SQL Anywhere database engine. This considerably extends the maximum workgroup size far beyond
the size achievable using the JET engine.
.endpar
.par
Increased effective workgroup sizes may be achieved without turning to a more scalable database technology. By staying with the JET engine, you may instead split your workgroup into two or more
smaller workgroups and connect them using the remote workgroup technology available in OfficeTalk.
.endpar
.par
OfficeTalk provides other features which increase the scalability of the product when using the client only JET engine database. For example, performing certain operations, such as periodically
checking for new mail and checking for overdue tasks can dramatically increase network traffic as the number of users increases, since every machine will be regularly accessing the database over the
network.
.endpar
.par
OfficeTalk provides a [w2h_i1|polling service] which lets you dedicate one machine to polling the database, checking for important events on behalf of each and every user. For instance, when this
machine finds new mail for a particular user, then that user is notified via a network message and only then will the relevant machine attempt to download the mail. Provided that the polling server
is the same machine that holds the OfficeTalk database, then network traffic is almost eliminated.
.endpar
.par
Another scalability feature is available for workgroups with a slow local area network. Certain operations in OfficeTalk require more than one record to be written to the database, for example, when
organising a meeting, an appointment is written into each person's diary in addition to sending a mail message. Certain operations, such as this, may be performed by a server machine rather than a
client machine. This has the effect of reducing network traffic and reducing the time taken, by the client, to perform the operation.
[@bheading_3|] Connecting Physically Separate Workgroups
[@aheading_3|]If your organisation is split across several physical locations and possibly several different networks, OfficeTalk provides a number of methods for connecting everyone.
.par
For example, your organisation may be split across two separate locations, both connected via a wide area network and you wish to connect everyone so that they may share OfficeTalk data. One way to
achieve this would be to use an SQL Server[@specialChar(e2)|226] database. Alternatively, you could use the JET engine and adopt a data [w2h_i1|replication ]strategy such that changes made to the
data in each local workgroup could be replicated in each database. OfficeTalk provides methods for doing this for organisations which have either a high bandwidth network, a low bandwidth network, or
no network at all connecting its different sites.
.endpar
.par
Multi-site organisations with a high bandwidth fixed connection or ISDN connection may consider connecting directly to the main database as if all sites belonged to the same local area network.
Alternatively, for slightly lower bandwidth connections, each site would have its own workgroup database. Connections to other sites would only be made if a user specifically accessed data in those
sites, for example, if a local user opened one of the diaries held at one of the other sites.
.endpar
If each site is using the JET engine then both of the above configurations would require each user to have file based access to the other site. This is not a requirement if using SQL Server.
.par
Multi site organisations with a low bandwidth connection between the sites, such as a modem connection, may configure OfficeTalk such that a local copy of each site's database is kept and,
periodically, a connection is established to transfer the changes between the sites. This has the advantage that all local users need only connect to a local database in order to access the remote
site's data. The disadvantage of this configuration is that the local database copy is never completely up to date. OfficeTalk can replicate the changes either by connecting directly to the remote
database and transferring a single data record in each direction containing the relevant changes, or by sending and receiving changes using Internet mail. For more information see
[@WhatIsRemoteWorkgrouping|What Is Remote Workgrouping].
[@aheading_3|]These days, growing numbers of organisations are employing individuals who work from home or are away from the office on an almost permanent basis. OfficeTalk provides functionality for
users, such as out workers, to work[w2h_i1| offline]. When OfficeTalk is made to work offline, it copies part, or all, of the workgroup database to a separate computer. This computer may then be
disconnected from the workgroup LAN and OfficeTalk may be used as normal. At any time, the offline user may choose to synchronise the offline database with the main workgroup database. The
synchronisation may be performed either via a direct connection to the main workgroup database, using dial up networking, for instance, or the synchronisation may be performed using Internet mail.
[@aheading_3|]Installing OfficeTalk into your organisation is a straight forward procedure. It involves an initial installation on the machine which will contain the OfficeTalk database. As part of
the initial installation, a directory is created, containing a setup program which subsequent installations should run. The setup program ensures that each user automatically connects to the correct
OfficeTalk database.
.endpar
For installations on Windows 3.1 and Windows 3.11 operating systems, the setup process involves an initial setup procedure, which prepares your computer to run 32-bit applications.
[w2h_b1|Note: ]OfficeTalk may be run on both 16-bit and 32-bit operating systems within the same workgroup.
Total installation time will take less than 5 minutes for each user. For further information on installing OfficeTalk see [@InstallingOfficeTalk|Installing OfficeTalk].
[@bheading_2|] Integrating OfficeTalk Into Your Organisation
.par
[@aheading_2|]OfficeTalk has been designed to integrate into a variety of organisations. Some organisations may need to integrate OfficeTalk with existing e-mail software, others may need OfficeTalk
to integrate with other software applications, for example, accounting software or workflow software.
.endpar
[w2h_b1|More:
[w2h_b0|[@IntegratingWithOtherE_mailSystems|Integrating With Other E-mail Systems]
[@IntegratingWithOtherApplications|Integrating With Other Applications]
[@IntegrationThroughTailoring|Integration Through Tailoring]
[@bheading_3|] Integrating With Other E-mail Systems
.par
[@aheading_3|]By default, OfficeTalk uses its own proprietary mail transport when sending mail from one OfficeTalk user to another. Additional integrated mail services are provided to let you send
and receive mail to and from organisations that use Microsoft or Lotus e-mail applications. An Internet mail service is also provided which lets every OfficeTalk user send and receive Internet mail.
.endpar
The mail services, provided with OfficeTalk, make it possible to integrate OfficeTalk seamlessly into any organisation which uses an existing e-mail system.
.par
Further integration is provided with Microsoft Exchange and Microsoft Outlook. OfficeTalk is supplied with electronic forms which may be installed into Microsoft Exchange or Microsoft Outlook. Such
forms enable OfficeTalk users to invite Exchange or Outlook users to meetings and to assign them tasks, all through a form-based interface.
[@bheading_3|] Integrating With Other Applications
.par
[@aheading_3|]OfficeTalk can be integrated with a variety of applications by using the OfficeTalk [@GlossAPI|API] (application programming interface). For example, an accounting system may use the
OfficeTalk API to send a manager an e-mail message when his budgetary spend has been exceeded. Alternatively, a time sheet program may use the OfficeTalk API to extract time sheeting information from
each user's diary.
.endpar
The OfficeTalk API may be programmed from Visual Basic, Microsoft Word, Microsoft Excel and any other [@GlossAutomationcontroller|automation controller].
[@aheading_3|]Part of a successful product integration involves meeting the needs of as many people as possible, within the organisation, whilst not exposing them to unnecessary functionality.
OfficeTalk may be configured such that certain users have access to some modes while other users have access to different modes. For example, you may wish to give the sales team access to only the
contact, mail and diary modes, while only managers will have access to the [@GlossProject|project] planning mode.
.endpar
.par
Tighter integration with the data needs of an organisation is met through OfficeTalk's provision for database customisation. OfficeTalk lets you add additional data fields to the standard data types.
Furthermore, OfficeTalk lets you add property pages to each of the standard data type property sheets, which may contain one or more custom or system fields. For example, OfficeTalk could be used to
store additional data with each contact, such as the contact's birthday, marital status, National Insurance number etc.
[@aheading_2|]OfficeTalk is all about sharing everyday data within the workgroup and, sometimes, between workgroups. However, OfficeTalk provides a very flexible security system for when you do not
want to share specific data or when you wish to restrict the access of certain individuals to specific data.
.endpar
[w2h_b1|More:
[w2h_b0|[@RestrictingAccessToData|Restricting Access To Data]
[@RestrictingAccesstoModes1|Restricting Access to Modes]
[@aheading_3|]Every OfficeTalk user may be assigned a specific [@GlossSecurityprofile|security profile]. Users assigned the same security profile will have the same access to all data held within
OfficeTalk.
.endpar
For example, you may create the following security profiles and assign each security profile to the appropriate users:
Directors
Managers
Team Members
Once you have defined the appropriate security profiles and have assigned them to the relevant users, OfficeTalk then lets you specify the access of each of the profiles to any area of data.
.par
There are several levels of access which members of a security profile may have to certain data. These levels differ depending upon the data in question, but, in general, the various access levels
are as follows:
.endpar
No Access
Read Access
Read/Edit Access
Read/Edit/Create Access
Read/Edit/Create/Delete Access
.par
So, for instance, as a supervisor, you could deny all users, except Directors, access to the [@GlossProject|project] entitled '5-Year Plan'. Additionally, you could configure OfficeTalk such that all
directors may record their documents and conversations with contacts, knowing that neither managers nor team members may have access to them. Furthermore, directors may be given full access to any
document or conversation written by any manager or team member.
.endpar
.par
When users create certain data such as projects, planners, conversations etc., they have the choice of making such data either [w2h_i1|private] or [w2h_i1|personal]. If they have been granted
sufficient access, they may make such data [w2h_i1|public] so that all users in the workgroup may see the data. If such data is made [w2h_i1|private], then only the owner of that data will be aware
of its existence. If such data is [w2h_i1|personal] to a particular user then other users' access to that data will depend upon their access to the owner of the data.
[@aheading_3|]By default, all users have access to all of the modes supplied with OfficeTalk. A supervisor may restrict certain users from certain modes altogether, if necessary. For example, an
organisation may want to restrict all staff, except for [@GlossProject|project] managers, from gaining access to Project mode.
.endpar
.par
Additionally, a supervisor may specify more detailed access of some users to certain modes. For example, some users may be permitted to create public contact groups within Contact mode, whereas other
users may be restricted from accessing the History view within Contact mode.
.endpar
These are just some examples of the flexibility that supervisors have when configuring OfficeTalk's security system.
[@aheading_3|]OfficeTalk provides you with the functionality to connect to another workgroup in order to view data within that workgroup. The converse is also true. Other organisations, given your
permission, may connect to and view data held within your workgroup.
.endpar
.par
Workgroups that make a connection to your workgroup are initially [w2h_i1|non-trusted]. OfficeTalk provides security features which let you choose what data to give out to non-trusted workgroups. You
may also specify a [@GlossSecurityprofile|security profile] for all non-trusted remote workgroups. Such a security profile would most likely give connecting workgroups, minimum access rights, if any,
to the data in your workgroup. At a later stage, once the connecting remote workgroup has been qualified as a [w2h_i1|trusted] workgroup, it may be assigned a security profile giving it a higher
level of access to your data. Furthermore, after a remote workgroup has established a connection to your workgroup, you will be able to optionally assign different security levels to any of the
remote users within that remote workgroup. So, for example, certain managers in the remote workgroup may be given full access to the data in your workgroup, while all other users may be given minimal
access.
.endpar
.par
Inter workgroup security works in much the same way as local workgroup security. You have full control over the access that members of a remote workgroup have to every item of data in your workgroup
and you may specify which modes a particular remote workgroup has access to and what members of that workgroup can and cannot do within those modes.
[@aheading_2|]This manual describes, in detail, the nine modules (or [w2h_i1|modes]) which make up OfficeTalk. The following is a brief introduction to each mode.
[@aheading_2|]Supervisor mode lets you define users, resources, user groups, workgroup-wide projects and planners and lets you configure each of the mail services for any particular user.
Furthermore, from this mode, you may define how and when OfficeTalk connects to the Internet in order to send and receive Internet mail on behalf of the users in the workgroup.
.endpar
Supervisor mode lets you configure the connectivity with other remote workgroups and lets you define how and when data is replicated or accessed between the workgroups.
A supervisor has complete control over the data security within the workgroup and the data access granted to remote workgroups.
[@aheading_2|]The Diary mode is used to keep appointments, task lists ([w2h_i1|to-do ]lists) and [@GlossBackgroundactivities|background activities][w2h_i1| ]for yourself and all the other users in
your organisation. From within Diary mode you can view and update your own diary information. If you have the necessary access rights, you can view and update other users' diary information. If
OfficeTalk is configured to access other workgroups then you can even access a colleague's diary situated on the other side of the world. OfficeTalk also lets you keep diary information for resources
such as meeting rooms, pool cars and other bookable objects.
[@aheading_2|]The [@GlossPlanner|Planner] mode[w2h_b1| ]allows users to create planners, which are a way of planning and sharing long term activity information. Planners contain planner bookings
which are one or more days in duration. A good example of the typical usage of a planner would be a holiday planner. A planner may be created which keeps the holiday commitments of the entire
workgroup. This information is then available to all OfficeTalk users for use in their own planning and scheduling.
[@aheading_2|]The [@GlossProject|Project] mode is ideal for planning and monitoring projects within your organisation. A project consists of a [@GlossGroup|group] of related tasks and a plan for when
those tasks will be completed and by whom. Project tasks can be assigned to OfficeTalk users using the OfficeTalk mail system, or to e-mail recipients using the other mail services. Recipients of
assigned tasks may indicate their progress which will automatically update the project for effective tracking.
[@aheading_2|]The [@GlossGroup|Group] mode is ideal for looking at the activities of a group of users and resources. There are two views in Group mode, the Table Chart view which presents a group's
activities in a timetable format and the Chart view which represents a group's activities in a chart format.
[@aheading_2|]The Meeting mode lets you organise meetings simply and efficiently. From within Meeting mode, you can check other users' and resources' availability, write meeting agendas, send out
meeting invitations and monitor the replies. OfficeTalk can interpret the replies sent back from both OfficeTalk users and e-mail recipients, updating the status of each meeting automatically.
[@aheading_2|]The Contact mode provides a rich set of contact management features. Contact mode lets you add companies and contacts, schedule follow-up tasks, record conversations, write documents,
define company and contact groups, print labels and envelopes, export mail merge files to word-processors and a whole lot more.
.endpar
Contact mode contains several different views onto your contact data:
Company view
Contact view
Directory view
History view
Company view shows company information, namely the site address and a list of employees (contacts) who work for the company along with a history of communications with the company.
.par
Contact view shows information specific to a particular contact, for example, the name and address of the company to which the contact belongs, if any, and the contact's home address, title, position
etc., along with a history of communications with the contact.
.endpar
Directory view shows both company and contact information in a telephone directory format.
.par
History view show a history trail of communication held between members of your workgroup and all companies and contacts. At a glance, you can see what documents have been written, what conversations
have been held and what e-mail has been sent to and received from each contact or company.
[@aheading_2|]The Mail mode provides a very easy-to-use mail client with all the features that you would expect from a standalone mail package. The OfficeTalk mail client is both MAPI and VIM
compliant which means that it will interface with Microsoft Mail[@specialChar(99)|153], Lotus cc:Mail[@specialChar(99)|153] and many other popular e-mail packages. The mail client is also Internet
enabled which means that OfficeTalk users can send and receive Internet mail. Users can define mail rules to perform automated actions on sent and received mail.
[@aheading_2|]Notify mode lets you compose and send messages directly to other users' screens. This may be considered a more urgent form of e-mail. Provided that the recipient is logged onto
OfficeTalk, regardless of what application the recipient is currently working in, any message received will appear over the top of all other windows, ensuring that you are made aware of the message.
[@aheading_2|]Installing OfficeTalk into your workgroup consists of an initial installation followed by subsequent network installations. The initial installation should be performed on the machine
which will host the OfficeTalk database. The setup program guides the user through the creation of the workgroup and the addition of one or more users.
.endpar
.par
The initial installation creates a [w2h_b1|setup32] sub-directory under the directory containing the OfficeTalk database. Subsequent installations require [w2h_b1|Setup.exe ]to be run from the
[w2h_b1|setup32 ]directory. This ensures that all OfficeTalk machines access the same shared workgroup database.
.endpar
[w2h_b1|More:
[w2h_b0|[@BeginningtheInstallation|Beginning the Installation]
[@aheading_3|]OfficeTalk is available for both 16-bit Windows 3.x and for 32-bit Windows 9x/NT. There is a separate installation for each operating system. Both installations run the same main
OfficeTalk setup program, however the installation for Windows 3.x involves an additional setup stage prior to the main OfficeTalk Setup program.
.endpar
.par
[w2h_b1|Note:] If you plan to run OfficeTalk using the JET database on a mix of 32-bit and 16-bit platforms, you must use the 16-bit database supplied with the Windows 3.x installation. To do this,
run the Windows 3.x installation first and then install the Windows 9x/NT installation to the same database directory. Subsequent 16-bit platforms should run [w2h_b1|Setup16.exe] from the
[w2h_b1|Setup16][w2h_i1| ]directory. Subsequent 32-bit platforms should run [w2h_b1|Setup.exe] from the [w2h_b1|Setup32] directory.
[@aheading_4|]If you are installing OfficeTalk on a Windows 9x or Windows NT computer then skip this section and refer to [@OfficeTalkSetupProgram|OfficeTalk Setup Program]. The Windows 3.x
installation installs Win32s components which prepare your computer to run the main OfficeTalk Setup program. To begin the installation, run the [w2h_b1|Setup16.exe] program from the Windows 3.x
installation media.
.endpar
.par
[w2h_b1|Note:] If you are installing a subsequent Windows 3.x platform in order to share the workgroup database then you should run [w2h_b1|Setup16.exe] from the [w2h_b1|Setup16][w2h_i1| ]directory.
This directory is created by the initial Windows 3.x installation in the directory specified in the Database page of the main OfficeTalk Setup Wizard.
.endpar
[@g_QUIC0399.BMP|]
Press [w2h_b1|Next] to begin copying the Win32s components. When all the files have been copied, the Windows 3.x Setup will ask you to restart windows.
[@g_QUIC0401.BMP|]
When Windows restarts, the main OfficeTalk setup program is automatically started.
[@aheading_4|]The OfficeTalk Setup program is run automatically by the Windows 3.x Installation. Windows 9x/NT platforms should start the OfficeTalk Setup program by running
[w2h_b1|Setup.exe][w2h_b1| ]from the Windows 9x/NT installation media.
.endpar
[@g_QUIC0403.BMP|]
.par
[w2h_b1|Note: ]If you are installing a subsequent Windows 9.x platform in order to share the workgroup database then you should run [w2h_b1|Setup.exe] from the [w2h_b1|Setup32] directory. This
directory is created by the initial Windows 9.x installation in the directory specified in the Database page of the main OfficeTalk Setup wizard.
.endpar
[@g_QUIC0405.BMP|]
When you run [w2h_b1|Setup.exe] the OfficeTalk Setup wizard is displayed. The first page of the wizard welcomes you to the OfficeTalk Setup program.
[@g_QUIC0407.BMP|]
.par
Pressing [w2h_b1|Next ]will display the License page. Read the terms of the license agreement. If you agree to the terms of the agreement, press [w2h_b1|Yes]. If you do not agree, press [w2h_b1|No]
and the Setup program will close.
.endpar
[@g_HELP0001.BMP|]
If Setup finds an existing previous version of OfficeTalk then Pressing [w2h_b1|Yes ]will display the Upgrade page. Otherwise the Database page is shown.
.par
The Upgrade page lets you choose whether or not you will convert the old version 1.x OfficeTalk database to the new version 2.0 format. If you do not want to upgrade the database then select the
[w2h_b1|Create New Database] radio button. Otherwise, select the [w2h_b1|Upgrade v1.x database from .CMP file ]radio button.
.endpar
[@g_QUIC0898.BMP|]
.par
Setup suggests where it expects to find the latest OfficeTalk version 1.x [w2h_b1|.CMP] file. If your [w2h_b1|.CMP] file is located in a different place then use the [w2h_b1|Browse] button to locate
the file and press [w2h_b1|Next].
.endpar
The Database page lets you choose the location to which the workgroup database will be installed. This page is only displayed if this is the initial OfficeTalk installation.
[@g_QUIC0409.BMP|]
[w2h_b1|Note: ]The directory that you specify must be a shared directory to which everyone has full access. Ideally, it should be a directory on a fast file server machine.
.par
Specify the relevant directory either by typing into the field or by pressing the [w2h_b1|Browse[@specialChar(85)|133] ]button and using the Select Directory dialog box to choose the destination
directory. Press [w2h_b1|Next ]to show the Options page. This page lets you choose whether to perform a Standard, Minimum or Custom installation.
.endpar
[@g_QUIC0411.BMP|]
.par
The Standard installation copies the program files and help files to your local machine. It also installs the OfficeTalk [@GlossAPI|API] component which allows you to extend the functionality of
OfficeTalk using Visual Basic.
.endpar
The Minimum installation does not copy any files to your local machine but instead runs OfficeTalk from the server machine. No additional components are installed.
If you select the Custom installation, pressing [w2h_b1|Next ]will show the Custom page which lets you choose which specific components to install.
[@g_QUIC0413.BMP|]
.par
You can choose whether or not to run OfficeTalk from the server or from the local machine by selecting the appropriate radio button. You can also choose which components to install from the check box
list. You may choose from the following:
.endpar
.table colSize 14 14
[w2h_b1|Component
Description
[w2h_b0|OfficeTalk Executables
This is a required component.
OfficeTalk Help files
The help files.
OfficeTalk API
The Application Programming Interface which lets you write separate programs which can access the OfficeTalk database. This component is only available to Windows 9.x platforms.
OfficeTalk Active Server Pages
The Active Server Pages files which enable you to run a cut down version of OfficeTalk from a Web browser. This option is only available to Windows 9.x platforms.
cc:Mail/Notes Connectivity
The components to allow you to send and receive mail to and from cc:Mail and Lotus Notes.
Exchange Connectivity
The components to allow you to send and receive mail to and from Microsoft Exchange. This includes electronic forms to allow you to send meeting invitations and task assignments to Exchange users.
.end-table
.par
Make your selection and press [w2h_b1|Next]. The next page shown is the Choose Destination Location page. This page is also shown after the Options page if you had chosen the Standard or Minimum
installation option. This page lets you choose to which local directory you wish to install the OfficeTalk executables and other related files.
.endpar
[@g_QUIC0415.BMP|]
.par
Press the [w2h_b1|Browse[@specialChar(85)|133]] button and use the Choose Folder dialog box to select the local directory to which OfficeTalk executables will be installed. If you chose to run the
executables from the server, you must still specify a directory using this page, since Setup needs to know where to copy other local files such as the offline database directory and associated files.
.endpar
.par
If you selected the [w2h_b1|OfficeTalk Intranet ASP Pages] component from the Custom page, then pressing [w2h_b1|Next] will display the Choose ASP Destination page. This page lets you choose the
directory to which the ASP files are copied. If Microsoft Information Server is installed on the machine, Setup will detect the root web directory and will suggest a directory called
[w2h_b1|<WebRoot>/OfficeTalk].
.endpar
[@g_QUIC0417.BMP|]
.par
Pressing [w2h_b1|Next] will display the Select Program Folder page. You may use this page to specify the name of the program folder to which the program shortcut icons will be added. You may either
select an existing program folder from the list or enter the name of a new program folder.
.endpar
[@g_QUIC0419.BMP|]
.par
When you press [w2h_b1|Finish] OfficeTalk will begin copying the files to your machine. If you are performing an initial installation (i.e. you ran [w2h_b1|Setup.exe] from the installation media)
then the file copying process will take a little longer since Setup must create the [w2h_b1|Setup32] or [w2h_b1|Setup16] directories containing the setup files for subsequent Windows 9.x or Windows
3.x platforms respectively.
.endpar
Setup creates the OfficeTalk program and help icons and places them in the program folder that you chose.
When the installation is complete, Setup will inform you by displaying a message box.
[@g_QUIC0421.BMP|]
.par
If you elected to upgrade an old version 1.x database, then OfficeTalk will ask you to confirm that you wish to do this. Choose [w2h_b1|Yes]. If you press [w2h_b1|No] then you will have to re-run
Setup if you wish to convert the database at a later time. Pressing [w2h_b1|Yes] will run the database conversion program. This may take a long time depending upon the size of your version 1.x
database. When the program completes you will be ready to run OfficeTalk.
[@bheading_2|] Running OfficeTalk for the First Time
[@aheading_2|]You can run OfficeTalk by double clicking on the OfficeTalk icon in the OfficeTalk program folder.
[@g_QUIC0423.BMP|]
When you run OfficeTalk for the first time, the New Workgroup wizard is displayed showing the Welcome page.
[@g_QUIC1069.BMP|]
The next page lets you specify the name of your workgroup, for example, 'ABC Corporation'.
[@g_QUIC0425.BMP|]
.par
Pressing [w2h_b1|Next] will display the New Users page. This page lets you choose how to add user accounts to OfficeTalk. You may choose between adding users manually and using
[@GlossDirectoryServices|Directory Services]. Directory Services is a feature of your operating system which lets you detect which user accounts are set up on your network.
.endpar
[@g_QUIC0427.BMP|]
.par
If your operating system does not support Directory Services then the [w2h_b1|Add Users Manually] radio button is selected by default. If you select [w2h_b1|Add Users Manually] and press
[w2h_b1|Next], OfficeTalk will display the Users page. This page lets you enter your details. You must specify your first name, your last name and a login name which will uniquely identify you within
the workgroup
.endpar
[@g_QUIC0429.BMP|]
.par
When you have entered the relevant details, press [w2h_b1|Next]. OfficeTalk will summarise the actions that will be taken when you press the [w2h_b1|Finish] button. You will then be logged onto
OfficeTalk into Supervisor mode from where you can add further users if necessary. For more information, see [@AddingaNewUser|Adding a New User].
.endpar
If you chose the [w2h_b1|Use Directory Services] radio button in the Options page then the Directory Services page is shown when you press [w2h_b1|Next].
[@g_QUIC0704.BMP|]
.par
This page lets you select which users and groups you wish to automatically add to OfficeTalk. The left hand list shows a list of available directory services on your network. If you are running an NT
network, then the [w2h_b1|WinNT:] service will be expanded to show a list of available domains. Each domain, in turn, may be expanded to show a list of user groups.
.endpar
.par
A [@GlossGroup|group] called 'All Users' is shown in the left hand list which contains all users that exist in the domain. If you select a group, for example, 'Managers', and press [w2h_b1|Add],
OfficeTalk will move the group and all the users contained in that group to the right hand list. This will result in an OfficeTalk user group 'Managers' being added to the workgroup in addition to a
number of users representing each member of the group 'Managers'.
.endpar
.par
If you expand one of the groups in the left hand list and select a single user from that group then when you press [w2h_b1|Add], OfficeTalk will move the group itself and the selected user to the
right hand list. This will result in an OfficeTalk group being added to the workgroup along with a single user representing the selected member of the group.
.endpar
.par
If you select 'All Users' from the left hand list and press the [w2h_b1|Add] button, The 'All Users' group and all the users in that group will be moved to the right hand list. This will result in a
group 'All Users'[w2h_i1| ]being added to the workgroup along with all the users available from the NT domain who will each be members of the 'All Users' group.
.endpar
.par
Select the relevant users and groups that you wish to automatically add to OfficeTalk and press [w2h_b1|Next]. OfficeTalk will show the Select User page. This page requires you to select which of the
added users represents you.
.endpar
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.par
Select the appropriate user and press [w2h_b1|Next]. OfficeTalk will display the Finish page. If you are happy with the summary of actions presented to you then press [w2h_b1|Finish]. OfficeTalk will
create all the users and groups that you selected and will mark you as a supervisor. You will then be logged onto OfficeTalk into Supervisor mode from where you can add further users if necessary.
For more information, see [@AddingaNewUser|Adding a New User].
[@aheading_2|]To log onto OfficeTalk, start the application by double clicking the left mouse button on the OfficeTalk program item in the OfficeTalk program folder.
[@g_QUIC0431.BMP|]
.par
The Login dialog box is displayed. If you have previously logged on at the same workstation, then your login name will already be selected in the [w2h_i1|Login Name] field. If not, either type in
your login name or select it from the list.
.endpar
[@g_QUIC0433.BMP|]
.par
Next, enter your password. By default, your password is exactly the same as your login name. For example, if your name was 'John Smith' and your login name was 'JS' then your password would also be
'JS'. You may change your password from the Login dialog box. For more information on this see [@ChangingYourPassword|Changing Your Password].
.endpar
[w2h_b1|Note:] Case sensitivity is important in both the [w2h_i1|Login Name] and [w2h_i1|Password] fields.
.par
Once you have entered your password, press the [w2h_b1|Login] button, or, alternatively, press the [w2h_b1|Enter] key on the keyboard. OfficeTalk will then log you in. By default, when you log in,
you enter Diary mode. OfficeTalk lets you specify which mode to start in. For more information on this, see [@Start_upMode|Start-up Mode].
.endpar
[w2h_b1|More:
[w2h_b0|[@BypassingtheLoginDialogBox|Bypassing the Login Dialog Box]
[@aheading_3|]If you check the [w2h_b1|Save Password] check box on the Login dialog box, OfficeTalk will remember your password so that the next time you start OfficeTalk, the Login dialog box will
be bypassed and OfficeTalk will automatically log you in. If you wish to revert back to specifying your login name and password from the Login dialog box then select the Startup[w2h_b1| ]tab from the
Preferences dialog box and uncheck the [w2h_b1|Save Password ]check box. For more information, see [@Start_upMode|Start-up Mode].
[@aheading_3|]You can change your password from the Login dialog box.
.par
[w2h_b1|Note:] If you have chosen to bypass the Login dialog box then you must first revert back to specifying your login name and password from the Login dialog box. Do this by selecting the
[w2h_b1|Startup Mode] tab from the Preferences dialog box and un-checking the [w2h_b1|Save Password ]check box.
.endpar
[@g_QUIC0437.BMP|]
To change your password, enter your login name and current password and press the [w2h_b1|Change Password ]button. A Change Password dialog box is shown.
[@g_QUIC0439.BMP|]
.par
Enter your new password into both the [w2h_i1|New Password] field and the [w2h_i1|Verify] field. Then press the [w2h_b1|Change ]button. Your password will be changed. OfficeTalk will return to the
Login dialog box. Enter the new password into the [w2h_i1|Password] field and press the [w2h_b1|Login ]button. The next time that you log into OfficeTalk you will be required to supply your new
[@aheading_2|]When you first log onto OfficeTalk, you have 30 days in which to obtain a product enabling [@GlossKeycode|keycode] from your supplier. If you do not register OfficeTalk and obtain a
keycode, any supervisors logging on to OfficeTalk will be reminded of this after 15, 20 and 25 days and every day thereafter.
.endpar
[w2h_b1|More:
[w2h_b0|[@RegisteringAfterthe30DayTrialPeriod|Registering After the 30 Day Trial Period]
[@RegisteringBeforethe30dayPeriod|Registering Before the 30 day Period]
[@bheading_3|] Registering After the 30 Day Trial Period
.par
[@aheading_3|]If you have still not obtained a [@GlossKeycode|keycode] after 30 days, you will be prevented from logging on to OfficeTalk. When you try to log on you will receive the following
message:
.endpar
[@g_QUIC0706.BMP|]
.par
If you have already received a keycode from your supplier, then press [w2h_b1|Yes]. If you have not yet registered then press [w2h_b1|No]. If you press [w2h_b1|No], OfficeTalk will display the
Register OfficeTalk wizard. Follow the instructions given in this wizard and refer to [@TheRegistrationWizard|The Registration Wizard]. When you obtain your keycode, restart OfficeTalk and press
[w2h_b1|Yes] when this message appears again.
.endpar
When you press [w2h_b1|Yes], OfficeTalk will then show an Enter Keycode dialog box. Enter your customer number and your keycode into the relevant fields and press [w2h_b1|OK].
[@g_QUIC0708.BMP|]
When you press [w2h_b1|OK], OfficeTalk will check the validity of the keycode. If the keycode is not correct, OfficeTalk will inform you of this by displaying the following message:
[@g_QUIC0710.BMP|]
.par
If you get this message, firstly ensure that you have typed in the keycode correctly into the keycode field. The keycode is case sensitive, so ensure that the case of each character is correct. If
you cannot find any reason why the keycode does not work then contact your OfficeTalk supplier.
.endpar
If everything is OK then OfficeTalk will pop up the following message box:
[@g_QUIC0712.BMP|]
A summary of the registration options is shown. When you press [w2h_b1|OK], OfficeTalk will display the Login dialog box. Ready for you to log in.
[@bheading_3|] Registering Before the 30 day Period
[@aheading_3|]To register OfficeTalk and receive the product enabling [@GlossKeycode|keycode], do the following:
Login as a supervisor and enter Supervisor Mode. Choose [w2h_b1|Register OfficeTalk] from the [w2h_b1|License ]menu.
[@g_QUIC0714.BMP|]
The Register OfficeTalk Wizard will appear. Follow the instructions given in this wizard and refer to [@TheRegistrationWizard|The Registration Wizard].
On receiving the keycode back from your vendor, you can enter it by selecting [w2h_b1|Enter Keycode] from the [w2h_b1|License] menu in Supervisor mode.
[@g_QUIC0715.BMP|]
Enter your customer number and keycode into the [w2h_i1|Keycode] field in the Enter Keycode dialog box and press [w2h_b1|OK].
[@g_QUIC0716.BMP|]
When you press [w2h_b1|OK], OfficeTalk will check the validity of the keycode. If the keycode is not correct, OfficeTalk will inform you of this by popping up the following message:
[@g_QUIC0718.BMP|]
.par
If you get this message, firstly ensure that you have typed in the keycode correctly into the keycode field. The keycode is case sensitive, so ensure that the case of each letter is correct. If no
error was made typing in the keycode, check to ensure that you have not changed the spelling of the Workgroup Name since registering OfficeTalk. If you still cannot find any reason why the keycode
does not work then contact your OfficeTalk vendor.
.endpar
If everything is OK then OfficeTalk will display the following message box:
[@g_QUIC0720.BMP|]
.par
A summary of the registration options is shown. OfficeTalk will now be registered. OfficeTalk will remember your keycode. You should never change the workgroup name or keycode [w2h_i1|unless] you
[@aheading_3|]The first page in the Registration wizard lets you specify the workgroup's name. Ensure that the workgroup name is correct. [w2h_b1|This is important since the
][@GlossKeycode|keycode][w2h_b1| that you receive will be based upon this name and changing the workgroup name at some point in the future will invalidate the keycode].
.endpar
[@g_QUIC0722.BMP|]
The next page lets you enter any licenses that you may already have. Each OfficeTalk product comes with one license. Each license has a serial number and licences a certain number of users.
[@g_QUIC0724.BMP|]
.par
If you have more than one license (for example if you bought several copies of OfficeTalk) then you may enter all the serial numbers together, thus accumulating user licenses. If you do not have a
license then just press [w2h_b1|Next].
.endpar
To enter license information, press the [w2h_b1|New] button in the Licenses page. A License dialog box is displayed.
[@g_QUIC0726.BMP|]
.par
Enter the serial number for this license and specify the number of users purchased against this license. Press [w2h_b1|OK]. The license will now appear in the list. You can edit or delete any entries
in this dialog box using the [w2h_b1|Edit] and [w2h_b1|Delete] buttons. When you have entered the license(s), press [w2h_b1|Next].
.endpar
.par
The next page lets you specify the number of additional user licenses that you require. For example, if you already have a licence for 5 users and you wish to have 55 users altogether then you would
specify that you require an additional 50-user license.
.endpar
[@g_QUIC0728.BMP|]
.par
The next page lets you specify whether or not you wish to purchase additional cost options. These options include the OfficeTalk [@GlossAPI|API] which lets you write Visual Basic programs to
interface with your OfficeTalk data. The options also include the ability to run OfficeTalk in a client/server environment using a client/server database engine rather than the JET engine supplied as
standard.
.endpar
[@g_QUIC0730.BMP|]
The next page lets you enter your details or the details of the person to whom your vendor will communicate the product enabling keycode.
[@g_QUIC0732.BMP|]
When you have entered the relevant details, press [w2h_b1|Next].
The next page lets you fill out any feedback or comments that you have with regards to OfficeTalk.
[@g_QUIC0734.BMP|]
.par
The next page lets you choose whether your registration form will be printed out (for faxing or sending by post), output to a file (for sending via an alternative e-mail package) or e-mailed (using
the OfficeTalk Internet mail service).
.endpar
[@g_QUIC0736.BMP|]
.par
Select the required option and press [w2h_b1|Next]. If you selected [w2h_b1|Print], OfficeTalk will display a further page which lets you preview your print out. Pressing the [w2h_b1|Finish] button
will send your registration form to the printer. Fax the printed form to your supplier whose fax number will be displayed at the top of the form. Your supplier will then inform you of your keycode.
.endpar
.par
If you selected [w2h_b1|Output to file], OfficeTalk will display a further page letting you choose the filename to which the registration details will be written. Pressing [w2h_b1|Finish ]will write
the file to the specified location. Send the file as an attachment to your supplier using any e-mail package.
.endpar
.par
Alternatively, if you selected [w2h_b1|E-mail], OfficeTalk will display a further page showing the e-mail address to which the registration form will be sent. You may change this address if
necessary. Pressing [w2h_b1|Finish] will send the registration form using the OfficeTalk Internet mail service. Note, the mail will be sent the next time that you send mail using the Internet mail
[@aheading_3|]During the 30 day trial period you may add up to 100 OfficeTalk users. When you register the product and obtain a [@GlossKeycode|keycode] for a specified number of users, it is possible
that there are more users defined than the number of user licenses that you have. For this reason, OfficeTalk lets you specify a subset of users who will become the actual users.
.endpar
If you have more users than licenses then when you first log on after entering the keycode, OfficeTalk will warn you of this.
[@g_QUIC0738.BMP|]
OfficeTalk will then prompt you to specify the subset of actual users by displaying a Select Licensed Users dialog box.
[@g_QUIC0740.BMP|]
.par
Choose the users who you wish to license by selecting them from the [w2h_b1|Unselected] list and pressing the [w2h_b1|Add] button. When you have chosen all the users, press [w2h_b1|OK]. If, for
example, you have purchased 1 license but you have chosen more than 1 user then OfficeTalk will prevent you from continuing by issuing the following message:
.endpar
[@g_QUIC0742.BMP|]
.par
Remove some users from the [w2h_b1|Selected] list and press [w2h_b1|OK]. You must choose at least [w2h_i1|one] supervisor user. If you do not, OfficeTalk will prevent you from moving on by issuing
the following message.
.endpar
[@g_QUIC0744.BMP|]
You can change the subset of licensed users at any time by selecting [w2h_b1|Choose Users[@specialChar(85)|133] ]from the [w2h_b1|License ]menu in Supervisor mode.
[@aheading_2|]Should you wish to remove OfficeTalk from your system, you can do so from within the Add/Remove Programs applet in Control Panel. From Control Panel, double click on the Add/Remove
Programs applet.
.endpar
From the Install/Uninstall tab, locate OfficeTalk from the list and press the [w2h_b1|Add/Remove] button.
[@g_QUIC0746.BMP|]
The uninstall program will confirm that you wish to remove OfficeTalk and all related components from your computer.
[@g_QUIC0748.BMP|]
If you press [w2h_b1|Yes], the uninstall program will remove OfficeTalk completely from your system.
.par
[w2h_b1|Note:] 16-bit Windows does not let you remove programs from within control panel. Instead, locate and run the program [w2h_b1|Uninstot.exe] from the Windows directory. You will be prompted
with the same message box to which you should reply [w2h_b1|Yes].
[@aheading_2|]Supervisor mode is a restricted mode available only to those who are defined as supervisors within OfficeTalk. It lets a supervisor administer and configure any data or settings which
relate to the workgroup as a whole. From Supervisor mode you can configure users, resources, groups, projects, planners, categories, remote workgroups, custom data and mail services.
.endpar
[@g_QUIC0001.BMP|]
.par
Supervisor mode also lets you administer the access that local users have to other OfficeTalk users and to other OfficeTalk data. You may also define the access that other OfficeTalk workgroups have
[@aheading_2|]Clicking on [w2h_b1|Users] in the left hand list will display the currently defined users in the right hand window. The table below describes the columns shown in the right hand window.
.table colSize 8 20
[w2h_b1|Column
Description
[w2h_b0|[w2h_b1|[@g_HELP0002.BMP|]
]The {bmct help0003.bmp}marker indicates that the associated user is logged on.
[w2h_b1|[@g_HELP0004.BMP|]
]The {bmct help0005.bmp}marker indicates that the associated user is a supervisor.
Name
The user's full name.
Login Name
The user's Login name
Last Logon
The date the user last logged on. If the user has never logged on, this column will display the words 'Never Logged On'.
.end-table
[w2h_b1|More:
[w2h_b0|[@AddingaNewUser|Adding a New User]
[@ResettingaUser_sPassword|Resetting a User's Password]
[@ImportingUsersfromaCSVFile|Importing Users from a CSV File]
[@UsingDirectoryServicestoAddNewUsers|Using Directory Services to Add New Users]
[@ControllingAccesstoaUser_sDiary|Controlling Access to a User's Diary]
[@SettingUptheMailServicesforaUser|Setting Up the Mail Services for a User]
[@SettingaUser_sDefaultMailAccess|Setting a User's Default Mail Access]
[@aheading_3|]You can add a new user by clicking the right mouse button in the right hand list and selecting [w2h_b1|New[@specialChar(85)|133]] .This will display the User property sheet, showing the
Details page.
.endpar
[@g_QUIC0003.BMP|]
Enter the user's first and last name along with a login name. The login name is the nickname used when logging on to OfficeTalk. It may be up to 10 characters long.
.par
The User property sheet lets you specify or select a [@GlossSecurityprofile|security profile] for the new user. Selecting a security profile defines this user's level of access to data held within
OfficeTalk. This may be left as 'Default Access'. For more information about OfficeTalk security, see [@ControllingAccesstoaUser_sDiary|Controlling Access to a User's Diary].
.endpar
.par
Press [w2h_b1|OK] on the User property sheet and the new user will be added to the OfficeTalk database. You can edit a user's details by clicking the right mouse button over the user in the right
hand list and selecting [w2h_b1|Edit[@specialChar(85)|133]]. As soon as a new user has been defined they may log on to OfficeTalk.
[@aheading_3|]When a user logs on to OfficeTalk, he must supply a login name and password. When the user is added, the supervisor specifies the user's login name and OfficeTalk defaults the user's
password to be exactly the same as the login name. The user may change this password from the login dialog box at any time. If the user forgets his password he will not be able to log on to
OfficeTalk. His only remedy is to ask a supervisor to reset his password back to his login name.
.endpar
This is done by displaying the user's property sheet and pressing the [w2h_b1|Reset Password] button. The next time the user logs into OfficeTalk, his password will be the same as his login name.
[@aheading_3|]If you have many users to add to the OfficeTalk database and you can supply user details in the form of a comma separated (CSV) file, then OfficeTalk will let you import the users
rather than add them individually.
.endpar
Your CSV file must contain columns representing the user's first name, last name and login name. The file may look similar to the example below:
"First Name", "Last Name", "Login Name"
"Simon","Bates","stb"
"John","May","jonnie"
"Stuart","Prestedge","smp"
Next, select [w2h_b1|CSV Users[@specialChar(85)|133]] from the [w2h_b1|File/Import] menu. The CSV Import wizard is shown.
[@g_QUIC0005.BMP|]
.par
Follow the instructions in the CSV Import wizard and press [w2h_b1|Finish] on the last page of the wizard. The users will appear in the right hand window when you click on [w2h_b1|Users] in the left
[@bheading_3|] Using Directory Services to Add New Users
.par
[@aheading_3|]OfficeTalk lets you access all users on your network and add them as OfficeTalk users in a few simple steps. This is done using the [@GlossDirectoryServices|Directory Services]
functionality which will be available to you only if your operating system supports it.
.endpar
.par
Provided your machine supports Directory Services, selecting [w2h_b1|Directory Service Users[@specialChar(85)|133]] from the [w2h_b1|File] menu in Supervisor mode will display the Directory Service
Users dialog box.
.endpar
[w2h_b0|[@g_QUIC0750.BMP|]
Follow the steps described in [@RunningOfficeTalkfortheFirstTime|Running OfficeTalk for the First Time].
[@bheading_3|] Controlling Access to a User's Diary
.par
[@aheading_3|]Security is often an important issue when information is being shared. For example, you may require that some users can add information to your personal diary and that other users
should not be able to see your diary information at all. OfficeTalk lets you specify the access rights of one user to another user's diary through security profiles.
.endpar
.par
Each user is assigned a specific [@GlossSecurityprofile|security profile], for example, 'Managers' , or 'Support Staff'. Each security profile is then granted specific access to a particular user.
The access to a user's diary may be specified separately to the access to the user's personal data, such as any planners, projects or conversations belonging to the user. Furthermore, the access to
the user's diary may be specified separately in terms of the access to the user's appointments and the access to the user's tasks.
.endpar
.par
To specify the access rights of a security profile to a user, click on the user in the right hand list of users in Supervisor mode and select [w2h_b1|Edit[@specialChar(85)|133]] from the context
menu. The User property sheet will appear. Select the Access page.
.endpar
[w2h_b0|[@g_QUIC0009.BMP|]
You may specify one of five levels of access for a security profile to a user's diary:
No Access
Read Access
Create Access
Edit Access
Delete Access
.par
If a security profile is granted [w2h_b1|No Access] to a user's diary then members of the security profile are not able to select the user from the drop down list of users in Diary mode. If a
security profile is granted the next level of access, [w2h_b1|Read Access], then members of the security profile are able to select the user's diary and see the user's appointments and tasks but are
not able to make any modifications.
.endpar
[w2h_b1|More:
[w2h_b0|[@DefiningaSecurityProfile_sAccesstoaUser|Defining a Security Profile's Access to a User]
[@DefiningtheAccessofaRemoteWorkgrouptoaUser_sDiary|Defining the Access of a Remote Workgroup to a User's Diary]
[@bheading_4|] Defining a Security Profile's Access to a User
.par
[@aheading_4|]A list of all the security profiles is displayed to the left of the Access page. The [w2h_b1|Type] drop down list lets you specify which attribute you are defining access to. You may
choose one of the following types:
.endpar
.table colSize 8 20
[w2h_b1|Type
Description
[w2h_b0|All
Defines access to all attributes of the user.
Diary
Defines access to the user's diary (tasks and appointments).
Tasks
Defines access to the user's task list.
Appointments
Defines access to the user's appointments.
General
Defines access to the users general data, such as any planners, projects etc. owned by the user.
.end-table
.par
Select one or more security profiles from the list and specify the access of those security profiles to the user by selecting the appropriate radio button. The settings will take place when you press
[@bheading_4|] Defining the Access of a Remote Workgroup to a User's Diary
.par
[@aheading_4|]Since remote workgroups may be assigned a [@GlossSecurityprofile|security profile], then defining the access of users in a remote workgroup to a local user's diary is simply a case of
setting up the security profile as described above and then assigning the security profile to the relevant remote workgroup.
.endpar
You can assign a security profile to a remote workgroup from the Access page of the Remote Workgroup property sheet.
.par
By default, any user belonging to the remote workgroup will inherit the remote workgroup's access. OfficeTalk lets you assign a security profile to a specific user within the remote workgroup. This
may also be done from within the Access page of the Remote Workgroup property sheet.
.endpar
.par
When a remote workgroup first connects to your workgroup, it is granted non-trusted access rights to your data. You may choose which security profile is assigned to all non-trusted remote workgroups
by selecting [w2h_b1|Remote Workgroup Options] from the [w2h_b1|Options] menu in Supervisor mode. This will display the Remote Workgroup Options dialog box. Select the Access page and select the
security profile to be assigned to non-trusted remote workgroups.
.endpar
For more information, see [@AdministeringRemoteWorkgroups|Administering Remote Workgroups] and [@WhatIsRemoteWorkgrouping|What Is Remote Workgrouping].
[@bheading_3|] Setting Up the Mail Services for a User
.par
[@aheading_3|]OfficeTalk is supplied with mail services which let you connect OfficeTalk with other e-mail systems. You are provided with an Internet service for connecting to the Internet, a MAPI
service for connecting to Microsoft products, a VIM service for connecting to Lotus products in addition to OfficeTalk's own proprietary mail service. From within Supervisor mode you can completely
configure each of the standard mail services. Each of the mail services can be activated on a per-user basis. This per-user configuration may be done both from within the Mail Service dialog box and
from within the User property sheet. This section deals with setting up a particular user for each of the three mail services. For more information on configuring each mail service, see
[@AdministeringMailServices|Administering Mail Services].
.endpar
[w2h_b1|More:
[w2h_b0|[@SettingtheDefaultMailService|Setting the Default Mail Service]
[@SettingUptheInternetServiceforaUser|Setting Up the Internet Service for a User]
[@aheading_4|]The OfficeTalk mail service is the [@GlossDefaultmailservice|default mail service] for each user. This means that when other OfficeTalk users send mail to a particular user, the message
will, by default, be sent using the OfficeTalk mail service. OfficeTalk lets you specify a different default mail service for any user.
.endpar
.par
For example, if a user is set up with MAPI as his default mail service, then any messages sent to this user from other users will be sent and received via MAPI. This is useful if organisations wish
to standardise on a single messaging system, such as MAPI.
.endpar
You may specify the default mail service for a particular user from the Services page of the relevant user's property sheet.
[@g_QUIC0011.BMP|]
Select the appropriate mail service and press the [w2h_b1|Default[@specialChar(85)|133]] button. Press [w2h_b1|OK] to save your changes.
[@bheading_4|] Setting Up the Internet Service for a User
.par
[@aheading_4|]Prior to setting up the Internet service for a specific user, the service must be setup for the workgroup. For more information on this, see
[@ConfiguringtheInternetMailservice|Configuring the Internet Mail service ]. Before a user can send and receive Internet mail, the mail service must also be activated for that particular user. This
can be done from the user's property sheet. Bring up the User property sheet by clicking the right mouse button on the relevant user in the right hand list and selecting
[w2h_b1|Edit[@specialChar(85)|133] ]from the context sensitive menu. Select the Services tab.
.endpar
.par
All installed mail services are shown in the [w2h_b1|Services] list. There is a check box to the left of each service. Checking one of the check boxes will activate the associated service for the
user. Check the check box to the left of the Internet service and press the[w2h_b1| Settings[@specialChar(85)|133]] button. The mail service's User Settings dialog box will be displayed.
.endpar
[w2h_b1|Address Page
[w2h_b0|The settings in the Address page determine the user's e-mail address. An e-mail address is of the following form:
[w2h_b1|mailbox@workgroupaddress.com]
.par
The Internet service lets you specify one or more addresses for the workgroup. The address page in the User Settings dialog box lets you select one of these addresses along with a mailbox name in
order to fully specify the user's e-mail address.
.endpar
[@g_QUIC0013.BMP|]
For example, your workgroup may be configured with the following addresses:
company.com
company.org
mycompany.provider.com
If you specified 'john' as the mailbox name for the user, then mail coming to the following addresses would be delivered to the user:
john@company.com
john@company.org
john@mycompany.provider.com
.par
Selecting a workgroup address in the Address page determines the sender address of all messages sent by this user. Although the user will receive mail addressed to any of the three addresses above,
he may wish to be addressed as [w2h_b1|john@company.com] in which case [w2h_b1|company.com] should be selected from the [w2h_b1|Workgroup Address] drop down list.
.endpar
[w2h_b1|POP3 Page
.par
[w2h_b0|The POP3 page lets you specify details of a POP3 account that is specific to this user. If your workgroup receives all of its mail via SMTP or via a multiple POP3 mailbox then this page must
be left blank. However, if mail for this user is received via a single user POP3 account then you should specify the login name and password for the POP3 account.
.endpar
[@g_QUIC0015.BMP|]
For more information on POP3 and SMTP see [@POP3andSMTPCapabilities|POP3 and SMTP Capabilities].
[w2h_b1|Forwarding Page
.par
[w2h_b0|The forwarding page of the User Settings dialog box lets you configure mail redirection[w2h_i1| ]for this user. The redirection is handled by the mail ]]]]]][@GlossGatewaymachine|gateway machine]
as soon as the message is received from the Internet.
.endpar
[@g_QUIC0017.BMP|]
You may choose between:
[w2h_b0|[@specialChar(b7)|183] No forwarding
[@specialChar(b7)|183] Forwarding to a local user
[@specialChar(b7)|183] Forwarding to an e-mail address.
.par
To forward to a local user, select the[w2h_b1| Forward To User] radio button and select the relevant user from the drop down list. To forward to an e-mail address, select the [w2h_b1|Forward To
Address] radio button and enter the relevant e-mail address.
.endpar
Checking the [w2h_b1|Keep a Copy] check box ensures that the user gets a copy of the message before it is forwarded.
[@bheading_3|] Setting a User's Default Mail Access
.par
[@aheading_3|]OfficeTalk may be configured such that any e-mail sent and received by a particular user may be seen by any other user as history items within Contact mode. By default, a user's e-mail
may not be viewed by any other user. A user's e-mail may be made publicly available, by default, by selecting the [w2h_b1|Sent and received mail is publicly available to all users by default ]radio
button in the E-mail Access page.
.endpar
[@g_QUIC1149.BMP|]
.par
If a user's e-mail is made publicly available by default, as described above, the user may still change this default option or may still mark individual messages as private. If you do not want to
give users the ability to do this then uncheck the [w2h_b1|User may change default settings] check box.
[@aheading_3|]If a user leaves your organisation and you wish to keep the user's diary and personal data but you no longer wish the user to be considered a member of the workgroup then, rather than
deleting the user and losing data related to that user, OfficeTalk lets you archive the user. You may not view the diary of an archived user, nor may you mail, notify or assign tasks to the user. An
archived user is only shown in Supervisor mode in the [w2h_b1|Archives] list.
.endpar
[@g_QUIC0001.WMF|]
.par
To archive a user. Click the right mouse button on the relevant user and select [w2h_b1|Archive] from the context menu. The user will become unavailable to other members of the workgroup the next
time they log on to OfficeTalk.
.endpar
.par
To un-archive a user, expand the [w2h_b1|Archives] item in the left hand list in Supervisor mode, and select [w2h_b1|Archived Users]. From the right hand window, click on the relevant user using the
right mouse button and select [w2h_b1|Unarchive ]from the context menu.
[@aheading_2|]Clicking on [w2h_b1|Resources] in the left hand list will display the currently defined resources in the right hand list. The table below describes the columns available to show in the
right hand list.
.endpar
.table colSize 8 21
[w2h_b1|Column
Description
[w2h_b0|[w2h_b1|[@g_HELP0006.BMP|]
]If a {bmct help0007.bmp}marker appears in this column it signifies that the associated ]][@GlossResource|resource] is a [@GlossFixedresource|fixed resource].
[w2h_b0|Name
The name of the resource, e.g. 'Meeting Room 2'.
Last Edited[w2h_b1|
]The time when this record was last edited.
Usual Location[w2h_b1|
]If the resource is not fixed then this column specifies where the resource is usually kept.
Owner[w2h_b1|
]The resource's owner. This user is asked when the resource is needed for meetings.
.end-table
[w2h_b1|More:
[w2h_b0|[@WhatisaResource_|What is a Resource?]
[@FixedResources|Fixed Resources]
[@ResourceOwners|Resource Owners]
[@ControllingAccesstoResources|Controlling Access to Resources]
[@aheading_3|]A [@GlossResource|resource] is an object in a workgroup whose time may be booked by users in the organisation. Examples of a resource are:
[w2h_b1| ][w2h_b1|[@specialChar(b7)|183]][w2h_b1| A Meeting Room
][w2h_b1|[@specialChar(b7)|183]][w2h_b1| A Pool Car
][w2h_b1|[@specialChar(b7)|183]][w2h_b1| An Overhead Projector
.par
]OfficeTalk will keep a separate diary for every resource that you define. There are two types of resources; fixed resources and non-fixed resources. A non-[@GlossFixedresource|fixed resource] may be
moved. An example is an 'Overhead Projector' which may get moved between meeting rooms.
[@aheading_3|]A fixed [@GlossResource|resource] is a resource which has a permanent location and cannot be moved, for example a[w2h_i1| ']Meeting Room'. When scheduling meetings, OfficeTalk lets you
choose a location at which to hold the meeting. If you have any fixed resources defined, OfficeTalk will let you select one as the venue for the meeting.
.endpar
You can create a fixed resource in the following way:
.par
[w2h_b0|Bring up the Resource property sheet by clicking the right mouse button on the relevant resource in the right hand list and selecting [w2h_b1|Edit[@specialChar(85)|133]] from the context
menu. The Details page of the Resource property sheet will be displayed.
.endpar
[@g_QUIC0019.BMP|]
Specify a name for the resource.
Select the [w2h_b1|Fixed] check box. Press [w2h_b1|OK].
[@aheading_3|]Any [@GlossResource|resource] may be assigned an owner. The owner of a resource is an OfficeTalk user who is responsible for the resource. If a particular resource, such as an overhead
projector, is requested for a meeting, then, if the resource has an owner, the owner will be e-mailed, requesting confirmation that the resource may be reserved for the meeting.
.endpar
You can specify an owner for a resource in the following way:
.par
Bring up the Resource property sheet by clicking the right mouse button on the relevant resource in the right hand list and selecting [w2h_b1|Edit[@specialChar(85)|133]] from the context menu. The
Details page will be displayed.
.endpar
From the [w2h_b1|Owner] drop down list, select an OfficeTalk user. Press [w2h_b1|OK].
[@aheading_3|]Supervisor mode lets you control who has access to which [@GlossResource|resource]. If a user has been granted no access to a resource then that user will not be able to book the
resource for meetings or even view the diary kept for the resource. A user with full access to a resource can book the resource for a meeting and view and even update the diary kept for the resource.
.endpar
You can grant access to a particular resource in the following way:
.par
Bring up the Resource property sheet by clicking the right mouse button on the relevant resource in the right hand list and selecting [w2h_b1|Edit[@specialChar(85)|133]] from the context menu. Select
the Access page.
.endpar
.par
Specify whether this is a private, personal or public resource by selecting the appropriate radio button. If you select [w2h_b1|Personal] then other users' access to this resource will depend on
their [@GlossGeneralaccess|general access] to the owner of the resource.
.endpar
If you wish to grant access to the resource regardless of users' access to the owner, then select the [w2h_b1|Custom] radio button and press the [w2h_b1|Custom Access[@specialChar(85)|133] ]button.
.par
The Custom Access property sheet will be shown. The Item Access page lets you specify access of each [@GlossSecurityprofile|security profile] to the resource. Select the security profile(s) whose
access to the resource you wish to change.
.endpar
[@g_QUIC0021.BMP|]
.par
Specify the access to the resource by checking the appropriate radio button. The settings will take place when you press [w2h_b1|OK] on the property sheet. The access of all local and remote users
that have been assigned the selected security profile(s) will change to the new settings.
[@aheading_2|]Clicking on [w2h_b1|Groups] in the left hand list will display the currently defined groups in the right hand list. The table below describes the columns available to show in the right
hand list.
.endpar
.table colSize 8 21
[w2h_b1|Column
Description
[w2h_b0|Name
The name of the ]][@GlossGroup|group], e.g. 'Sales Team'.
Last Edited[w2h_b1|
]The time when this record was last edited.
Owner[w2h_b1|
]The [@GlossResource|resource]'s owner. This person is asked when the resource is needed for meetings.
.end-table
[w2h_b1|More:
[w2h_b0|[@WhatisaGroup_1|What is a Group?]
[@AddingaGroup1|Adding a Group]
[@SubGroups|Sub Groups]
[@DefiningtheSecurityProfileforaGroupofUsers|Defining the Security Profile for a Group of Users]
[@ControllingAccesstoaGroup|Controlling Access to a Group]
[@aheading_3|]A [@GlossGroup|group] is a set of local users and resources. The purpose of a group is to provide an easy way to perform certain actions with the same grouping of users and resources.
For example, you may wish to e-mail every member of your sales team with their monthly sales results. Rather than selecting each user individually, you can simply e-mail the 'Sales Team' group
instead. Also, once you have defined a group, you may view the diaries of each member of the group, side by side, from [@PrintingTheWeeklyAppointmentsView|Group mode].
[@aheading_3|]OfficeTalk lets you add a [@GlossGroup|group] from both Group mode and Supervisor mode. You can add a group from Supervisor mode in the following way:
.par
Having selected [w2h_b1|Groups] from the left hand list, click the right mouse button anywhere in the right hand list and select [w2h_b1|New[@specialChar(85)|133]] from the context menu. The Group
property sheet will appear, showing the Details page.
.endpar
[@g_QUIC0022.BMP|]
Specify a name for the group, for example, 'Sales Team'.
.par
Click the Members tab. The Members page contains two lists. The left hand list shows a list of all users and resources which do [w2h_i1|not] belong to the group and the right hand list shows all the
members of the group. Choose the required group members from the left hand list and press the [w2h_b1|Add] button.
.endpar
[@g_QUIC0024.BMP|]
Press [w2h_b1|OK] on the Group property sheet to save your changes.
[@aheading_3|]OfficeTalk lets you define sub groups. A sub [@GlossGroup|group] may contain only users and resources that are members of the parent group. This enables you to structure the groups in
any way you like. For example, your sales team may be split such that half your sales team sells to the United States and the other half sells to the rest of the world and you may wish to reflect
this in the OfficeTalk workgroup. You would do this by adding two sub groups: 'United States Team' and 'Rest Of World Team' to your 'Sales Team' group.
.endpar
You can add a sub group in the following way:
In the left hand list in Supervisor mode, press the {bmct help0008.bmp} button next to the [w2h_b1|Groups] entry. This will display a list of the groups already defined in your workgroup.
From the left hand list, select the group to which you wish to add the sub group.
.par
Click the right mouse button anywhere in the right hand list and select [w2h_b1|New[@specialChar(85)|133]] from the context menu. Now add the group as described in the section [@AddingaGroup1|Adding a Group]
[@bheading_3|] Defining the Security Profile for a Group of Users
.par
[@aheading_3|]OfficeTalk lets you assign a [@GlossSecurityprofile|security profile] to all the users belonging to a particular [@GlossGroup|group]. The alternative is to assign the security profile
to each user individually which, for large workgroups, may be undesirable. You can make this group assignment by selecting [w2h_b1|Groups] in the left hand list in Supervisor mode and the right
clicking on the relevant group in the right hand list and selecting [w2h_b1|Set security profile] from the context menu. A Security Profile dialog box is displayed, allowing you to select the
appropriate security profile from a drop down list. Press [w2h_b1|OK ]to perform the group assignment.
[@aheading_3|]Supervisor mode lets you control who has access to which [@GlossGroup|group]. The reasons for providing security on groups are several. One reason, for example, would be if you wanted
to allow users to use groups as mailing lists but you did not want unauthorised users to change the members of the mailing list. In this circumstance you would grant read access only to most users.
.endpar
You can grant access to a particular group in the following way:
.par
Bring up the Group property sheet by clicking the right mouse button on the relevant group in the right hand list and selecting [w2h_b1|Edit[@specialChar(85)|133]] from the context menu. Select the
Access page.
.endpar
.par
Specify whether this is a private, personal or public group by selecting the appropriate radio button. If you select [w2h_b1|Private] then only the owner of the group will have access to the group.
If you select [w2h_b1|Personal] then other users' access to this group and the contents of the group will depend on their [@GlossGeneralaccess|general access] to the owner of the group. If you select
[w2h_b1|Public], then all users will have full access to the group and its contents.
.endpar
[@g_QUIC0026.BMP|]
If you wish to grant access to the group regardless of users' access to the owner, then select the [w2h_b1|Custom] radio button and press the [w2h_b1|Custom Access[@specialChar(85)|133] ]button.
[@g_QUIC0028.BMP|]
.par
The Custom Access property sheet will be shown. This property sheet provides two pages; the Item Access page and the Contents Access page. The Item Access page lets you specify access of each
[@GlossSecurityprofile|security profile] to the group. For example, if a user is given edit access, using the Item Access page, then, in the case of a group, they may edit the group's name. If they
are given delete access, using the Item Access page, then, they may delete the group. The Contents Access page lets you specify access of each security profile to the members of the group. For
example, if a user is given change access, using the Contents Access page, then the user may add or remove users from the group.
.endpar
.par
For each page, select the security profile(s) whose access you wish to change. Specify the required access by checking the appropriate radio button. The settings will take place when you press
[w2h_b1|OK] on the property sheet. The access of all local and remote users that have been assigned the selected security profile(s) will change to the new settings.
[@aheading_2|]Clicking on [w2h_b1|Planners] in the left hand list will display the currently defined planners in the right hand list. The table below describes the columns available to be shown in
the right hand list.
.endpar
.table colSize 7 22
[w2h_b1|Column
Description
[w2h_b0|Name
The name of the ]][@GlossPlanner|planner], e.g. 'Holiday Planner'.
Last Edited[w2h_b1|
]The time when this record was last edited.
Owner[w2h_b1|
]The planner's owner.
.end-table
[w2h_b1|More:
[w2h_b0|[@WhatisaPlanner_|What is a Planner?]
[@AddingaPlanner|Adding a Planner]
[@ControllingAccesstoaPlanner|Controlling Access to a Planner]
[@aheading_3|]A [@GlossPlanner|planner] is a record of long-term activity where the smallest unit of time is one day. A good example of a planner is a holiday planner.
A planner consists of a set of keys, each representing a different kind of activity. A key may be selected and used to add bookings to the planner.
.par
For example, a holiday planner may consist of a set of keys, that each represent a different user. To represent a particular user's holiday, select the key representing that user and then draw the
booking onto the planner. For more information, see [@Overview4|Overview].
[@aheading_3|]You can add a new [@GlossPlanner|planner] in the following way:
.par
Select [w2h_b1|Planners] from the left hand list and then click the right mouse button anywhere in the right hand window. Select [w2h_b1|New[@specialChar(85)|133]] from the context menu. The Planner
property sheet will be displayed.
.endpar
Specify a name for the planner, e.g. 'Holidays' and press [w2h_b1|OK].
[@g_QUIC0030.BMP|]
For more information on planners see [@Overview4|Overview].
[@aheading_3|]Supervisor mode lets you control who has access to a particular [@GlossPlanner|planner]. If a user is given full access to a planner then the user may edit the planner's name and even
delete the planner. If the user is given full access to the planner's contents then the user is free to add, edit and delete planner keys and bookings held within the planner.
.endpar
You can grant access to a particular planner in the following way:
.par
Bring up the Planner property sheet by clicking the right mouse button on the relevant planner in the right hand list in Supervisor mode and selecting [w2h_b1|Edit[@specialChar(85)|133]] from the
context menu. Select the Access page.
.endpar
.par
Specify whether this is a private, personal or public planner by selecting the appropriate radio button. If you select [w2h_b1|Private] then only the owner of the planner will have access to the
planner. If you select [w2h_b1|Personal] then other users' access to this planner and the contents of the planner will depend on their [@GlossGeneralaccess|general access] to the owner of the
planner. If you select [w2h_b1|Public], then all users will have full access to the planner and its contents.
.endpar
[@g_QUIC0032.BMP|]
If you wish to grant access to the planner regardless of users' access to the owner, then select the [w2h_b1|Custom] radio button and press the [w2h_b1|Custom Access[@specialChar(85)|133] ]button.
[@g_QUIC0034.BMP|]
.par
The Custom Access property sheet is shown. This property sheet provides two pages; the Item Access page and the Contents Access page. The Item Access page lets you specify access of each
[@GlossSecurityprofile|security profile] to the planner. For example, if a user is given edit access, using the Item Access page, then, in the case of a planner, they may edit the planner's name. If
they are given delete access, using the Item Access page, then they may delete the planner. The Contents Access page lets you specify the access of each security profile to the planner keys and
planner bookings held within the planner. For example, if a user is given delete access, using the Contents Access page, then the user may add, edit and delete planner keys and planner bookings held
within the planner.
.endpar
.par
For both the Item Access page and the Contents Access page in turn, select the security profile(s) whose access you wish to change to the planner and the planner's contents, respectively. Specify the
access to the planner by checking the appropriate radio button. The settings will take place when you press [w2h_b1|OK] on the property sheet. The access of all members of the selected security
[@aheading_3|][@GlossPlanner|Planner] folders are used to structure your list of planners. For example, you may wish to keep separately the sales team's planners from the marketing team's planners.
Planner folders may contain planners and other planner folders. OfficeTalk lets you add planner folders from both Planner mode and Supervisor mode. You can add a planner folder from Supervisor mode
in the following way:
.endpar
.par
[@specialChar(b7)|183] From Supervisor mode, select [w2h_b1|Planners] in the left hand list using the right mouse button and select [w2h_b1|New Planner Folder[@specialChar(85)|133]] from the context
menu. A Planner Folder property sheet is displayed.
.endpar
[@g_QUIC0036.BMP|]
You can add a planner to a planner folder from Supervisor mode by dragging the planner from the right hand list and dropping it onto the relevant planner folder in either the right or left hand list.
[@aheading_2|]Clicking on [w2h_b1|Projects] in the left hand list will display the currently defined projects in the right hand list. The table below describes the columns available to be shown in
the right hand list.
.endpar
.table colSize 7 22
[w2h_b1|Column
Description
[w2h_b0|Name
The name of the ]][@GlossProject|project], e.g. 'Work Plan'.
Last Edited[w2h_b1|
]The time when this record was last edited.
Owner[w2h_b1|
]The project's owner.
.end-table
[w2h_b1|More:
[w2h_b0|[@WhatisaProject_|What is a Project?]
[@AddingaProject|Adding a Project]
[@ControllingAccesstoaProject|Controlling Access to a Project]
[@aheading_3|]A [@GlossProject|project] is a structured list of tasks that may be individually given a planned start time and a planned duration. Project mode represents a project as a list of tasks
and an associated bar chart of planned activity. For more information see [@Overview3|Overview].
[@aheading_3|]You can add a new [@GlossProject|project] in the following way:
.par
Select [w2h_b1|Projects] from the left hand list and then click the right mouse button anywhere in the right hand list. Select [w2h_b1|New[@specialChar(85)|133]] from the context menu. The Project
property sheet will appear.
.endpar
[@g_QUIC0038.BMP|]
Specify a name for the project, e.g. 'Development Plan' and press [w2h_b1|OK].
[@aheading_3|]Supervisor mode lets you control who has access to a particular [@GlossProject|project]. If a user is given full access to a project then the user may edit the project's name and even
delete the project. If the user is given full access to the project's contents then the user is free to add, edit and delete project tasks held within the project.
.endpar
You can grant access to a particular project in the following way:
.par
Bring up the Project property sheet by clicking the right mouse button on the relevant project in the right hand list in Supervisor mode and selecting [w2h_b1|Edit[@specialChar(85)|133]] from the
context menu. Select the Access page.
.endpar
.par
Specify whether this is a private, personal or public project by selecting the appropriate radio button. If you select [w2h_b1|Private] then only the owner of the project will have access to the
project. If you select [w2h_b1|Personal] then other users' access to this project and the contents of the project will depend on their [@GlossGeneralaccess|general access] to the owner of the
project. If you select [w2h_b1|Public], then all users will have full access to the project and its contents.
.endpar
[@g_QUIC0040.BMP|]
If you wish to grant access to the project regardless of users' access to the owner, then select the [w2h_b1|Custom] radio button and press the [w2h_b1|Custom Access[@specialChar(85)|133] ]button.
[@g_QUIC0042.BMP|]
.par
The Custom Access dialog box will be shown. This dialog box provides two pages; the Item Access page and the Contents Access page. The Item Access page lets you specify access of each
[@GlossSecurityprofile|security profile] to the project. For example, if a user is given edit access, using the Item Access page, then, in the case of a project, they may edit the project's name. If
they are given delete access using the Item Access page, then they may delete the project. The Contents Access page lets you specify access of each security profile to the project tasks held within
the project. For example, if a user is given delete access using the Contents Access page, then the user may add, edit and delete project tasks held within the project.
.endpar
.par
For each page, select the security profile(s) whose access you wish to affect. Specify the access to the project by checking the appropriate radio button. The settings will take place when you press
[w2h_b1|OK] on the property sheet. The access of all members of the selected security profile(s) will change to the new settings.
[@aheading_3|][@GlossProject|Project] folders are used to structure your list of projects. For example, you may wish to keep separately operational projects from the strategic projects. Project
folders may contain projects and other project folders. OfficeTalk lets you add project folders from both Project mode and Supervisor mode. You can add a project folder in the following way:
.endpar
.par
[@specialChar(b7)|183] From Supervisor mode, select [w2h_b1|Projects] in the left hand list using the right mouse button and select [w2h_b1|New Project Folder[@specialChar(85)|133]] from the context
menu. A Project Folder property sheet will appear.
.endpar
[@g_QUIC0044.BMP|]
You can add a project to a project folder from Supervisor mode by dragging the project from the right hand list and dropping it onto the relevant project folder in either the right or left hand list.
[@aheading_2|]From within Supervisor mode you can administer the creation, connection and replication of remote workgroups. To view the list of any remote workgroups defined in your workgroup, click
on [w2h_b1|Remote Workgroups] in the left hand list.
.endpar
[w2h_b1|More:
[w2h_b0|[@WhatisaRemoteWorkgroup_|What is a Remote Workgroup?]
[@ReferencingAnotherWorkgroup|Referencing Another Workgroup]
[@ControllingtheAccessofRemoteWorkgroupstoyourData|Controlling the Access of Remote Workgroups to your Data]
[@aheading_3|]A remote workgroup is another OfficeTalk workgroup that you have referenced from your workgroup. Once you have referenced a remote workgroup, OfficeTalk lets you connect to that
workgroup and, provided that you have sufficient access, lets you view the workgroup data directly or replicate the data locally.
[@aheading_3|]To reference another workgroup, select [w2h_b1|Remote Workgroups] from the left hand list, click the right mouse button anywhere in the right hand window and select
[w2h_b1|New[@specialChar(85)|133]] from the context menu. This will display the Remote Workgroup wizard which will guide you through the process of connecting to another workgroup. For more
information, see [@WhatIsRemoteWorkgrouping|What Is Remote Workgrouping].
[@bheading_3|] Controlling the Access of Remote Workgroups to your Data
[@aheading_3|]OfficeTalk provides three remote workgroup configurations:
Mirrored Workgroups
Direct Workgroups
Replica Workgroups
.par
The mirrored workgroup configuration ensures that users of each workgroup see each other as local users. This means that access rights of physically remote users may be specified in exactly the same
way as local users. For more information, see [@AdministeringAccessRights|Administering Access Rights].
.endpar
.par
The direct and replica configurations keep remote users separately from local users. Defining the access of remote users to data in your workgroup is possible from within the Remote Workgroup
property sheet. Double click on the relevant remote workgroup in the right hand list in Supervisor mode. The Remote Workgroup property sheet will be shown. Select the Access tab.
.endpar
[w2h_b1|Note:] The property sheet of mirrored remote workgroups does not contain an Access page.
[@g_QUIC0859.BMP|]
.par
Select the [@GlossSecurityprofile|security profile] that you wish to grant to all users of the remote workgroup. If there are specific users belonging to the remote workgroup to whom you wish to
assign separate security profiles, then press the [w2h_b1|Remote User Access[@specialChar(85)|133]] button. This will display the Remote User Access Rights dialog box from which you can assign
security profiles on an individual basis. For more information, see [@GrantingAccesstoRemoteWorkgroups|Granting Access to Remote Workgroups].
[@aheading_3|]OfficeTalk provides the ability to completely customise the data that you store and display. You may add additional fields to most data types, such as tasks, projects, planners etc. and
you can add data to these custom fields by making these custom fields available in the standard data entry property sheets.
.endpar
.par
Since different users in your organisation will be interested in different data, OfficeTalk lets you provide different users with different data entry property sheets. The standard pages are always
shown in any custom property sheet. Property sheets may only be extended to show additional pages which may contain both system and custom fields.
.endpar
.par
Within a list, OfficeTalk lets you view, sort, [@GlossGroup|group] and filter by any custom data field. Any custom data field added to your database becomes available as a column in the relevant
[@GlossListwindows|list windows].
.endpar
Only a supervisor can customise the database in this way since changes made to the database will affect all users in the workgroup.
[w2h_b0|[w2h_b1|More:
[w2h_b0|[@WhatisaCustomField_|What is a Custom Field?]
[@CustomisableOfficeTalkDataTypes|Customisable OfficeTalk Data Types]
[@aheading_4|]A custom field is a user definable property which may be stored against a particular data type. A custom field may be made available to the relevant data entry property sheet and to any
relevant [@GlossListwindows|list windows].
.endpar
.par
For example, if you were to add a custom field, 'Job Number', to the task[w2h_i1| ]data type then you would be able to add job numbers to any task from within the task property sheet. Also, you would
be able to view the job number of each task by displaying the 'Job Number' column in the task list in Diary mode.
.endpar
.par
Also, if you were to add a custom field, 'Birthday', to the contact data type then you would be able to record the birthdays for all contacts in OfficeTalk. You would be able to enter the birthdays
from an additional property page in the Contact property sheet. You would be able to view the birthdays of a contact by adding the 'Birthday' column to the contact list in Directory view.
Additionally, you would be able to add the 'Birthday' field to the Contact view.
.endpar
.par
Custom fields are also available from the search dialog boxes making it possible to include any custom field when performing both simple and advanced searching. Equally, custom fields are available
from the print dialog boxes so that any data held in custom fields may be printed in just the same way as the system fields.
[@aheading_4|]You may add custom fields of the following types:
.table colSize 6 23
[w2h_b1|Type
Description
[w2h_b0|String
A standard text string. OfficeTalk lets you set a default for the string.
Number
An integer for which you may provide a default.
Real
A floating point number for which you may provide a default.
Yes/No
A Boolean which you may default to true or false.
Date
A date field which has a drop down calendar and a drop down list of friendly dates, such as 'Today', 'Tomorrow', 'Next Week' etc.
Time
A time field which you may default to either [w2h_i1|the current time] or a specified time.
Date/Time
A date and time field which is a combination of the Date and Time fields above.
Duration
A duration field, specified in days, hours and minutes. E.g. 5d4h20m or 2h30m or 50m. You may provide a default duration for this field.
Currency
A 2 decimal place real field with either a preceding or following currency symbol which you may specify. You may specify a default for this field.
Phone
A standard text field which has a drop down list of country codes.
E-mail
.par
This field will accept e-mail addresses of the type Internet, MAPI or VIM. This field comes with a button to change the mail service used for mail sent to the entered address and a button for
per-recipient settings particular to the mail service used.
.endpar
Colour
This field is a drop down list of colours. You may choose a default colour for this field.
Link
This field is a link to any item of OfficeTalk data. For example, if added to the task data type, it would allow you to link a task to any contact. You may supply a default for this field.
Selection
.par
This field is a drop down list of user definable strings. For example you may add a 'Priority' field to an appointment and you may wish your users to choose from either 'High', 'Medium' or 'Low'. The
selection type would let you do this. You may choose a default selection for this field.
.endpar
Web Address
.par
This field represents a World Wide Web (WWW) address. If shown in a property page, a button will also be displayed. Clicking the button will launch your default Web Viewer and will load the page
specified in the field. You may specify a default for this field.
[@aheading_3|]OfficeTalk lets you customise the property sheets used for data entry to include any custom fields that you add. You cannot change the standard pages of a property sheet, however you
can add additional pages to which you can add any number of custom fields.
.endpar
[w2h_b1|More:
[w2h_b0|[@WhatisaCustomPropertySheet_|What is a Custom Property Sheet?]
[@aheading_4|]A custom property sheet is an extension of a standard property sheet to which you may add additional pages. Each additional page may contain one or more standard or custom fields
appropriate to that OfficeTalk data type.
.endpar
.par
You may assign different property sheets to different OfficeTalk users. For example, you may wish to provide your sales team with one view onto the data held in your contact database and you may want
your accounts team to have an entirely different view of that data. You can do this by creating separate custom property sheets. One of the property sheets could contain sales related data, such as
'Next Contact Date' and 'Interests'. The other property sheet could contain accounts related data such as 'Monthly payment date' and 'Customer Ref. No.'.
.endpar
.par
OfficeTalk lets you assign the sales related property sheet to the users in the sales team and the accounts related property sheet to the users in the accounts team. Whenever any user from either
team accesses the Contact property sheet, the additional relevant pages would be shown.
[@aheading_3|]OfficeTalk brings together the creation of custom fields and the customising of property sheets into a single process called the Custom Field wizard. Using the Custom Field wizard, you
can add a new custom field, add a new tab to a new or existing property sheet and assign the property sheet to one or more users.
.endpar
You can add a new custom field using the Custom Field wizard in the following way:
From Supervisor mode, bring up the Custom Field wizard by selecting[w2h_b1| New/Custom Field[@specialChar(85)|133]] from the [w2h_b1|Edit] menu. The Custom Field wizard will appear.
[@g_QUIC0046.BMP|]
Specify a name for the new custom field. Press [w2h_b1|Next]. This is the name which will appear in the Column Chooser dialog of the associated list.
[@g_QUIC0048.BMP|]
.par
Choose the OfficeTalk data type that you wish to add the new custom field to. For example, if you choose [w2h_b1|Tasks], the custom field would be added to all existing and new tasks shown in Diary
mode. You may choose from the list detailed in [@CustomisableOfficeTalkDataTypes|Customisable OfficeTalk Data Types]. Press [w2h_b1|Next].
.endpar
[@g_QUIC0050.BMP|]
.par
Choose the type of the custom field, e.g. [w2h_b1|String], [w2h_b1|Number], [w2h_b1|Yes/No] etc. You may choose from any of the custom types specified in the table detailed in
[@CustomFieldTypes|Custom Field Types]
.endpar
.par
The next page shown depends upon which custom field type you chose. If you chose a currency type, the next page lets you choose the symbol used to represent the currency and lets you specify whether
the symbol precedes or follows the value. If you chose a link type, the next page lets you specify which OfficeTalk data type to link to. If you chose the selection type, the next page lets you
specify the list of string values which the field will contain in its drop down list.
.endpar
Unless you chose one of the date, date/time or phone field types, the next page lets you choose a default value for the field.
.par
The next page lets you choose which property sheet the custom fields are added to. You have the choice of either adding the new field to an existing custom property sheet or creating a new custom
property sheet.
.endpar
[@g_QUIC0052.BMP|]
.par
If you wish to create a new property sheet then select the [w2h_b1|Add to New Sheet] radio button and supply a name for the property sheet. Press [w2h_b1|Next]. The next page lets you choose which
page will contain the new custom field. If you elected to create a new property sheet then you must create a new page. If you selected an existing property sheet then you have the choice of either
creating a new page or selecting an existing page.
.endpar
[@g_QUIC0861.BMP|]
.par
By default, if you leave the description field blank, the first field in the page will be positioned at the top of the page. If you add some descriptive text to the page then this text will appear at
the top of the page and the first field will be moved down appropriately.
.endpar
.par
The next page lets you choose which security profiles will be assigned the custom property sheet. You may choose between making the property sheet the default for the entire workgroup, making it the
default for certain security profiles, or doing neither.
.endpar
[@g_QUIC0863.BMP|]
.par
If you choose to assign it to specific security profiles then select the [w2h_b1|Default for some security profiles] radio button and press the [w2h_b1|Profiles[@specialChar(85)|133]] button. A
Select Security Profiles dialog box is displayed letting you select the appropriate security profiles.
.endpar
.par
The next page summarises your decisions prior to the creation of the custom field. If you are happy with the summary, press the [w2h_b1|Finish] button. OfficeTalk will try to create the custom field.
If OfficeTalk successfully creates the custom field, a message box will be displayed to inform you.
.endpar
[@g_QUIC0865.BMP|]
.par
If OfficeTalk fails to create the new custom field, then the most likely cause is that another user is logged on to OfficeTalk. Make sure that all users are logged off and try adding the field again
by pressing the [w2h_b1|Retry] button.
.endpar
[@g_QUIC0866.BMP|]
Once the new custom field has been successfully added, it will be available in the relevant list, the print and search dialog boxes and the relevant property sheet.
[w2h_b1|More:
[w2h_b0|[@Adding_EditingandDeletingCustomFields|Adding, Editing and Deleting Custom Fields]
[@Adding_EditingandDeletingCustomPropertySheets|Adding, Editing and Deleting Custom Property Sheets]
[@AssigningCustomPropertySheetstoDifferentSecurityProfiles|Assigning Custom Property Sheets to Different Security Profiles]
[@bheading_4|] Adding, Editing and Deleting Custom Fields
.par
[@aheading_4|]You can add, edit and delete custom fields by selecting [w2h_b1|Custom Data] from the left hand list in Supervisor mode and double clicking on the relevant OfficeTalk data type in the
right hand list. The Data Design dialog box is displayed.
.endpar
.par
Select the Fields tab. To add a new custom field, press the [w2h_b1|Add[@specialChar(85)|133]] button. The Field dialog box is shown. Enter a name for the field and select the field type from the
[w2h_b1|Type] drop down list. You can specify default field values by clicking on the [w2h_b1|[@specialChar(85)|133]] button. Press [w2h_b1|OK] to add the custom field.
.endpar
[@g_QUIC0056.BMP|]
.par
You can edit an existing custom field by selecting the field from the Data Design dialog box and pressing the [w2h_b1|Edit[@specialChar(85)|133]] button. The corresponding Field dialog box is shown.
You will not be able to change the custom field type, however, by clicking on the [w2h_b1|[@specialChar(85)|133]] button, you will be able to modify the default field values.
.endpar
.par
You can delete an existing custom field by selecting the field from the Data Design dialog box and pressing the [w2h_b1|Delete] button. You will be asked to confirm deletion of the custom field and
warned that any data stored in the custom field in each record will be lost. Press [w2h_b1|Yes] to delete the custom field.
[@bheading_4|] Adding, Editing and Deleting Custom Property Sheets
.par
[@aheading_4|]You can add, edit and delete custom property sheets by selecting [w2h_b1|Custom Data] from the left hand list in Supervisor mode and double clicking on the relevant OfficeTalk data type
in the right hand list. The Data Design property sheet is displayed. Select the Property Sheets tab. You can edit or delete existing custom property sheets by selecting the relevant custom property
sheet from the list and pressing the [w2h_b1|Edit[@specialChar(85)|133]] or [w2h_b1|Delete] buttons respectively.
.endpar
You can add a new custom property sheet by pressing the [w2h_b1|New[@specialChar(85)|133]] button. The Property Sheet property sheet is shown.
[@g_QUIC0058.BMP|]
.par
Enter a name for the custom property sheet. For example, if the new custom property sheet is an extension of the Task property sheet, then you might enter the name 'New Task Property Sheet'. Next,
select the Pages tab. The Pages page will be displayed, showing a list of the additional custom property pages which will appear in the custom property sheet. You can add a new page by pressing the
[w2h_b1|New[@specialChar(85)|133]] button. The Property Page dialog box is displayed.
.endpar
[@g_QUIC0867.BMP|]
.par
A list of all the standard and custom fields will be shown in the [w2h_b1|Unused Fields] list. You can choose which fields will be shown in the new property page by selecting the fields from this
list and pressing the [w2h_b1|Add[@specialChar(85)|133]] button. You can use the [w2h_b1|Raise] and [w2h_b1|Lower] buttons to order the chosen fields in the right hand list. The order in which the
fields are displayed in the right hand list will correspond to the order in which the fields appear in the custom property page.
[@bheading_4|] Assigning Custom Property Sheets to Different Security Profiles
.par
[@aheading_4|]Once you have created a custom property sheet, OfficeTalk lets you assign the property sheet to specific security profiles or to the workgroup as a whole. You can assign a property
sheet to a specific [@GlossSecurityprofile|security profile] in the following way:
.endpar
.par
[w2h_b0|From Supervisor mode, select [w2h_b1|Security Profiles] from the left hand list. Click the right mouse button on the relevant security profile in the right hand list and select
[w2h_b1|Edit[@specialChar(85)|133]] from the context menu. The Security Profile property sheet is displayed.
.endpar
.par
Select the Property Sheet tab. The Property Sheet page will be displayed. From the [w2h_b1|Data Type] drop down list, select the OfficeTalk data type corresponding to the property sheet that you wish
to change for members of this security profile.
.endpar
.par
The [w2h_b1|Property Sheet] drop down list will contain an entry called 'Workgroup Default'. Selecting this will assign, to the members of the security profile, the property sheet that is assigned to
the workgroup. The list also contains an entry called 'OfficeTalk Default'. Selecting this will assign, to the members of the security profile, the standard property sheet for the corresponding
OfficeTalk data type. The [w2h_b1|Property Sheet ]drop down list will also contain any user defined property sheets for the corresponding OfficeTalk data type. Selecting a specific property sheet
from this list will cause the members of the security profile to use that property sheet when editing or creating data of the corresponding OfficeTalk data type.
.endpar
Press [w2h_b1|OK] to make the changes.
.par
By default, all security profiles are assigned the 'Workgroup Default' property sheet for each OfficeTalk data type. Changing the workgroup default property sheet for a particular data type will
change the property sheet for all members of those security profiles assigned with the workgroup default.
.endpar
You can change the property sheet marked as the 'Workgroup Default' for a particular OfficeTalk data type in the following way:
From Supervisor mode, select [w2h_b1|Workgroup Details] from the [w2h_b1|Edit ]menu. The Workgroup property sheet is displayed. Select the Property Sheet tab.
From the [w2h_b1|Data Type] drop down list, select the OfficeTalk data type whose property sheet you wish to make the workgroup default.
.par
The [w2h_b1|Property Sheet] drop down list contains an entry called 'OfficeTalk Default'[w2h_i1|. ] Selecting this will assign the standard property sheet for the corresponding OfficeTalk data type
as the workgroup default. The [w2h_b1|Property Sheet ]drop down list also contains any user defined property sheets for the corresponding OfficeTalk data type. Selecting a specific Property Sheet
from this list will make that property sheet the workgroup default property sheet.
[@bheading_3|] Controlling the Access to Custom Fields
.par
[@aheading_3|]Once you have defined custom fields, you may wish to control the access that specific users have to each field. One way to do this is to create a series of custom property sheets, some
of which contain certain fields and some of which contain other fields. The custom property sheets may then be assigned to the appropriate users, through the respective security profiles. This can
lead to an excessive amount of similar custom property sheets being created. Furthermore, users will have access to the custom fields as list columns.
.endpar
.par
A better way is to individually specify the access of the relevant fields to each [@GlossSecurityprofile|security profile]. This way, the same property sheet may be shared between two users, one of
whom has access to all fields in the property sheet and another who has access to only some.
.endpar
You can specify the access to a custom field in the following way:
Select [w2h_b1|Custom Data] in the left hand list in Supervisor mode and then double click on the appropriate data type in the right hand list. The appropriate Data Design property sheet is displayed.
.par
Select the Fields tab. A list of available custom fields are shown for the particular data type. Double click on the relevant custom field. The Custom Field property sheet is shown. Select the
Access tab.
.endpar
[@g_QUIC0869.BMP|]
.par
The Access page lets you specify the access that each security profile has to the custom field. A particular user's access to certain custom fields will be entirely dependent upon which security
profile the user belongs to. You may choose between the following:
.endpar
.table colSize 8 20
[w2h_b1|Access Level
Description
[w2h_b0|No Access
A user with no access to a custom field will not be able to see the field in the property sheet.
Read Access
A user with read access to a custom field will be able to read the contents of the field but may not change it.
Full Access
A user with full access to a custom field may read and edit the contents of the custom field.
[@aheading_2|]From within Supervisor mode you can administer the configuration of mail services. To view the list of mail services in your workgroup, click on [w2h_b1|Mail Services][w2h_i1| ]in the
left hand list.
.endpar
[w2h_b1|More:
[w2h_b0|[@WhatisaMailService_|What is a Mail Service?]
[@ConfiguringtheInternetMailservice|Configuring the Internet Mail service]
[@ConfiguringtheMAPIMailService|Configuring the MAPI Mail Service]
[@ConfiguringtheVIMMailService|Configuring the VIM Mail Service]
[@aheading_4|]The Internet mail service can enable the entire OfficeTalk workgroup to send and receive Internet mail using just one connection to the Internet. The OfficeTalk Internet mail service is
capable of receiving Internet mail from either a POP3 server or an SMTP server and can send mail via an SMTP server. This means that it is ideal for either dial up [w2h_i1|or] dedicated connections.
.endpar
.par
At least one OfficeTalk machine must be configured as a [@GlossGatewaymachine|gateway machine]. A gateway machine is responsible for connecting to the Internet and sending and receiving mail for the
entire workgroup. All other OfficeTalk machines send and receive their mail to and from the workgroup database. Periodically, the gateway machine reads the outgoing messages from the workgroup
database, connects to the Internet and sends the mail. Simultaneously, the gateway machine collects mail from all configured POP3 mailboxes or the specified SMTP server and distributes the mail to
[@aheading_4|]The OfficeTalk Internet mail service can receive mail via either a single-user POP3 mailbox or via a multiple POP3 mailbox. A multiple POP3 mailbox can be used for receiving mail for
one or more people, whereas a single-user POP3 mailbox may be used for receiving mail for only one person. Alternatively, OfficeTalk can receive mail from an SMTP server. This is less common than
receiving via POP3 but, like the multiple POP3 mailbox, all the mail for the entire workgroup may be received via a single connection to the SMTP server.
.endpar
.par
Most organisations typically receive using POP3 and purchase, from a service provider, a POP3 mailbox for each user. You can provide OfficeTalk with information about each POP3 mailbox and it will
download mail from each mailbox in turn.
.endpar
.par
The OfficeTalk Internet mail service is particularly advantageous when all users' mail is collected from the same multiple POP3 mailbox or from the same SMTP server since you need only pay your
Internet service provider for one mailbox and can provide Internet mail connectivity for your entire workgroup.
[@aheading_4|]The first step in configuring the Internet mail service is to set up the workgroup e-mail address.
An Internet e-mail address is of the following format:
[w2h_b1|mailbox@workgroupaddress]
.par
where [w2h_b1|mailbox] may be, for example, 'john' or 'susan.smith'[w2h_i1| ]and [w2h_b1|workgroupaddress] may be, for example, 'mycompany.com' or 'mycompany.myprovider.org', to illustrate just a few
examples.
.endpar
The Address page in the Internet Service property sheet lets you enter one or more workgroup addresses.
[w2h_b1|Note:] A workgroup address is the part of the e-mail address to the right of the '@' character.
If all your users' e-mail addresses have the same workgroup address part, for example:
johnb@company.com
mike.gray@company.com
juliedeane@company.com
.par
then you need add only one workgroup address, 'company.com' in this page. However, if some of your users have e-mail addresses with different workgroup address parts then you will need to add each of
these workgroup addresses in this page. You can add a new workgroup address in the following way:
.endpar
From Supervisor mode, select [w2h_b1|Mail Services] in the left hand list. This will show the available mail services in the right hand list.
.par
Click the right mouse button on the [w2h_b1|Internet Service] entry and select [w2h_b1|Edit[@specialChar(85)|133]] from the context menu. The Internet Service property sheet will be shown, showing
the Address page.
.endpar
[@g_QUIC0752.BMP|]
Enter your primary workgroup address, e.g. 'mycompany.com' into the [w2h_b1|Workgroup Address] field.
.par
If you wish to add any other workgroup addresses then click the [w2h_b1|New[@specialChar(85)|133] ]button. The Address dialog box is displayed. Type in an additional workgroup address and press
[w2h_b1|OK].
.endpar
[@g_QUIC0754.BMP|]
You can edit and delete workgroup addresses from this page by selecting the appropriate workgroup address from the list and pressing the [w2h_b1|Edit[@specialChar(85)|133]] or [w2h_b1|Delete] button.
[@aheading_4|]Before a user can send and receive Internet mail, the mail service must first be activated for the user. This can be done from the Users page.
[@g_QUIC0060.BMP|]
.par
There is a check box to the left of each user. Select the check box to the left of the user that you wish to configure and press the [w2h_b1|Settings[@specialChar(85)|133]] button. The User Settings
property sheet will be displayed.
.endpar
[w2h_b1|Address Page
[w2h_b0|The settings in the Address page determine the user's e-mail address. An e-mail address is of the following form:
[w2h_b1|mailbox@workgroupaddress.com]
.par
The Internet service Address page lets you specify one or more addresses for the workgroup. The Address page in the User property sheet lets you select one of these addresses along with a mailbox
name in order to fully specify the user's e-mail address.
.endpar
[@g_QUIC0062.BMP|]
For example, your workgroup may be configured with the following addresses:
company.com
company.org
mycompany.provider.com
If you specified 'john' as the mailbox for the user, then mail coming to the following addresses would be delivered to the user:
john@company.com
john@company.org
john@mycompany.provider.com
.par
Selecting a workgroup address in the Address page determines the e-mail address used when recipients of your mail reply to your message. Although the user will receive mail addressed to any of the
three addresses above, he may wish to be addressed as 'john@company.com' in which case 'company.com' should be selected from the [w2h_b1|Workgroup Address] drop down list.
.endpar
[w2h_b1|POP3 Page
.par
[w2h_b0|The POP3 page lets you specify details of a POP3 account that is specific to this user. If your workgroup receives all its mail via SMTP or via a multiple POP3 mailbox then the fields in this
page should be left blank. However, if mail for this user is received via a single user POP3 account, you should specify the login name and password for the POP3 account.
.endpar
[@g_QUIC0064.BMP|]
[w2h_b1|Forwarding Page
.par
[w2h_b0|The Forwarding page of the User Settings property sheet lets you configure mail redirection for this user. The redirection is handled by the ]]]]]][@GlossGatewaymachine|gateway machine] as
soon as the message is received from the Internet.
.endpar
[@g_QUIC0066.BMP|]
You may choose between the following:
No forwarding
Forwarding to a local user
Forwarding to an e-mail address
.par
To forward to a local user, select the [w2h_b1|Forward To User] radio button and select the relevant user from the drop down list. To forward to an e-mail address, select the [w2h_b1|Forward To
Address] radio button and enter the relevant e-mail address.
.endpar
Checking the [w2h_b1|Keep a Copy] check box ensures that the user gets a copy of the message before it is forwarded.
[@bheading_4|] Setting up a Workgroup POP3 Mailbox
.par
[@aheading_4|]If you have a multiple POP3 mailbox which is capable of handling the collection of mail for any number of users then you should enter the login name and password for this mailbox in the
POP3 page of the Internet Service property sheet.
.endpar
.par
[w2h_b1|Note:] If you will be collecting mail for your workgroup through one or more single-user POP3 mailboxes, then you must specify the details for each of the POP3 mailboxes in the User Settings
property sheet on a per-user basis. For more information see [@SettingUpPer_UserInformation|Setting Up Per-User Information]. In this case you should leave the [w2h_b1|Login Name] and
[@aheading_4|]The Host page lets you specify whether your machine will be a [@GlossGatewaymachine|gateway machine] or a non-gateway machine. If you specify your machine as a gateway machine then you
must provide additional information in this page.
.endpar
[w2h_b1|Specifying How to Connect
[w2h_b0|If your machine is configured as a gateway machine then it has the responsibility for connecting to the Internet and sending and receiving mail for the workgroup.
.par
If you need to dial up via a modem in order to connect to the Internet then select the [w2h_b1|Dial-up] radio button and select a dial-up service from the drop down list or add a new dial-up service
by pressing the [w2h_b1|New Connection[@specialChar(85)|133] ]button. The [w2h_b1|Properties[@specialChar(85)|133]] button lets you configure an existing dial-up service.
.endpar
[@g_QUIC0069.BMP|]
[w2h_b1|Specifying the Mail Server Address
[w2h_b0|If you have a dedicated connection to the Internet then select the [w2h_b1|Direct Connection] radio button.
.par
If you send your mail via SMTP and receive your mail via POP3 then your provider will usually locate both SMTP and POP3 servers at the same address: for example 'mail.provider.com'. In this case, you
should enter the server address, 'mail.provider.com', into the [w2h_b1|Mail Server Address ]field.
.endpar
.par
If the SMTP server and POP3 server are located at two different addresses then you should specify the SMTP server address in the [w2h_b1|Mail Server Address ]field and the POP3 server address in the
[w2h_b1|Receive Server Address] field. To access the [w2h_b1|Receive Server Address] field, press the [w2h_b1|Advanced[@specialChar(85)|133]] button. The Host Server Receive Address dialog box is
displayed containing the [w2h_b1|Receive Server Address] field.
.endpar
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If you receive mail using POP3 then you should ensure that [w2h_b1|SMTP/POP3] is selected in the [w2h_b1|Mail Server Type] drop down list.
.par
If you send and receive your mail using SMTP only, then both send and receive servers are usually located at the same address. You should enter this address into the [w2h_b1|Mail Server Address]
field. You should also ensure that the mail server type is set to [w2h_b1|SMTP Only].
[@aheading_4|]The Connection page lets you specify when and how often the [@GlossGatewaymachine|gateway machine] connects to the Internet in order to send and receive Internet mail. You can also
specify options for disconnecting automatically.
.endpar
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[w2h_b1|Specifying Connection Options
.par
[w2h_b0|This page lets you specify whether or not to connect to the Internet when OfficeTalk starts up. You can specify that OfficeTalk connects after start up by checking the [w2h_b1|Connect to the
Internet on Service startup] check box. You can also specify the number of seconds to wait before connecting in the corresponding field.
.endpar
You may specify whether or not you wish OfficeTalk to prompt you prior to connecting to the Internet. You can do this by checking the [w2h_b1|Prompt before connection] check box.
[w2h_b1|Scheduling Connection Times
.par
[w2h_b0|The Connection page also lets you specify a schedule for connecting to the Internet. For example, you may specify that OfficeTalk connects every 30 minutes, or you can specify that OfficeTalk
will connect Monday through Friday at 10:00am. You can do this by pressing the [w2h_b1|Connection Schedule[@specialChar(85)|133]] button. This will bring up the Schedule dialog box. The Schedule
dialog box contains the list of defined scheduled events for when a connection will be made.
.endpar
You can add a scheduled event in the following way:
Bring up the Schedule dialog box by pressing the [w2h_b1|Connection Schedule[@specialChar(85)|133]] button in the Connection page of the Internet Service property sheet.
Press the [w2h_b1|New[@specialChar(85)|133]] button located in the Schedule dialog box. A Scheduled Event dialog box is displayed.
[@g_QUIC0075.BMP|]
.par
The [w2h_b1|When] drop down list lets you choose the type of scheduled event. You may choose between specifying connection to occur [w2h_i1|Every n minutes] or [w2h_i1|Once] on a particular date at a
particular time or [w2h_i1|Weekly on] one or more days of the week at a certain time. The fields in the Scheduled Event dialog box will change according to your selection. Once you have selected the
scheduled event type and have specified the appropriate dates and times, then press [w2h_b1|OK]. The scheduled event will be added to the list in the Schedule dialog box.
.endpar
[w2h_b1|Specifying Disconnection Options
.par
[w2h_b0|You can configure the Internet mail service to automatically disconnect from the Internet after a certain period of time. You can do this by checking the [w2h_b1|Disconnect automatically
]check box and specifying a time period in the adjacent field. You may specify whether or not you wish OfficeTalk to prompt you prior to disconnection. You can do this by checking the [w2h_b1|Prompt
before disconnection] check box.
.endpar
.par
If the service is still sending or receiving mail at this time, then the service will not disconnect until all activity has finished. If you wish to force disconnection after a certain period of time
regardless of whether mail is still being sent or received then bring up the Advanced dialog box by pressing the [w2h_b1|Advanced[@specialChar(85)|133]] button.
.endpar
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The Advanced dialog box gives you three disconnection options:
Do not force disconnection
Prompt before forcing disconnection
Force disconnection silently
Choose the appropriate option and press [w2h_b1|OK].
[@aheading_4|]If you receive mail using SMTP or using a multiple POP3 mailbox then mail can be sent to 'anyone@mycompany.com', using the above example. In this case, the mailbox 'anyone' is not
associated with any user. OfficeTalk can recognise mail for unknown users and can forward the mail to a known user. This can be done from the Forwarding page.
.endpar
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The Forwarding page lets you choose from the following options:
No forwarding of unknown mail.
Forwarding unknown mail to a particular user. This is done by selecting the [w2h_b1|Forward to User ]radio button and selecting a user from the drop down list.
.par
Forwarding to an e-mail address. This can be done by selecting the [w2h_b1|Forward to Address] radio button and specifying an address in the adjacent field. If this option is selected then mail is
re-sent to the specified address the next time that the Internet service connects in order to send and receive mail.
[@aheading_4|]A virtual mailbox is a virtual e-mail address defined in the workgroup to which mail can be sent. Mail sent to a virtual mailbox will not get delivered to anyone unless mail in that
virtual mailbox is explicitly forwarded. You can create as many virtual mail boxes as you like regardless of the number of OfficeTalk licenses that you have purchased. You can forward mail, sent to a
virtual mailbox, to an OfficeTalk user or to an external e-mail address .
.endpar
.par
For example, suppose you decided that you wanted to set up a mailbox for your customers to send enquiries to but, ultimately, one OfficeTalk user would be responsible for reading mail coming into
this mail box. The solution would be to set up a virtual mailbox called 'enquiries' and have all the mail sent to this mailbox forwarded to the relevant user. You can do this in the following way:
.endpar
From Supervisor mode, select [w2h_b1|Mail Services]. This will show the available mail services in the right hand list.
Click the right mouse button on the [w2h_b1|Internet Service ]entry and select [w2h_b1|Edit[@specialChar(85)|133]]. The Internet Service property sheet is displayed. Select the Virtual Mailboxes tab.
[@g_QUIC0081.BMP|]
Click the [w2h_b1|New[@specialChar(85)|133] ]button. The Virtual Mailbox property sheet is displayed showing the Address page. Specify a mailbox name, for example, 'enquiries'.
If you receive your e-mail via single-user POP3 mailboxes then click the POP3 tab and specify the POP3 login name and password.
.par
Click the Forwarding tab and select the [w2h_b1|Forward To User ]radio button and select the relevant user from the drop down list. Alternatively, select the [w2h_b1|Forward To Address] radio button
[@aheading_4|]An auto responder is a virtual mailbox which is capable of automatically replying to anyone that sends mail to it. Such a feature would enable you to offer your customers an e-mail
address to which they can send mail and automatically receive information about your company or the products and services that you provide. You could configure an auto responder for each product or
service, each responder replying with different information.
.endpar
A responder can be set up to reply with either a plain text message or a binary attachment.
You can create a responder in the following way:
Set up a virtual mailbox as described in [@VirtualMailboxes|Virtual Mailboxes].
Click on the File tab of the Virtual Mailbox property sheet. Specify the filename of the file that you wish to reply with. This can be either a text file or a binary file.
.par
Select whether you wish to attach the file to the responding mail message or import the file, as text into the responding mail message. Note that if you choose to import a file, the file must be a
text file.
.endpar
To prevent the virtual mailbox from auto responding, simply clear the [w2h_b1|Response File] field.
As soon as OfficeTalk receives a message sent to the virtual mailbox, it will reply to the sender with your response message.
[@aheading_4|]OfficeTalk lets you log events, such as sending a message and receiving a message, to an event log. Additionally, OfficeTalk lets you log all SMTP/POP3 level transactions.
.par
OfficeTalk can log when a message has been sent, when a message has been received, when a message has been responded to and when a message has been forwarded. You can configure OfficeTalk to log any
combination of these events by checking the appropriate check boxes in the Log Options page. You can view the logged events at any time by pressing the [w2h_b1|Show Logged Events] button on this page.
.endpar
.par
You can log all SMTP/POP3 activity by selecting the[w2h_b1| Log SMTP/POP3 communications to file] check box and specifying a filename for the log file. You can show the file at any time by pressing
the [w2h_b1|Show file[@specialChar(85)|133]] button. You can empty the file at any time by pressing the [w2h_b1|Empty file[@specialChar(85)|133]] button.
[@aheading_4|]If there is a network error or another form of error during mail processing then you can instruct OfficeTalk to inform you of this either by displaying a message box or by logging the
error to the list of logged events. You can specify these options from the Errors page.
[@aheading_3|]From within Supervisor mode, you can configure each OfficeTalk user for sending and receiving messages via the MAPI messaging subsystem. If an OfficeTalk user needs to be able to send
messages to or receive messages from a Microsoft Mail[@specialChar(e2)|226] or Microsoft Exchange[@specialChar(e2)|226] user, from within OfficeTalk mail, then the MAPI mail service should be
[@aheading_4|]You can set up and activate the MAPI mail service for a particular user in the following way:
From Supervisor mode, select [w2h_b1|Mail Services] from the left hand list. This will show the available mail services in the right hand list.
Click the right mouse button on the [w2h_b1|MAPI Service ]and select [w2h_b1|Edit[@specialChar(85)|133]]. The MAPI Service property sheet is displayed. Select the Users tab.
.par
Select the check box to the left of the user that you wish to configure and press the [w2h_b1|Settings[@specialChar(85)|133]] button. The mail service User Settings property sheet is displayed,
showing the Credentials page.
.endpar
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.par
Select the appropriate mail profile that you wish to load when OfficeTalk logs onto MAPI. The profiles listed in the drop down list are the same profiles listed in the Mail and Fax applet in Control
Panel.
.endpar
.par
The Address page is only available in the User Settings property sheet if the associated user has been set up to use MAPI as their [@GlossDefaultmailservice|default mail service]. Any OfficeTalk
users sending mail to this user need to know the e-mail address to use. This may be any address that one of the MAPI services will take responsibility for. For example, if you have an Internet Mail
MAPI service installed in the mail profile as specified in the Mail and Fax applet, then you could enter an Internet address into this field, however, you should prefix the address with 'SMTP:'. If
you have a Microsoft Mail[@specialChar(e2)|226] service installed in the mail profile then you may enter a Microsoft Mail[@specialChar(e2)|226] address, for example, 'MS:Company/Post/User'.
.endpar
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The Settings page is only available in the User Settings property sheet if the associated user has been set up to use MAPI as their default Mail Service.
[@g_QUIC0090.BMP|]
.par
Any OfficeTalk users sending mail to this user need to know whether that user is using Microsoft Exchange[@specialChar(e2)|226] as their mail client in order that they can use MAPI forms for certain
mail messages, such as meeting invitations, [@GlossProject|project] task assignments and task assignments.
.endpar
The Checking page lets you specify how often the associated user will poll MAPI, checking for new mail.
[@g_QUIC0092.BMP|]
Checking the [w2h_b1|Check for mail for this service on this machine] check box will enable the field below, allowing you to enter how often the user will check for new mail using the MAPI service.
[@aheading_3|]From within Supervisor mode, you can configure each OfficeTalk user for sending and receiving messages via the VIM messaging subsystem. If an OfficeTalk user needs to be able to send
messages to or receive messages from a Lotus Notes[@specialChar(e2)|226] or Lotus cc:Mail[@specialChar(e2)|226] user, from within OfficeTalk mail, then the VIM mail service should be activated for
[@aheading_4|]You can activate the VIM mail service for a particular user in the following way:
From Supervisor mode, select [w2h_b1|Mail Services] in the left hand list. This will show the available mail services in the right hand list.
.par
Click the right mouse button on the [w2h_b1|VIM Service ]and select [w2h_b1|Edit[@specialChar(85)|133]]. The VIM Service property sheet is shown. Select the Settings page. This page lets you specify
the directory containing the VIM database. Use the {bmct help0009.bmp} button to locate the required directory. Next, select the Users page.
.endpar
.par
Select the check box to the left of the user that you wish to configure and press the [w2h_b1|Settings[@specialChar(85)|133]] button. The User Settings property sheet is displayed, showing the
Credentials page.
.endpar
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Enter your cc:Mail[@specialChar(e2)|226] or Lotus Notes[@specialChar(e2)|226] login name and password into the fields provided.
The Checking page lets you specify how often the associated user will poll VIM, checking for new mail.
[@g_QUIC0097.BMP|]
Checking the [w2h_b1|Check for mail for this service on this machine] check box will enable the field below, allowing you to enter how often the user will check for new mail using the VIM service.
[@aheading_2|]Categories are [w2h_i1|labels] which may be assigned to one or more items of data. For example, you may define a global [@GlossCategory|category] called 'In Progress'. You may then
mark OfficeTalk data items as 'In Progress', for example, any unfinished documents, tasks and conversations etc. may be marked as 'In Progress'. At a later time, you may perform a global search to
find all items of data which are marked as 'In Progress'.
[@aheading_3|]OfficeTalk lets you define one or more [@GlossCategory|category] sets. A [@GlossCategoryset|category set] is a named list of categories which may be associated with one or more data
types. For example, OfficeTalk comes supplied with a category set called 'Diary Categories' which is assigned to task, appointment and [@GlossResource|resource] booking data types. Categories may
then be added to the 'Diary Categories' set and these categories will only be available from the Task property sheet and the Appointment property sheet.
.endpar
[w2h_b1|More:
[w2h_b0|[@AddingaCategorySet|Adding a Category Set]
[@aheading_4|]You can add a [@GlossCategoryset|category set] in the following way:
From Supervisor mode, select [w2h_b1|Categories] from the left hand list. The list of category sets will be displayed in the right hand list.
.par
Bring up the context menu by clicking the right mouse button anywhere in the right hand window. Select [w2h_b1|New[@specialChar(85)|133] ]from the context menu. The Category Set property sheet is
displayed.
.endpar
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Specify a name for the category set, for example, 'My Own Categories', and choose the data types to which the category set will be available. Press [w2h_b1|OK].
[@aheading_4|]You can add a [@GlossCategory|category] to a [@GlossCategoryset|category set] in the following way:
.par
Expand [w2h_b1|Categories] in the left hand list and select the category set to which you wish to add the category. Bring up the context menu by clicking the right mouse button anywhere in the right
hand window. Select [w2h_b1|New[@specialChar(85)|133]] from the context menu. The Category property sheet is displayed.
.endpar
[@g_QUIC0101.BMP|]
Specify a name for the category, for example, 'Prospect'.
.par
If the category is a public category then ensure that 'No Owner' is selected in the [w2h_b1|Owner ]drop down list. If you wish the category to be private to a particular user then select the relevant
user from the [w2h_b1|Owner] drop down list.
.endpar
Finally select the category set to which you wish to add the category and press [w2h_b1|OK].
For more information, see [@UsingCategories|Using Categories].
[@aheading_2|]OfficeTalk lets you categorise different events using event types. OfficeTalk is supplied with some standard event types. These are:
Holidays
Anniversaries
Birthdays
Any events made in Diary mode may be associated with one of these event types. The event will inherit the event type's marker.
.par
You may wish to add your own event types. For example, you may wish to provide an event type called 'Exhibitions' which will represent any events associated with your organisation's exhibitions. You
may add your own event types to OfficeTalk in the following way:
.endpar
Select [w2h_b1|Event Types] from the left hand list in Supervisor mode.
Click the right mouse button in the right hand list and select [w2h_b1|New[@specialChar(85)|133]] from the context sensitive menu. The Event Type property sheet is displayed.
[@g_QUIC0873.BMP|]
Enter a name for the event type and select an appropriate marker from the drop down list. Press [w2h_b1|OK] to save your changes.
[@aheading_2|]This section describes how to grant and restrict local and remote users' access to data in your workgroup through the creation and administration of security profiles.
[@aheading_3|]OfficeTalk provides functionality for administering the security of data within your workgroup. Rather than granting and denying access to data on a per-user basis, OfficeTalk lets you
define security profiles whose access to data may be fully specified. A [@GlossSecurityprofile|security profile] may then be assigned to one or more users. This gives you more control over the data
security in your workgroup.
.endpar
OfficeTalk provides four security options that will apply to most of the data in the workgroup. These are:
.table colSize 10 19
[w2h_b0|[w2h_b1|Security Option
Description
[w2h_b0|Private
Data marked as private may be seen and accessed only by the data's owner.
Personal
Data marked as personal may be seen and accessed by the data's owner. The data may also be accessed by other users according to their [@GlossGeneralaccess|general access] to the data's owner.
Public
Data marked as public is fully accessible by all members of the workgroup, however only the data's owner and any supervisors may change the access of this data.
Custom
Data marked as custom will be accessible to users based on the customised settings.
.end-table
.par
The default security option for data, such as projects, planners, meetings, conversations etc. is [w2h_i1|personal]. This means that, for most cases, the workgroup data security may be defined simply
by defining the general access of security profiles to each user. For example, if you have [w2h_i1|read ]general access to a particular user then you will also have read access to all of that user's
personal data. If you have [w2h_i1|visible] general access to a user then you will be able to send mail and notifications to the user as well as inviting the user to meetings, however you will not
have any access to any of that user's personal data.
.endpar
.par
The Access page in the property sheet of most data types lets you choose whether the item is private, personal or public. It also lets you specify, in more detail, the individual access of certain
security profiles to the data.
.endpar
[w2h_b1|Note:] Only the data's owner or a supervisor will see an Access page in the property sheet of an item.
.par
OfficeTalk provides a default security profile called 'Default Access'. All new users are initially assigned this security profile. In order to specify that some users may have access to certain data
while other users may not, you must create additional security profiles and assign each user to the appropriate profile.
.endpar
You can create a new security profile from Supervisor mode in the following way:
Click the right mouse button on [w2h_b1|Security Profiles ]in the left hand list and select [w2h_b1|New[@specialChar(85)|133] ]from the context menu. The Security Profile property sheet is displayed.
[@g_QUIC0103.BMP|]
.par
Enter a name for the security profile, for example, 'Managers', 'Support Staff', 'CEO', etc. and press [w2h_b1|OK]. The new security profile will appear in the right hand list and will be made
available in the Access page of the User property sheet.
[@aheading_3|]OfficeTalk lets you specify the access that each user has to a particular mode. In addition to letting you specify who can actually enter a particular mode, OfficeTalk also lets you
specify what actions may be performed within the mode.
.endpar
.par
For example, you may wish to specify that certain people have access to all modes except Meeting mode. Alternatively, you may wish to allow all users to create companies and contacts but deny certain
users from viewing the history of communication held with any companies or contacts. All this, and more, may be specified from Supervisor mode in the following way:
.endpar
.par
Select [w2h_b1|Modes] from the left hand list in Supervisor mode and double click on the mode for which you wish to define the security in the right hand list. OfficeTalk will display the Mode
property sheet.
.endpar
[@g_QUIC0875.BMP|]
.par
Select the Access tab. Ensure that 'Mode' is selected in the [w2h_b1|Type][w2h_i1| ]drop down list. By selecting the relevant security profiles from the list and choosing the appropriate radio
button, you can define which security profiles have access to the corresponding mode and which have no access. A user belonging to a [@GlossSecurityprofile|security profile] which has [w2h_i1|no
]access to a particular mode will not be able to enter the mode. The mode button will be disabled.
.endpar
Drop down the [w2h_b1|Type] list to show all other attributes of the chosen mode for which access may be defined. For example, Contact mode lets you define the following:
Who has access to the mode.
Who may enter the Company/Contact and Directory views.
Who may access the History view.
Who has what level of access when adding, editing and deleting companies and contacts.
Who may create personal/public contact groups.
Who may create personal/public documents.
Who may create personal/public conversations.
A list of the attributes of each mode is shown below:
.table colSize 7 11 11
[w2h_b1|Mode
Attribute
Access
[w2h_b0|Bin
Mode
No Access/Access
Contact
Mode
No Access/Read Access
Company/Contact/ Directory Views
No Access/Read Access
History View
No Access/Access
Companies/Contacts
Read/Create/Edit/Delete Access
Contact Groups
Read/Create Personal/Create Public
Documents
Read/Create Personal/Create Public
Conversations
Read/Create Personal/Create Public
Diary
Mode
No Access/Access
[@GlossGroup|Group]
Mode
No Access/Read Access/Create Personal/Create Public
[@bheading_3|] Defining Custom Property Sheets for a Security Profile
.par
[@aheading_3|]This section discusses OfficeTalk's ability to present users with customised property sheets for editing OfficeTalk data which may contain custom fields. For more information about
custom fields and custom property sheets, see [@CustomFields|Custom Fields].
.endpar
.par
OfficeTalk lets you define custom property sheets for several different types of OfficeTalk data. The property sheets used to edit certain OfficeTalk data may be assigned on a per
[@GlossSecurityprofile|security profile] basis. Members of a certain security profile will inherit its property sheets. In this way. different users may be assigned different property sheets to view
and edit the same OfficeTalk data. For example, users in the accounts department may need to access financial data about contacts, but users in the sales department may need to access just address
and personal information held against contacts. These assignments may be made from the Custom Data wizard and they may also be made, on a per security profile basis, from the Security Profile
property sheet.
.endpar
[@g_QUIC0007.BMP|]
.par
Select the Property Sheets tab. The Property Sheets page contains a drop down list of OfficeTalk data types. Select the relevant data type. For example, if you wish to select a property sheet for the
members of this security profile to use in order to edit contact records, select [w2h_b1|Contacts] from this list. Next, from the [w2h_b1|Dialog ]drop down list, select the property sheet that you
wish members of this security profile to use when editing contacts. You may choose between the following:
.endpar
.table colSize 8 20
[w2h_b1|Dialog
Description
[w2h_b0|OfficeTalk default
This is the standard dialog box as supplied with OfficeTalk.
Workgroup default
This is the dialog box which has been selected as the workgroup default. This is the default setting.
[w2h_i1|User defined]
Any user defined dialog boxes will appear next in the drop down list. Choose the dialog box that the user will access when adding or editing records of the associated data type.
.end-table
The changes will effect the relevant users the next time they log on to OfficeTalk. Any changes effecting you will take effect immediately.
[@aheading_2|]An [@GlossOfficeTalkserver|OfficeTalk server] is a machine configured to perform server based activities such as checking for new mail on behalf of all users or performing commands on
behalf of the workgroup or performing data synchronisation with remote workgroups. OfficeTalk provides a set of services which perform certain workgroup-based functions that are described in more
detail below.
.endpar
Most server based activities are database intensive and it is therefore most efficient to configure the machine holding the workgroup database as the OfficeTalk server machine.
You can access the list of OfficeTalk services from the OfficeTalk Services dialog box by selecting [w2h_b1|OfficeTalk Server[@specialChar(85)|133]] from the [w2h_b1|Options] menu.
[@g_QUIC0105.BMP|]
.par
Each service may be run manually by selecting the relevant service and pressing the [w2h_b1|Kick[@specialChar(85)|133]] button. Selecting a service and pressing the
[w2h_b1|Settings[@specialChar(85)|133]] button displays a service dependent Settings property sheet from which you may set up service options or a schedule for automating the running of each service.
.endpar
[w2h_b1|More:
[w2h_b0|[@InternetMailGatewayService|Internet Mail Gateway Service]
[@aheading_3|]The Internet Mail Gateway Service lets you configure the connection and scheduling aspects of the Internet mail gateway service. Selecting this service and pressing the
[w2h_b1|Settings[@specialChar(85)|133]] button will display the Internet Service property sheet.
.endpar
[@g_QUIC0107.BMP|]
.par
Both the Host page and Connection page shown here in the property sheet are also available from the full Internet Mail Service property sheet. These two pages together define all the information
needed to specify when and how to connect to the Internet.
.endpar
For more information on configuring this service see [@ConfiguringtheInternetMailservice|Configuring the Internet Mail service ].
[@aheading_3|]OfficeTalk provides a mail rule service which lets the computer, running the service, perform any resulting actions on behalf of each user. This is a useful feature for users who wish
for their mail rules to be carried out during a time when they plan not to log on to OfficeTalk. Consider the scenario where a specific OfficeTalk user plans to go on holiday for two weeks and so
sets up a mail rule to redirect all incoming mail to a colleague. Only by using the mail rule service will the user's mail be regularly checked and the rule promptly applied. If the mail rule service
was not activated, then the rule would be carried out by the user's machine only when the user returned from holiday and logged on to OfficeTalk.
.endpar
.par
You may activate the mail rule service by selecting the appropriate check box in the OfficeTalk Services dialog box. You can specify how frequently the server machine will try to perform this service
by selecting [w2h_b1|Mail Rule Service] and pressing the [w2h_b1|Settings[@specialChar(85)|133]] button.
.endpar
The Rule Service Settings property sheet is displayed. Press the [w2h_b1|New[@specialChar(85)|133]] button to add a schedule for performing the service.
[@aheading_3|]A [@GlossCommand|command] is a data message used as an efficient means of communicating data between and within OfficeTalk workgroups. In some cases, local OfficeTalk users may write
commands to the database as an efficient way of performing a set of actions which would otherwise require a series of records to be written to the database. The commands remain until a command
processor service processes the command and writes the relevant records.
.endpar
.par
More commonly, commands are used to communicate changes made between remote workgroups which replicate their data [w2h_i1|asynchronously] or via [w2h_i1|e-mail]. For more information on workgroup
replication, see [@WhatIsRemoteWorkgrouping|What Is Remote Workgrouping]. When a remote workgroup updates another workgroup with its changes, in this way, the result is one or more commands being
placed in the target database waiting for a command processor to interpret them. A supervisor may interpret commands from any OfficeTalk machine but by far the most efficient configuration is to
interpret commands on the machine which contains the OfficeTalk database. This reduces network traffic.
.endpar
.par
You may interpret commands manually by selecting [w2h_b1|Command Processor Service] from the OfficeTalk Services dialog box and pressing the [w2h_b1|Kick[@specialChar(85)|133]] button. The length of
time it will take to process commands will depend upon how many commands are pending and how much data is represented by each command. For example, if you receive a command containing the initial
snapshot of another remote workgroup's database, then the process will take quite a long time.
.endpar
Typically, if you want to replicate data with another remote workgroup on a regular basis, you should set up a schedule for the associated gateway service.
.par
The gateway service performs the processing of commands at the end of its operation. However, if you are being sent updates and requests for data and you are a [@GlossSlaveworkgroup|slave workgroup]
(i.e. you may not initiate a replication) then you should set up a schedule to simply perform commands. You can do this by selecting the [w2h_b1|Command Processor Service] and pressing the
[w2h_b1|Settings[@specialChar(85)|133]] button. The Command Processor Settings property sheet is displayed.
.endpar
[w2h_b0|[@g_QUIC0110.BMP|]
Press the [w2h_b1|New[@specialChar(85)|133]] button to add one or more schedules.
The Return Addresses page lets you specify the e-mail address to which other workgroups should send their commands.
[@g_QUIC0112.BMP|]
This is relevant only if you receive commands via e-mail. Select which service you expect to use to receive commands and specify the return address in the field below.
[@aheading_3|]By default, every client machine will check the database for certain events, such as new incoming mail, pending notifications, overdue tasks and appointment reminders etc.
.par
For larger workgroup sizes, this arrangement can lead to increased network traffic. OfficeTalk offers a solution to this by providing a polling service. The polling service checks the database on
behalf of each client for such events. Since the polling server may be the machine which holds the OfficeTalk database, network traffic may be completely eliminated.
.endpar
For more information on server based polling, see [@PollingtheDatabase|Polling the Database].
.par
You can set up a machine as the polling server by checking the check box next to the [w2h_b1|Polling Database Service] entry in the OfficeTalk Services dialog box and pressing the
[w2h_b1|Settings[@specialChar(85)|133]] button. The Polling Service Settings property sheet is displayed.
.endpar
[@g_QUIC0114.BMP|]
.par
Specify how frequently, in minutes, you wish this machine to check for database events. When the polling server finds a database event, it uses NetBIOS to inform the relevant OfficeTalk client. If
the client machine is logged onto OfficeTalk, it will then respond accordingly retrieving the relevant data from the database.
[@aheading_3|]A gateway service is provided for each remote workgroup that is defined. Kicking a gateway service is equivalent to right clicking on the associated remote workgroup, in the list of
remote workgroups in Supervisor mode, and selecting [w2h_b1|Merge[@specialChar(85)|133]] from the context menu. When you kick a service by selecting it from the OfficeTalk Services dialog box and
pressing [w2h_b1|Kick[@specialChar(85)|133]], it will, in most cases, display the Merge Remote Workgroup wizard.
.endpar
[@g_QUIC0116.BMP|]
You may choose from the following options:
Send changes made to this workgroup to the remote workgroup.
Receive changes made to the remote workgroup.
Do Both.
Choose the required option and press [w2h_b1|Finish]. OfficeTalk will perform the merge.
.par
What OfficeTalk actually does depends entirely upon the replication method used. For example, if a synchronous replication method is chosen, OfficeTalk will perform the merge there and then. If the
e-mail replication method is chosen, OfficeTalk will prepare an e-mail [@GlossCommand|command] and store it, ready to send, the next time you connect to the Internet.
.endpar
.par
The Merge Remote Workgroup wizard is not shown for direct connections since, in this case, changes to each workgroup are not exchanged. Instead, OfficeTalk asks you to confirm that you wish to merge,
so that each workgroup may exchange certain information, such as mail messages, meeting invitations etc.
.endpar
.par
Usually, you would perform such data replications on a regular basis. You can specify a schedule for replication by selecting the appropriate gateway service and pressing the
[w2h_b1|Settings[@specialChar(85)|133]] button. The Remote Workgroup Gateway Settings property sheet is displayed, showing the Merge Times page.
.endpar
[w2h_b0|[@g_QUIC1073.BMP|]
Press the[w2h_b1| New[@specialChar(85)|133]] button to add a schedule of times for merging data.
.par
OfficeTalk gives you the choice of treating differently attachment data, such as e-mail, note attachments, documents and mail merge documents. In the Attachments page of the Remote Workgroup Gateway
Settings property sheet, OfficeTalk gives you the following choices:
.endpar
Always replicate attachment data.
Never replicate attachment data.
Replicate attachment data at separate times from other data according to a specified schedule. Press the [w2h_b1|Attachment Update Times] to specify a separate attachment replication schedule.
[@aheading_2|]OfficeTalk lets you publish diary and contact data to an Internet Web page. OfficeTalk searches any HTML file that you provide, replacing certain text with a link to pages containing
diary information for selected OfficeTalk users and a link to pages containing contact name and address information. Furthermore, OfficeTalk can connect to the Internet and copy the files onto a
World Wide Web server, making them accessible to the Internet community. Alternatively, the files may be used in a local Intranet configuration.
.endpar
.par
You can specify options for publishing diary and contact data to the Web by selecting [w2h_b1|Data to HTML[@specialChar(85)|133]] from the [w2h_b1|File/Export] menu in Supervisor mode. This will
display the Internet Export wizard.
.endpar
[@g_QUIC0118.BMP|]
.par
Choose which users' and/or resources' diaries you wish to publish to the Web. Do this by selecting [w2h_b1|Users] or [w2h_b1|Resources] and pressing the [w2h_b1|Details[@specialChar(85)|133]] button.
A further dialog box is displayed showing a list of all OfficeTalk users or resources. Choose the required users or resources and press [w2h_b1|OK].
.endpar
.par
From the Internet Export wizard, you may choose to export all companies or all contacts by checking the [w2h_b1|All Companies] or [w2h_b1|All Contacts] check box. Alternatively, if you only wish to
publish a subset of companies or contacts, you can select a contact [@GlossGroup|group] containing the relevant companies and contacts. Do this by selecting [w2h_b1|Contact Groups] and pressing the
[w2h_b1|Details[@specialChar(85)|133]] button. The Contact Groups dialog box is displayed allowing you to select the appropriate contact groups.
.endpar
Press [w2h_b1|Next ]when you have chosen what data you wish to publish. The Upload page is displayed.
[@g_QUIC0120.BMP|]
.par
Specify a local directory to which the generated HTML files are output. If you want OfficeTalk to copy the files to the Internet for you then check the [w2h_b1|Copy files from this directory to the
Internet] check box. When OfficeTalk creates HTML files representing contact and diary information, the entire set of files is created in a single directory. However, OfficeTalk provides
functionality for replicating the file structure of the specified directory to the Internet. This means that you could use OfficeTalk as a tool for transferring your Intranet Web files to the
Internet. If you wish to replicate the sub directories of the specified directory in this way then check the [w2h_b1|Include Sub Directories] check box.
.endpar
.par
Prior to uploading your HTML data to the Internet, OfficeTalk must first connect to the Internet, so you must supply information on how to connect to your World Wide Web server. Firstly, select a
dial-up connection entry from the drop down list or create a new one by pressing the [w2h_b1|New Connection[@specialChar(85)|133]] button. Next, specify the address of your World Wide Web server, for
example, 'www.webserver.com'. Specify your login name and password for gaining access to the server. In the [w2h_b1|Upload To] field, enter the directory on the server to which you must upload files.
This directory must be relative to the initial directory when you first log onto the server. Usually, you will need to move files from this directory to another directory on the server. OfficeTalk
lets you do this by entering an optional relative directory name.
.endpar
If you have elected to publish diary information then pressing [w2h_b1|Next] will display the Diary Date Ranges page.
[@g_QUIC0122.BMP|]
This page lets you choose a date range over which to publish diary information for the selected users and resources. The default is to publish all diary information.
Pressing [w2h_b1|Next] will display the Diaries Template Page. This page lets you specify an HTML file which contains the character sequence <@UserDiaries> or <@ResourceDiaries> or both.
[@g_QUIC0124.BMP|]
.par
Occurrences of either of these sequences will be replaced with a list of users or resources with each element in the list being a link to that user's or [@GlossResource|resource]'s diary information.
Enter the full path name of such a file.
.endpar
.par
Pressing [w2h_b1|Next] will display the Diary Display Options page. This page lets you specify an HTML file which is a template for the page which shows a specific user's or resource's diary
information. You may also choose a font for displaying the date that is displayed above each day of appointments.
.endpar
[@g_QUIC0126.BMP|]
.par
If you chose to output contact information, then the Contact Template page is displayed when you press the [w2h_b1|Next] page. This page lets you specify an HTML file which will contain one or more
of the character sequences: <@ContactIndex>, <@CompanyIndex> and <@ContactGroups>.
.endpar
[@g_QUIC0128.BMP|]
.par
Occurrences of <@CompanyIndex> or <@ContactIndex> are replaced with an alphabetical index. Each letter of the alphabet is a hyperlink to a list of companies or contacts beginning with the associated
letter.
.endpar
.par
Occurrences of <@ContactGroups> are replaced with a list of contact groups. Each contact group is a hyperlink to an automatically generated page of associated companies and contacts. Enter the full
path of such an HTML file and press [w2h_b1|Next].
.endpar
The next page shown is the Contact Display Options page. This page lets you specify an HTML file which is a template for the page which shows a specific company's or contact's details.
[@g_QUIC0130.BMP|]
This file should contain the character sequence <@Contact>. This file also lets you choose the font for displaying the company or contact name which precedes the address information.
.par
When you press the [w2h_b1|Finish] button, OfficeTalk will generate the diary and contact information as requested and will place each generated file into the requested directory. If you elected to
upload the generated files to the Internet, OfficeTalk will establish a connection with the World Wide Web server and will use the File Transfer Protocol (FTP) to copy the files to the requested
directory on the server.
.endpar
Browsing the generated files, using an ordinary Web browser, will produce a result similar to that shown below:
[@aheading_2|]OfficeTalk lets you specify which weekdays are normal working days for your organisation and, for each of those days, OfficeTalk lets you specify the normal working hours. This
information is used primarily by the meeting manager so that it knows when people are generally available. Users have the choice of over-riding these settings if they operate flexi-hours or if they
are shift workers.
.endpar
You can customise the working day by pressing the [@g_QUIC0904.BMP|] button located in the shortcut bar in Supervisor mode. The Custom Day property sheet is displayed.
[@g_QUIC0905.BMP|]
.par
Place a check box next to each weekday that is a normal working day. For most organisations, this is Monday to Friday inclusive. Next, for each of those days, specify a start time and an end time
representing the normal working hours for each day. Press [w2h_b1|OK] to save your changes.
[@aheading_2|]OfficeTalk lets users associate a priority with tasks and [@GlossProject|project] tasks. This is represented by a number from 1 to 5. A user defined description may be associated with
each priority level and this may be specified from within Supervisor mode by pressing the [@g_QUIC0907.BMP|] button, located in the shortcut bar. Pressing this button will display the Priorities
dialog box.
.endpar
[w2h_b0|[@g_QUIC0908.BMP|]
.par
Enter the appropriate description into each of the relevant fields. This dialog box also lets you choose the default priority level that is assigned to a task or project task when the task is first
created. You can do this by selecting the appropriate [w2h_b1|Default] radio button. Press [w2h_b1|OK] to save your changes.
[@aheading_2|]You can view the Workgroup Details by selecting [w2h_b1|Workgroup Details ]from the [w2h_b1|Edit ]menu. The Workgroup property sheet is displayed showing the Details page.
[@aheading_3|]The Details page shows the workgroup name and the workgroup's location, phone and fax details. You may not edit the workgroup name from this dialog box since your license and
[@GlossKeycode|keycode] details are dependent upon your workgroup name.
[@aheading_3|]The Property Sheets page of this property sheet lets you choose the default property sheets for each data type for all members of the workgroup. Note that any settings applied here will
not apply to users belonging to security profiles who have specifically selected custom property sheets other than [w2h_i1|Workgroup default].
.endpar
[@g_QUIC0910.BMP|]
Select the data type that you wish to affect from the [w2h_b1|Data Type ]drop down list and then choose the property sheet that you wish to set as the workgroup default for the selected data type.
For more information see [@AssigningCustomPropertySheetstoDifferentSecurityProfiles|Assigning Custom Property Sheets to Different Security Profiles].
[@bheading_3|] Options for Duplicate Checking of Contacts
[@aheading_3|]The Options page lets you specify whether or not OfficeTalk should perform duplicate checks every time a company or contact is added to the workgroup database.
[@g_QUIC0133.BMP|]
.par
You can specify that duplicate checks are performed by checking the [w2h_b1|Check for duplicates when adding companies and contacts] check box. By default, duplicate checking will only be performed
against contact records to which the user entering the data has at least read access. If you wish to extend duplicate checking to include records to which the user entering the data has no access
then check the [w2h_b1|Also check against records to which the user has no access] check box.
[@bheading_3|] Restricting Users From Using Display Profiles
.par
[@aheading_3|]By default, all users may customise the look and feel of OfficeTalk, creating their own private display profiles. You can restrict non-supervisors from being able to create their own
display profiles, forcing them to use the default workgroup display profile. You can do this by checking the [w2h_b1|All users will use the public profile] check box in the Profiles page of the
Workgroup property sheet and selecting the required profile from the drop down list. When this option is selected, non-supervisors will be unable to change the settings of the default display
profile. Any changes that are made to list sort orders, column widths, list groupings etc. are not saved to the database and remain only for the duration of the user's OfficeTalk session.
.endpar
.par
A supervisor may make changes to any public display profile but will be warned that changes made to the profile may affect other users and will be prompted to save changes on exiting OfficeTalk as
[@aheading_3|]OfficeTalk provides functionality for linking two or more items together using a [@GlossUserlink|user link]. When an item is linked to one or more other items then a {bmct help0011.bmp}
marker is displayed next to the item. Clicking on this marker pops up a menu which lets you view any of the linked items. User links may be either public or private, depending on how the user link is
made. If a user makes a public link, then all users will see the link. You can prevent users from creating public links by checking the [w2h_b1|Disable public links] check box in the Options page of
the Workgroup property sheet. This will disable all public link buttons throughout OfficeTalk.
[@bheading_3|] Option for Sending Mail via the Server
.par
[@aheading_3|]When a user sends a mail message, OfficeTalk has to write several records. The number of records written increases as the number of recipients increases. For slower networks, sending a
message to 10 or more people can take a noticeable time on a 16-bit machine. OfficeTalk offers a feature which causes clients to send mail by writing a single record regardless of the number of
recipients of the message. This single record is a [@GlossCommand|command] which may be interpreted at a later time by the command processor service. The [@GlossOfficeTalkserver|OfficeTalk server]
machine should be the machine which holds the OfficeTalk database on its local hard disk. The advantage of this arrangement is that it is much quicker for a remote machine to write a single record to
the database than to write many records. Furthermore, there is no network traffic created by the server machine reading the command record and writing all the mail records itself. Since the database
is held locally, it is much more efficient for the OfficeTalk server machine to write records to the database than for a remote client machine to write to the database.
.endpar
.par
[w2h_b0|[w2h_b1|Note:] It is not necessarily advantageous to use this function if you use a SQL Server database, since all database records are inherently performed by a server machine. In such an
environment this function will simply [w2h_i1|defer] the inevitable database writes.
.endpar
Checking the [w2h_b1|Sending of mail is done by server] check box will cause all clients, which log on subsequently, to send mail by writing a command to the database.
.par
Mail messages will not be sent until the server machine processes commands. You can process commands manually from the OfficeTalk Services dialog box. Selecting [w2h_b1|OfficeTalk
Server[@specialChar(85)|133]] from the [w2h_b1|Options] menu will display the OfficeTalk Services dialog box.
.endpar
[@g_QUIC0137.BMP|]
.par
Select [w2h_b1|Command Processor Service] from the list of services and press the [w2h_b1|Kick[@specialChar(85)|133]] button. For information on automatically kicking the command processor, see
[w2h_b1|Note:] A supervisor may kick the command processor service from any machine but it is most efficient if the machine holding the database performs this action since it involves no network
[@aheading_3|]By default, every user will check the database every 5 minutes for the following:
New incoming mail
New pending notifications
Overdue tasks
Appointment reminders
Remote log off requests
You may change the interval for each of these checks from within the Polling page of the Workgroup dialog box.
[@g_QUIC0139.BMP|]
.par
[w2h_i1|Polling], in this context, means that each user will check the database for new relevant data. The disadvantage of polling is that network traffic increases with larger workgroup sizes.
Larger workgroups should use server-based checking.
.endpar
.par
Server-based checking requires you to designate one machine as the poll server and this machine is made responsible for performing each of the above checks periodically for all users in the
workgroup. If new mail is found for a particular user or another user's task becomes overdue then the user is notified of this using NetBIOS and the client machine will then access the database in
order to retrieve the new mail message or to update it's display to show the overdue task.
.endpar
.par
You may configure a machine to be a poll server from the OfficeTalk Services dialog box. Select [@GlossOfficeTalkserver|OfficeTalk Server][w2h_b1|[@specialChar(85)|133]] from the [w2h_b1|Options]
menu. This will display the OfficeTalk Services dialog box.
.endpar
Check the Polling Database Service check box in the list of services and press the [w2h_b1|Settings[@specialChar(85)|133]] button. This will display the Polling Service Settings property sheet.
[w2h_b0|[@g_QUIC0141.BMP|]
Specify the interval between checks and press [w2h_b1|OK ]to save your changes.
[w2h_b1|Note:] Any machine may be configured as the Polling Server but it is most efficient if the machine holding the database performs this action since it involves no network activity.
[@aheading_2|]You can specify Supervisor mode preferences by selecting [w2h_b1|Preferences[@specialChar(85)|133]] from the [w2h_b1|Options] menu in Supervisor mode. Below is a description of all the
preferences specific to Supervisor mode.
.endpar
[w2h_b1|More:
[w2h_b0|[@SpecifyingaWorkgroupE_mailSignature|Specifying a Workgroup E-mail Signature]
[@DatePreferences|Date Preferences]
[@SpecifyingSpecialNotes|Specifying Special Notes]
[@bheading_3|] Specifying a Workgroup E-mail Signature
.par
[@aheading_3|]An e-mail signature is text which is placed at the end of every mail message that you send. This is often just your name and your company name, but will sometimes include a telephone
and fax number. OfficeTalk lets you specify a workgroup signature which will appear at the end of each mail message sent by any OfficeTalk user. Enter the signature into the [w2h_b1|Signature ]field
and press [w2h_b1|OK].
.endpar
[w2h_b1|Note:] By default, each user does not send a signature with each message but may choose between sending a workgroup signature and their own personal signature.
If the signature contains the text '<@Workgroup>' then this will be replaced with the workgroup name. The text '<@User>' will be replaced with the name of the user sending the message.
[@aheading_3|]OfficeTalk lets you define the first day of the week, the first week of the year and the first month of the first quarter. These settings affect how certain views are displayed and also
how week numbers are calculated.
.endpar
To change the date preferences, select the Dates tab in the Preferences dialog box in Supervisor mode.
[@g_QUIC0143.BMP|]
Select the first day of the week from the [w2h_b1|First day of the week] drop down list. This may be any day from Monday through to Sunday. Monday is the default setting.
Select the first week of the year from the next drop down list. You may choose from the following:
Starts on Jan 1
First 4 day week
First full week
Select the first month of the first quarter from the next drop down list. You may choose from any month of the year.
[@aheading_3|]Special notes are messages containing substitution strings which are sent as part of an OfficeTalk function, for example, when inviting an OfficeTalk user to a meeting or assigning a
[@GlossProject|project] task to a non-OfficeTalk user. OfficeTalk lets you specify the message sent out when performing each function. Certain substitution strings are available so that you may
design the messages to be context specific. For example, the message used when inviting an OfficeTalk user to a meeting is as follows:
.endpar
[w2h_b1|Meeting Invitation
]You are invited to attend a meeting on <@Meeting.Start Date> at <@Meeting.Start Time>.
The subject of the meeting is "<@Meeting.Subject>".
The meeting is planned to last for <@Meeting.Duration>
The meeting venue is: <@Meeting.Place>
[w2h_b1|Agenda
]<@Meeting.Agenda>[w2h_b1|
People Coming]
<@Meeting.GuestList>
.par
[w2h_i1|Please let me know if you can attend as soon as possible by pressing the] [w2h_b1|I Can Attend][w2h_b1|[w2h_i1| ]][w2h_i1|button at the top of this message. If you cannot attend, please press
the] [w2h_b1|I Cannot Attend][w2h_i1| button.
.endpar
]<@User.Name>
.par
In this case, the meeting object and the user object are both available to you in order to create substitution strings. You may insert any field value of the associated meeting by specifying a
substitution string of the format '<@Meeting.[w2h_i1|field]>'. So, for example, you may specify the meeting name using '<@Meeting.Name>', and the meeting start time by using '<@Meeting.Start Time>'.
Additionally, you have, available to you, all the field values of the user who organises the meeting. Typically, the meeting invitation ends with the organisers name. This is achieved using the
substitution string '<@User.Name>' or, for a more informal message, '<@User.First Names>'.
.endpar
.par
There are many special notes in OfficeTalk. They are all based around the functions for inviting people to meetings, assigning people project tasks and assigning people normal tasks. The special
notes may be designed using [@GlossRichtext|rich text]. OfficeTalk lets you specify separate messages for OfficeTalk users and for non-OfficeTalk users.
.endpar
.par
You may customise any of the default special notes by selecting the appropriate special note from the drop down list and editing the text in the window below. You may use the format bar to add colour
[@aheading_2|]By default, Diary mode is the mode shown when you start OfficeTalk. From within Diary mode, you may view and update your schedule of appointments and your list of things to do (tasks).
Provided that you have sufficient access, you may even view and update the appointments and tasks of other users in your workgroup. If OfficeTalk is configured to access
[@PreparingtoWorkOffline|remote workgroups] then you may also view and update the appointments and tasks of users in these remote workgroups.
.endpar
.par
OfficeTalk lets you define an unlimited number of resources, such as meeting rooms, pool cars and overhead projectors. OfficeTalk can keep a diary for each of these resources. Provided that you have
sufficient access, you can view and update the diary held for any [@GlossResource|resource].
.endpar
[@g_QUIC0145.BMP|]
.par
Diary mode provides a daily, weekly, monthly, custom and list view of appointments. The custom view lets you choose a user defined time span over which to view appointments. For example, you may wish
to view three weeks of appointments at any one time.
[@aheading_2|]The Task List window is located to the right of Diary mode. It is a to-do list with a set of very powerful features to help you keep track of your workload.
[@g_QUIC0147.BMP|]
OfficeTalk lets you record one or more of the following attributes against each task:
A description of the task.
A priority.
A deadline.
Whether or not the task has been completed.
Detailed notes about the task.
.par
Additionally, you may add any number of user defined fields to the task data type which means that you can store almost any data that you like with each task. For more information on adding user
defined fields to tasks see [@AdministeringCustomData|Administering Custom Data].
.endpar
[w2h_b1|More:
[w2h_b0|[@AddingaTask|Adding a Task]
[@MarkingaTaskasPrivate|Marking a Task as Private]
[@MarkingaTaskasComplete|Marking a Task as Complete]
[@SettingaTaskDeadline|Setting a Task Deadline]
[@PrioritisingYourTasks1|Prioritising Your Tasks]
[@StructuringYourTaskList1|Structuring Your Task List]
[@TaskFolders|Task Folders]
[@CategorisingTasks|Categorising Tasks]
[@KeepingNotesforaTask|Keeping Notes for a Task]
[@SchedulingTasksintotheDiary|Scheduling Tasks into the Diary]
[@FindingWhenaTaskisScheduled|Finding When a Task is Scheduled]
[@AssigningaTask|Assigning a Task]
[@TheResourcesPage|The Resources Page]
[@AssigningaTasktoaMicrosoftExchangeorMicrosoftOutlookUser|Assigning a Task to a Microsoft Exchange or Microsoft Outlook User]
[@aheading_3|]You can add a task in the following way:
Click the left mouse button in a blank part of the task list.
Type the description of the task.
Press [w2h_b1|Enter].
.par
If you wish to specify attributes such as deadlines, priorities, notes etc. when adding a task then you should use the Task property sheet to add the task. You can add a new task via the Task
property sheet in the following way:
.endpar
Press the [@g_QUIC0912.BMP|] button in the shortcut bar in Diary Mode. The Task property sheet is displayed.
[@g_QUIC0149.BMP|]
Enter description, deadline and priority information into the Details page. You can add [@GlossRichtext|rich text] notes for the task from the Notes page.
[@aheading_3|]OfficeTalk lets you mark a task as [w2h_i1|private]. When a task is marked as private, only you can see it. Any other user, who has at least read access to your task list will see the
word 'Private' in place of the task's description when they view your task list.
.endpar
You can mark a task as private in the following way:
Bring up the Task property sheet by clicking on the task using the right mouse button and selecting [w2h_b1|Edit] from the context menu.
Check the [w2h_b1|Private] check box and press [w2h_b1|OK] to save your changes.
[@aheading_3|]Once you have finished a task, you can indicate that it has been complete by checking the check box to the left of the task description.
[@g_QUIC0913.BMP|]
.par
The colour of the task will change to green and a line will be drawn through the task description provided you have checked the [w2h_b1|Lines through completed tasks] in the Diary page of the
Preferences dialog box.
.endpar
Sometimes, you may wish to indicate the partial completion of a task. You may choose a completion percentage in the following way:
[@specialChar(b7)|183] Bring up the Task property sheet by clicking on the task using the right mouse button and selecting [w2h_b1|Edit] from the context menu.
.par
[@specialChar(b7)|183] Enter a number between 0 and 100, representing the completion percentage, into the field to the right of the [w2h_b1|Complete] check box and press [w2h_b1|OK] to save your
[@aheading_3|]Usually, any task that you add to your task list will need to be completed by a certain date. OfficeTalk lets you specify a deadline date and time for a task. You can do this in the
following way:
.endpar
Bring up the Task property sheet by clicking on the task using the right mouse button and selecting [w2h_b1|Edit] from the context menu.
Check the [w2h_b1|Require Deadline] check box and enter a date and time into the fields below. Press [w2h_b1|OK] to save your changes.
If the task has not been completed by the specified deadline, the task colour will change to red to indicate that the task is overdue and requires immediate attention.
[@aheading_3|]If you have a large number of tasks to do then you would naturally try and prioritise them so that the most important ones get your attention first. You can assign a priority to any
task in the list. A supervisor may define up to 5 levels of task priority and may specify the default priority level for new tasks. The standard OfficeTalk configuration provides three levels of task
priority named: 'High', 'Medium' and 'Low'. The default priority is 'Medium'.
.endpar
You can change the priority of a task in the following way:
Bring up the Task property sheet by double clicking on the task.
Select the required priority from the [w2h_b1|Priority ]drop down list. Press [w2h_b1|OK] to save your changes.
.par
[w2h_b1|Tip:] To quickly change the task priority, keep the [w2h_b1|Ctrl] key pressed and click the left mouse button on the priority marker. The priority of the task will increase each time you
click on the marker. If the task priority is already 1 then clicking on the priority marker will change the priority to 5.
.endpar
.par
Once each task has been assigned the appropriate priority, you may wish to sort the task list by priority such that the highest priority tasks are shown at the top of the list. You can do this by
clicking the left mouse button on the priority column header.
.endpar
[@g_QUIC0915.BMP|]
Alternatively, you may wish to show only tasks with a certain priority. For example, you can filter the task list to show only priority 1 tasks in the following way:
Locate a priority 1 task in the task list. Click the right mouse button on the priority 1 marker. The context menu will be displayed.
Select [w2h_b1|Filter by 'high']. Only priority 1 tasks will be shown in the task list.
To remove the filter, click the right mouse button anywhere in the list and select [w2h_b1|Disable Filter] from the context menu.
[@aheading_3|]Sometimes it is useful to break down tasks representing large amounts of effort into several smaller, more manageable, tasks and then hide away the detail of the smaller tasks. This
kind of approach is known as task outlining. OfficeTalk lets you do this in the following way:
.endpar
Add the parent task by clicking the left mouse button at the bottom of the Task window, entering a description and pressing [w2h_b1|Enter].
Add one or more additional tasks which will become [w2h_i1|sub] tasks of the parent task.
.par
Select these additional tasks and drag them on to the parent task. The sub tasks will be indented underneath the parent task. A button will appear to the left of the parent task. Clicking the button
will hide the sub tasks. Clicking it again will show the sub tasks.
.endpar
[@g_QUIC0151.BMP|]
.par
An alternative way of adding sub tasks to a parent task is to [w2h_i1|open] the parent task. This will cause the task list to display the [w2h_i1|contents] of the parent task which, initially, will
be empty. However, you may now add sub tasks to the parent task by simply adding the tasks to the task list in the normal way. When you have entered the relevant sub tasks, double click on the {bmct
help0012.bmp} marker, on the top line of the task list, using the left mouse button and you will be returned to the previous task list contents.
[@aheading_3|]Task folders provide a convenient way of structuring your task list. You may choose to keep all tasks relating to a particular [@GlossProject|project] in a task folder or,
alternatively, you could keep all completed tasks in a task folder called 'Completed Tasks'. Task folders are hierarchical which means that you can create task folders inside other task folders in
just the same way that you can create nested sub-directories in Windows Explorer.
.endpar
.par
Tasks may be dragged and dropped onto folders in just the same way that sub tasks are dragged and dropped onto parent tasks. Task folders are different from parent tasks since you cannot expand a
task folder to reveal it's contents. Instead you may [w2h_i1|open] the folder by double clicking on it using the left mouse button. The contents of the folder are then displayed as top level tasks in
the task list. A {bmct help0013.bmp} marker is displayed on the top line of the list. Double clicking on this line will show the tasks one level up.
.endpar
To add a new task folder, do the following:
[@specialChar(b7)|183] Select [w2h_b1|New/Task Folder[@specialChar(85)|133] ]from the [w2h_b1|Edit ]menu in Diary mode. The Task Folder property sheet is displayed.
[@specialChar(b7)|183] Type in a name for the task folder and press [w2h_b1|OK]. The task folder will be displayed at the top of the task list.
.par
To delete a task folder, select it and press the [w2h_b1|Delete] key on your keyboard. When you delete a task folder, any tasks inside the folder will also be deleted. If you want to avoid this then
you should move the tasks out of the folder before you delete it. You can move tasks out of a folder in the following way:
.endpar
Double click on the folder to open it and show it's tasks.
.par
Select the tasks and drag them on to the {bmct help0014.bmp} marker. The tasks will be moved up one level. If you now double click on the {bmct help0015.bmp} marker, the task list will display the
tasks one level up, including the tasks that you dragged.
[@aheading_3|]OfficeTalk lets you set up one or more categories which may be used to [w2h_i1|classify] your tasks. To mark a task as belonging to a particular [@GlossCategory|category], do the
following:
.endpar
Bring up the Task property sheet by double clicking on the relevant task.
[@g_QUIC0154.BMP|]
Select the Categories page. The Categories page will display a list of diary categories in the bottom window. Each category is shown next to a check box.
Check any check boxes which represent the categories that you wish to apply to the task.
Press [w2h_b1|OK] to save your changes.
.par
You may add your own private categories by typing the name of the category into the [w2h_b1|Categories ]window in the Categories page and pressing the [w2h_b1|Update ]button. The new category will
appear, checked, in the bottom window. Press [w2h_b1|OK] to save your changes.
.endpar
.par
If you wish to add the task to categories in another [@GlossCategoryset|category set], for example, the 'Contact' category set, then select the 'Contact' category set from the [w2h_b1|Set ]drop down
list. The list of available categories in that set will appear in the bottom window. Select one or more categories and press [w2h_b1|OK] to save your changes.
.endpar
For more information on Categories, see [@UsingCategories|Using Categories].
[@aheading_3|]Once you have entered a task into your task list, you may wish to specify [w2h_i1|when] you will work on the task. OfficeTalk allows you to do this by letting you drag the task from
your task list onto the Appointment window. Doing this creates an appointment in your diary with the task's description. This is called [w2h_i1|Scheduling] a task. You may schedule a task by dragging
the task onto either the Daily, Weekly, Monthly or Custom Appointment windows. Sometimes you may want to schedule a task on more than one occasion. This is done simply by dragging the same task to a
different time or day in your diary.
.endpar
If you hold down the [w2h_b1|Shift] key when you drop the task onto your diary, then all existing appointments made as a result of scheduling the task will be replaced by the new appointment.
.par
If you show the [w2h_i1|Scheduled Duration] column in your task list then you will be able to see exactly how long you have planned to work on each task. If you change the duration of one of the
appointments created as a result of scheduling the task, then the value displayed for that task in the [w2h_i1|Scheduled Duration] column will update to reflect the change.
[@aheading_3|]OfficeTalk provides a way for you to find out when you scheduled a particular task. You can do this in the following way:
.par
Select the task from the task list and select [w2h_b1|When ]from the [w2h_b1|Schedule ]menu. OfficeTalk will show the Daily Appointments window and will locate and display the first appointment made
as a result of scheduling that task.
.endpar
.par
If the task was scheduled on more than one occasion, then selecting [w2h_b1|When ]from the [w2h_b1|Schedule ]menu once more will locate and display the next appointment made as a result of scheduling
that task for a second time.
.endpar
The {bmct help0018.bmp} button may also be used to perform this function.
[w2h_b1|Note:] Once you have scheduled a task then repeating the corresponding appointment has the same effect as scheduling that task multiple times.
[@aheading_3|]Sometimes you may wish to delegate one or more of the tasks in your task list to another user or users, or perhaps to someone outside of your organisation. Once delegated, you may wish
to track the progress of the task from your own task list. OfficeTalk lets you do this in the following way:
.endpar
Create the task by entering it into your task list in the normal way.
Click the right mouse button on the task and select [w2h_b1|Assign Task[@specialChar(85)|133]] from the context menu. The Choose Recipient dialog box is displayed.
[@g_QUIC0877.BMP|]
.par
[@specialChar(b7)|183] Select one or more local or remote users from the list of available recipients and press the [w2h_b1|Add[@specialChar(85)|133]] button. Alternatively, or in addition, double
click on the [w2h_b1|Contacts] entry and select, from the address book, a contact, representing someone outside of your organisation. When the required persons are listed in the [w2h_b1|Selected
Recipients] list, press [w2h_b1|OK] on the Choose Recipient dialog box.
.endpar
[@g_QUIC0879.BMP|]
.par
When you press [w2h_b1|OK ]on the Choose Recipient dialog box, OfficeTalk will show the Task Assignment Instructions dialog box. This is your opportunity to explain to the recipients of your task,
exactly what you want them to do. Specify your instructions or, otherwise, leave this dialog box blank and press [w2h_b1|OK].
.endpar
.par
When you press [w2h_b1|OK], your task assignment will be sent, via e-mail, to the selected recipients. If you assigned the task to one or more OfficeTalk users then they will receive their task via
OfficeTalk mail. On reading their task assignment e-mail message, a task will be added to their task list. When they change the percentage done for their assigned task, this will be reflected in the
percentage done of your original task. Similarly, if you sent the task to a person outside of your organisation, that person will receive the task assignment via Internet mail. They will be
instructed to reply to the message on a periodic basis, updating you with its progress. OfficeTalk will automatically extract this information, on receiving their reply from the Internet, and will
update the completion status of your task. In this way, you can track and fully monitor the progress of all assigned tasks.
[@aheading_3|]The Resources page, of the Task property sheet, lets you view the list of people that have been assigned the associated task. It lists their name and their progress in terms of a
completion percentage.
.endpar
[@g_QUIC0918.BMP|]
You may use this page to both assign and un-assign the associated task.
To assign the task to one or more people, press the [w2h_b1|Assign[@specialChar(85)|133]] button and follow the instructions in the section "Assigning a Task" above.
.par
To un-assign the task from one or more of the people listed in this page, select the relevant people from the list and press the [w2h_b1|Unassign] button. OfficeTalk will remove the person(s) from
the list and will send out e-mail messages informing the relevant people that they have been un-assigned the task.
[@bheading_3|] Assigning a Task to a Microsoft Exchange or Microsoft Outlook User
.par
[@aheading_3|]OfficeTalk is supplied with several Electronic Forms templates for tight integration with Microsoft Exchange and Microsoft Outlook. One such template is a Task Assignment Form. If you
send a task assignment to a Microsoft Exchange/Outlook user who does not have the MS Exchange Server service installed then the assignment message will arrive in the same format as it would to any
e-mail recipient, as explained above. If the Microsoft Exchange/Outlook user does have the MS Exchange Server service installed, then the [w2h_b1|OTTask] form may be installed onto their machine.
This may be found in the shared server directory in the [w2h_b1|Forms] sub directory, provided that the Microsoft Exchange Connectivity component was installed during OfficeTalk Setup. Once this form
has been installed then any task assignments sent to the Microsoft Exchange/Outlook user will appear in their Incoming Mail folder as a Task Assignment form.
.endpar
[@g_QUIC1130.BMP|]
Double clicking on the new mail will display the following form:
[@g_QUIC1132.BMP|]
.par
The Exchange/Outlook user may use the form to update the originator with his/her progress. Instead of replying to the mail message, the Exchange/Outlook user simply types in the percentage completion
value for the task into the Percentage Complete field and presses the [w2h_b1|Submit] button.
.endpar
.par
The completion information is sent back to the originator of the task assignment as a mail message. On receiving the mail message, OfficeTalk will recognise the instruction and will automatically
update the completion status of the task.
.endpar
.par
For information on how to install the Task Assignment form into Microsoft Exchange or Microsoft Outlook, see [@InstallingFormsintoMicrosoftExchange_Outlook|Installing Forms into Microsoft Exchange/Outlook]
[@aheading_3|]Since OfficeTalk lets you hide tasks in task folders and under parent tasks, it can sometimes be a little difficult to find a particular task. To overcome this, OfficeTalk provides a
way of searching for tasks.
.endpar
To search for one or more tasks, select [w2h_b1|Search Tasks[@specialChar(85)|133] ]from the [w2h_b1|Search ]menu in Diary mode. The Search Tasks dialog box is displayed.
.par
You may choose whether to search on just the Name field, on All text fields (including the task notes) or on [w2h_i1|all] task fields. You can do this by making the relevant selection from the Field
drop down list.
.endpar
.par
Enter some search text into the [w2h_b1|Text] field. If you wanted to search for all tasks containing the word 'report' in any field then select the options in the Search Tasks dialog box as shown
below:
.endpar
[@g_QUIC0881.BMP|]
.par
Press the [w2h_b1|Search] button to begin the search. OfficeTalk will search for the specified text and will add any matching items to the [w2h_b1|Results] list. You may view the actual record
associated with any of the results by selecting the appropriate result from the list and pressing the [w2h_b1|Goto] button. OfficeTalk will open the relevant folder or parent task, if necessary, and
will select the corresponding task in the Task List window.
.endpar
You may search on a specific field by performing an advanced search. For more information, see [@SearchingforData|Searching for Data].
[@aheading_3|]You can link a task to any other OfficeTalk data item. Linking provides a way of making user-defined associations between different pieces of data and then easily viewing those linked
items.
.endpar
You can link a task to an item in the following way:
Select the task that you wish to link.
Select the {bmct help0019.bmp} menu item from the window menu.
From within the appropriate mode, select the other OfficeTalk data item and select the {bmct help0020.bmp} from that item's window menu.
.par
The task is now linked to that data item. A {bmct help0021.bmp} symbol will appear in the task's Link column. You may access the item linked to the task by clicking on this symbol using the left
mouse button. For more information, see [@LinkingData|Linking Data].
[@aheading_3|]You can print your task list by selecting [w2h_b1|Print Tasks[@specialChar(85)|133]] from the [w2h_b1|File/Print] menu in Diary mode. Doing this will display the Print Tasks dialog box.
[@g_QUIC0883.BMP|]
.par
[w2h_b1|Note:] You can also bring up the Print Tasks dialog box by pressing the {bmct help0022.bmp} button located at the top of the task list or by selecting [w2h_b1|Print the contents of the
window] from the window menu.
.endpar
The fields and buttons in the Details page of the Print Tasks dialog box are described in the table below:
.table colSize 10 19
[w2h_b1|Field/Button
Description
[w2h_b0|New page per task.
Check this check box if you wish to start a new page for every new task printed.
Line between each task.
Check this check box if you wish to print a line between each task printed
Print field titles
Check this check box if you wish to print the title of each field printed.
Print task notes
Check this check box if you wish to print the notes associated with each task.
Print folders
Check this check box if you wish to print task folders and the tasks held within them.
Print sub tasks
Check this check box if you wish to print all sub tasks.
.end-table
The Font page lets you customise the appearance of the printout by letting you specify the following fonts.
.table colSize 9 19
[w2h_b1|Font
Description
[w2h_b0|Title Font
The font used to print the field titles. This is relevant only if you have selected the [w2h_b1|Print field titles ]check box
Folder Font
The font used to draw task folders. This is useful to distinguish task folders from ordinary tasks. It is applicable only if you checked the [w2h_b1|Print folders ]check box.
Task Font
The font used to draw each task.
Sub Task Font
The font used to draw each sub task.
]]]][@GlossGroup|Group] Header Font
The font used to draw group headers. This is only appropriate if the task list has been grouped.
.end-table
If you preview the task list printout, with careful selection of fonts, OfficeTalk will display a preview output similar to that shown below:
[@aheading_2|]The Daily Appointments view provides the best way to view your appointments for a particular day and add appointments for that day. You can view your daily appointments by clicking on
the [@g_QUIC0920.BMP|] button in the shortcut bar.
.endpar
.par
The Daily Appointments view consists of the Daily Appointments window, to the left of the view, and the Task List window to the right of the view. There is also a
[@GlossBackgroundactivities|background activities] window which may be viewed by selecting [w2h_b1|Show Background Activities ]from the [w2h_b1|View ]menu.
.endpar
[@g_QUIC0156.BMP|]
.par
The Daily Appointments window consists of a series of time slots ranging from midnight to midnight for the day shown. By default, each time slot represents 30 minutes but you can change this to
either 15, 10 or 5 minutes. For example, if you were using OfficeTalk to keep the appointments for a dentist's surgery, you would probably choose each time slot to represent 5 minutes.
.endpar
[w2h_b1|More:
[w2h_b0|[@ChangingtheTimescale|Changing the Timescale]
[@AddinganAppointment1|Adding an Appointment]
[@RemindingYourselfAboutanAppointment|Reminding Yourself About an Appointment]
[@MarkinganAppointmentasPrivate|Marking an Appointment as Private]
[@aheading_3|]OfficeTalk lets you choose a timescale for the Daily Appointments window from any one of the following scales:
5 minutes per timeslot
10 minutes per timeslot
15 minutes per timeslot
30 minutes per timeslot
.par
To change the timescale displayed use the {bmct help0023.bmp} and {bmct help0024.bmp} buttons above the Daily Appointments window. Pressing the {bmct help0025.bmp} button will zoom in, to give a
finer scale with a maximum scale of 5 minutes per timeslot. Pressing the {bmct help0026.bmp} button will zoom out, to give a coarser scale with a minimum scale of 30 minutes per timeslot.
.endpar
.par
The Daily Appointments window is capable of showing appointments as short as 5 minutes in duration regardless of the scale shown. If, for example, you have chosen a timescale of 30 minutes per
timeslot, yet you have an appointment at 11:05am lasting 5 minutes, then OfficeTalk will show this by adding another timeslot to display your appointment.
[@aheading_3|]To add an appointment using the Daily Appointments window, do the following:
Click and keep depressed the left mouse button in the time slot that you wish the appointment to start.
While keeping the left mouse button depressed, drag the mouse down until the appropriate number of time slots have been selected, representing the appointment's duration. Release the mouse button.
Now start typing the description of the appointment. When you have entered the description press [w2h_b1|Enter] to save your changes or press [w2h_b1|Esc] to discard your changes.
.par
The Daily Appointments window can show several appointments occurring simultaneously. To add an appointment at the same time as an existing appointment, do exactly as above but ensure that you select
the appointments duration by clicking and dragging in the time bar to the left of the appointment window. This will ensure that you do not mistakenly drag any existing appointments.
.endpar
[@g_QUIC0158.BMP|]
.par
Another way of adding an appointment is by double clicking the left mouse button in the time slot that you wish the appointment to start. The Appointment property sheet is displayed and the duration
of the appointment will default to 30 minutes.
.endpar
[@g_QUIC0160.BMP|]
Enter a description for the appointment. You may change the start time, the end time or duration. You may also specify the following additional attributes:
.table colSize 7 22
[w2h_b1|Attribute
Description
[w2h_b0|Remind Time
.par
You can instruct OfficeTalk to remind you a certain length of time prior to an appointment's start time. To do this select the [w2h_b1|Remind] check box and specify the amount of warning required in
the [w2h_b1|Remind Time] field. The remind time may be entered as a certain number of days, hours and minutes. For example, you could specify a remind time of two days by entering '2d', or a remind
time of 1 hour and 45 minutes by entering '1h45m'. When you set a reminder for an appointment a {bmct help0027.bmp} marker will be shown on the appointment when viewed in the Daily Appointments
window.
.endpar
Private
.par
If you do not want other people to be able to see the detail of a particular appointment then you can mark the appointment as [w2h_i1|private] by checking the [w2h_b1|Private] check box. Only
[w2h_i1|you] will be able to see the description of the appointment. Even if other users have full access to your appointments they will still only see the word 'Private' in place of the
appointment's description and will not be able to edit the appointment.
.endpar
Tentative
.par
Sometimes you may want to [w2h_i1|pencil in] an appointment, meaning that the appointment is not definite. Such an appointment is called a tentative appointment. You can mark an appointment as
[@bheading_3|] Reminding Yourself About an Appointment
[@aheading_3|]OfficeTalk lets you set a reminder on any appointment so that you are alerted prior to the start of the appointment. There are two ways to set a reminder:
The first way is to bring up the Appointment property sheet and check the [w2h_b1|Remind] check box in the Details page and specify the amount of warning that you require.
.par
[@specialChar(b7)|183] Another way is to select the appointment and press the {bmct help0029.bmp} button above the Daily Appointments window. This will add a reminder to the appointment. You will be
reminded 5 minutes before the appointment is due to start. You may change the default advance remind time from 5 minutes to a time of your choice by modifying the [w2h_b1|Default Remind Time ]field
in the Diary page of the Preferences dialog box. You can do this by selecting [w2h_b1|Preferences[@specialChar(85)|133] ]in the [w2h_b1|Options ]menu.
.endpar
[@g_QUIC0162.BMP|]
In both cases, a {bmct help0030.bmp} symbol is shown on the appointment to indicate that a reminder is set for this appointment.
.par
When the time comes, OfficeTalk will remind you of the appointment by displaying a message box. You may choose not to remind yourself again about this appointment by selecting the [w2h_b1|Do not
remind ]again radio button or you may change the remind time for the appointment so that you are reminded again, nearer the start of the appointment. Do this by selecting the [w2h_b1|Remind again
]radio button and specifying a new remind time. Press [w2h_b1|OK] for your choice to take effect. If you chose the [w2h_b1|Do not remind] radio button, the {bmct help0031.bmp}[w2h_i1| ]symbol is
[@aheading_3|]Any user which has at least read access to your diary may view your appointments. You may have an appointment that you do not want other users to know about, yet you may wish to
indicate your non-availability at this time. OfficeTalk lets you do this by marking an appointment as [w2h_i1|private] to you. You can do this in the following way:
.endpar
Bring up the Appointment property sheet by double clicking on an appointment in the Daily Appointments Window using the left mouse button.
Check the [w2h_b1|Private] check box and press [w2h_b1|OK].
All other users will see this appointment's description as 'Private', including users who have full access to your diary.
[@aheading_3|]The Appointment dialog box also lets you categorise appointments. You can do this by selecting the Categories page and selecting and adding categories to the appointment in just the
same way as described in [@CategorisingTasks|Categorising Tasks]. For more information on Categories see [@UsingCategories|Using Categories].
[@aheading_3|]To add [@GlossRichtext|rich text] notes to a particular appointment, do the following:
[w2h_b0|Select the Notes page in the appointments dialog box.
Type in any notes, using the format toolbar to add colour, fonts and character style to your text. Press [w2h_b1|OK] to save your changes.
If an appointment has some notes associated with it then a {bmct help0032.bmp} marker is displayed on the appointment when shown in the Daily Appointment window..
For more information on adding Notes see [@AddingNotestoOfficeTalkData|Adding Notes to OfficeTalk Data].
[@bheading_3|] Changing an Appointment's Start Time and Duration
.par
[@aheading_3|]To change an appointment's start time within a particular day, simply drag and drop the appointment on the appropriate time slot. If you wish to move the appointment to another day on
the same month then drag the appointment to the calendar in the top right of the Diary View and drop the appointment on the appropriate date in the calendar. The appointment will be moved to the same
time on that date.
.endpar
.par
To change the appointment's start time to a date on a different month, bring up the appointment dialog box and enter the required date into the Start Time[w2h_i1| ]field. Press [w2h_b1|OK] to save
your changes.
.endpar
.par
You can change an appointment's duration from the Appointment dialog box. Alternatively, move the mouse over the bottom-most part of the appointment, depress the left mouse button and drag the mouse
to stretch the appointment outline. Releasing the left mouse button will change the appointments duration.
[@aheading_3|]You can change the date shown in the Daily Appointments window by clicking on the required date in the calendar in the top right corner of Diary mode. For more information, see
[@TheCalendar|The Calendar]. Another way of changing the date shown in the Daily Appointments window is by selecting [w2h_b1|Change Date ]from the [w2h_b1|Date] menu. The Date dialog box is
displayed. Enter a date into the [w2h_i1|Date] field and press [w2h_b1|OK].
.endpar
[@g_QUIC0888.BMP|]
The Daily Appointment window will change to show the specified date.
[@aheading_3|]OfficeTalk provides a way for you to search for appointments quickly and easily.
Select [w2h_b1|Search Appointments] from the [w2h_b1|Search] menu. The Search Appointments dialog box is shown.
[@g_QUIC0923.BMP|]
.par
You may choose whether to search on just the Name field, on All text fields (including the appointment notes) or on [w2h_i1|all] appointment fields (including date field values). You can do this by
making the relevant selection from the Field drop down list.
.endpar
Enter some search text into the [w2h_b1|Text] field.
If you wish to confine your search to a specific date range then check the [w2h_b1|Date] check box and specify the desired start and end date.
.par
When you have entered the relevant search criteria, press the [w2h_b1|Search ]button. OfficeTalk will search for the specified text and will add any matching items to the [w2h_b1|Results] list. You
may view the actual record associated with any of the results by selecting the appropriate result from the list and pressing the [w2h_b1|Goto] button. OfficeTalk will change to Daily view and will
display the date containing the corresponding appointment.
.endpar
For more information on searching, see [@SearchingforData|Searching for Data].
[@bheading_3|] Showing Through Planner Bookings into the Daily View
.par
[@aheading_3|]OfficeTalk lets you show through planners and events onto your diary, making it possible to see short term appointments and long term bookings within the same view. This is explained in
detail in the section [@ShowingaPlannerinYourDiary|Showing a Planner in Your Diary]. When a [@GlossPlannerbooking|planner booking] is shown through onto the Daily Appointments view, it appears as a
bar down the left hand side of the appointment window. The colour and pattern of the bar matches the colour and pattern of the planner booking. When an event is shown through on to the Daily
Appointments window, it also appears as a bar down the left hand side of the appointment window, however the colour of the bar representing an event is always yellow.
[@aheading_3|]OfficeTalk lets you print out your daily appointments by selecting [w2h_b1|Print Daily Appointments] from the [w2h_b1|File/Print ]menu. This will bring up the Print Daily Appointments
dialog box showing the Details page.
.endpar
[@g_QUIC0232.BMP|]
.par
[w2h_b1|Note:] You can also bring up the Print Daily Appointments dialog box by pressing the {bmct help0033.bmp} button at the top of the Daily Appointments view or by selecting [w2h_b1|Print
Contents of Window] from the window menu.
.endpar
The fields and buttons in the Details page of the Print Daily Appointments dialog box are described in the table below:
.table colSize 8 20
[w2h_b1|Field/Button
Description
[w2h_b0|From/To Fields.
.par
The From and To date fields specify the date range that you wish to print. You may choose either an actual date by pressing the {bmct help0034.bmp} or a [w2h_i1|smart] date by pressing the {bmct
help0035.bmp} button and selecting a date, such as "Today", or "Yesterday" from the drop down list.
.endpar
New page per day.
Check this check box if you wish to start a new page for every new day printed.
Print shown through planners
Check this check box if you wish to print planners shown through onto your diary.
Print shown through events
Check this check box if you wish to print events shown through onto your diary.
.end-table
The Font page lets you customise the appearance of the daily appointments print out by letting you specify the following fonts.
.table colSize 8 21
[w2h_b1|Font
Description
[w2h_b0|Title Font
The font of the date title which is printed at the beginning of every new day.
Appointment Font
The font of the appointment description.
.end-table
If you [w2h_i1|preview] the daily appointments print out, with careful selection of fonts, OfficeTalk will display a preview output similar to that shown below:
[@g_QUIC0234.BMP|]
OfficeTalk provides common print functionality in all Print dialog boxes. This functionality includes:
Defining headers and footers
Printer setup
Page Style Selection
Saved Print Settings
Preview capability
For more information on this common print functionality, see [@Printing|Printing].
[@aheading_2|]You can view your appointments a week at a time by pressing the [@g_QUIC0925.BMP|] button in the Shortcut bar in Diary mode. The Weekly View is shown below:
[@g_QUIC0171.BMP|]
.par
The Weekly Appointments window consists of seven [w2h_i1|cells] representing Monday to Sunday. The Saturday and Sunday cells are smaller since most people will tend to have less appointments on these
days. If this is not true in your case then you can use the [@TheAppointmentCustomView|The Appointment Custom View], to achieve your requirements.
.endpar
.par
By default, the size of the Weekly Appointments Window is maximised such that it fills the view. If you want to display the calendar and the task list in the Weekly view then you can un-maximise the
window by selecting {bmct help0036.bmp}[w2h_i1| ]from the drop down window menu.
.endpar
[@g_QUIC0889.BMP|]
.par
You can change the week shown by clicking on the {bmct help0038.bmp} and {bmct help0039.bmp} window buttons. Alternatively, if the Weekly Appointments window is not maximised, you can select a date
from the calendar. The Weekly Appointments window will change to show the week containing the selected date.
.endpar
[w2h_b1|More:
[w2h_b0|[@AddinganAppointment2|Adding an Appointment]
[@aheading_3|]To add an appointment using the Weekly Appointments window, do the following:
Click the left mouse button in the day that you wish to add the appointment, making sure that you click below the last appointment.
Now start typing the description of the appointment. When you have entered the description, press [w2h_b1|Enter] to save your changes or [w2h_b1|Esc] to discard your changes.
.par
The duration of the appointment will be set to 30 minutes. The appointment start time will be set to the earliest time that you are available, after the start of the working day. For example, if you
add an appointment on a Wednesday and the working day is set to start at 09:30 but you already have a 1 hour appointment at 9:45am then the new appointment will be added at 10:45am.
.endpar
Another way of adding an appointment is to specify the start time and duration of the appointment as you add it. This can be done in the following way:
Click the left mouse button in the day that you wish to add the appointment.
Press the [w2h_b1|Insert] key. The Appointment property sheet is displayed with the start date set to the selected day.
Specify the start time and duration and specify a description for the appointment. Press [w2h_b1|OK] to save your changes.
.par
Alternatively you can use the [@g_QUIC0926.BMP|] button to add a new appointment to the Weekly Appointments view. This will bring up the Appointment property sheet. The start date will be set to the
current date. Change the date, time and duration to the required values, specify a description for the appointment and press [w2h_b1|OK] to save your changes.
[@aheading_3|]You can move an appointment from one day to another within the Weekly Appointments window by dragging the appointment and dropping it onto the required day. The appointment start time
will remain unchanged when moved from one day to another even if there is an existing appointment at the same time in the destination day.
.endpar
.par
You can change an appointment's description by selecting the appointment and pressing the [w2h_b1|F2] function key. A caret will appear in the appointment description, allowing you to type in a
modified description. Press [w2h_b1|Enter] to save your changes.
.endpar
.par
To modify other appointment details such as the start date, start time, duration, [@GlossCategory|category] information and notes, bring up the Appointment property sheet by double clicking the left
mouse button on the appointment.
.endpar
You can delete an appointment from the window by selecting the relevant appointment and pressing the [w2h_b1|Delete] key on the keyboard.
[@aheading_3|]If you want to use the keyboard within the Weekly Appointments window then the relevant keys are as follows:
.table colSize 8 20
[w2h_b1|Key
Action
[w2h_b0|The cursor keys[w2h_b1|
]Move you around the day cells. If you move beyond the last day of the week or before the first day of the week then the week shown will change accordingly.
[@aheading_3|]There are several ways of changing the date in the Weekly Appointments window. If you change the week of the calendar then the Weekly Appointments window will display appointments for
that week. The {bmct help0040.bmp} (Previous Week), {bmct help0041.bmp} (This Week) and {bmct help0042.bmp} (Next Week) buttons may also be used to change the date shown by the Weekly Appointments
[@bheading_3|] Printing The Weekly Appointments View
.par
[@aheading_3|]OfficeTalk lets you print out the Weekly Appointments view by selecting [w2h_b1|Print Weekly Appointments] from the [w2h_b1|File/Print] menu. This will bring up the Print Weekly
Appointments dialog box showing the Details page.
.endpar
[@g_QUIC0235.BMP|]
.par
[w2h_b1|Note:] You can also bring up the Print Weekly Appointments dialog box by pressing the {bmct help0043.bmp} button at the top of the Weekly Appointments view or by selecting [w2h_b1|Print
Contents of Window] from the window menu.
.endpar
.par
In most cases, all you will need to do in order to print out your weekly appointments is select the paper style and press the [w2h_b1|Print] button. OfficeTalk lets you customise your print out by
providing several check boxes, radio buttons and fields. The functionality of the Print Weekly Appointments dialog box is summarised below:
.endpar
.table colSize 7 22
[w2h_b1|Field
Description
[w2h_b0|From/To
The From and To date fields specify the date range that you wish to print.
Wrap text
If you check the Wrap Text check box, OfficeTalk will wrap any text which would otherwise be too long to fit on a single line.
Indicate overflow
.par
If you check the Indicate overflow check box, OfficeTalk will draw an arrow to indicate overflow when too many appointments in a single day have been drawn in the chosen font. You will need to reduce
the Appointment Font size if you wish to see all of the appointments.
.endpar
.end-table
You may print out weekly appointments in a variety of formats. They are as follows:
.table colSize 11 17
[w2h_b1|Option
Description
[w2h_b0|Week to a page
Prints the entire week on a single page
Standard week to a two pages
Prints the entire week on two pages.
Working week to a two pages
Prints the working week on two pages.
Two days to a page
Prints 2 days on each page.
Day to a page
Prints a single day per page.
Left dates
Left justifies the date text.
Right dates
Right justifies the date text.
Alternating dates
Justifies the date text alternately.
Start on left
Left justifies the date text and then alternates.
.end-table
When printing appointments, you can choose the following fonts:
.table colSize 11 18
[w2h_b1|Field
Description
[w2h_b0| Time Font
The appointment start times font
Appointment Font
The appointment description font.
Date Font
The font of the date text in each day ]]]]]][@GlossCell|cell].
.end-table
[w2h_b0|
If you preview the Weekly Appointments print out, with careful selection of fonts, OfficeTalk will display a preview output similar to that shown below:
[@g_QUIC0237.BMP|]
OfficeTalk provides common print functionality in all Print dialog boxes. This functionality includes:
Defining headers and footers
Printer setup
Page Style Selection
Saved Print Settings
Preview capability
For more information on this common print functionality, see [@Printing|Printing].
[@aheading_2|]You can view your appointments a month at a time by pressing the [@g_QUIC0927.BMP|] button in the Shortcut bar in Diary mode. The Monthly Appointments window is shown below:
[@g_QUIC0398.BMP|]
The Monthly Appointment window looks similar to a wall calendar. It contains a [@GlossCell|cell] for each day of the month, listing the appointments for each day in the appropriate cell.
.par
Like the Weekly Appointments window, the default size of the Monthly Appointments window is maximised such that it fills the Monthly view. If you want to display the calendar and the task list in the
Monthly view then you can un-maximise the window by selecting {bmct help0044.bmp}[w2h_i1| ]from the drop down window menu.
.endpar
[@g_QUIC0397.BMP|]
.par
You can change the month shown by clicking on the {bmct help0046.bmp} and {bmct help0047.bmp} buttons. Alternatively, if the Monthly Appointments window is not maximised, you can select a month from
the calendar. The Monthly Appointments window will change to show the selected month.
.endpar
[w2h_b1|More:
[w2h_b0|[@AddingandEditingAppointments1|Adding and Editing Appointments]
[@KeyboardControl2|Keyboard Control]
[@PrintingTheMonthlyAppointmentsView|Printing The Monthly Appointments View]
[@aheading_3|]You can add, edit and delete appointments directly from the Monthly Appointments window in just the same way as described for the Weekly Appointments window. For more information, see
[@AddinganAppointment2|Adding an Appointment] and [@ChangingAppointmentDetails|Changing Appointment Details].
[@aheading_3|] If you want to use the keyboard to move around the Monthly Appointments Window then the relevant keys are as follows:
.table colSize 7 22
[w2h_b1|Key
Action
[w2h_b0|The cursor keys[w2h_b1|
]Move you around the day cells. If you move beyond the last day of the month or before the first day of the month then the month shown will change accordingly.
[@bheading_3|] Printing The Monthly Appointments View
.par
[@aheading_3|]OfficeTalk lets you print out the Monthly Appointments View by selecting [w2h_b1|Print Monthly Appointments ]from the [w2h_b1|File/Print ]menu. This will bring up the Print Monthly
Appointments dialog box showing the Details page.
.endpar
[@g_QUIC0239.BMP|]
.par
[w2h_b1|Note:] You can also bring up the Print Monthly Appointments dialog box by pressing the {bmct help0048.bmp} button at the top of the Monthly Appointments view or by selecting [w2h_b1|Print
Contents of Window] from the window menu.
.endpar
.par
In most cases, all you will need to do in order to print out your monthly appointments is select the paper style and press the [w2h_b1|Print] button. OfficeTalk lets you customise your print out by
providing several check boxes, radio buttons and fields. The functionality of the Print Monthly Appointments dialog box is summarised in the table below:
.endpar
.table colSize 8 21
[w2h_b1|Field
Description
[w2h_b0|From/To[w2h_b1|[w2h_i1|
]]The [w2h_i1|From] and [w2h_i1|To] date fields specify the date range over which you wish to print.
Wrap text
If you check the [w2h_b1|Wrap text ]check box, OfficeTalk will wrap any text which would otherwise be too long to fit on a single line.
Indicate overflow
.par
If you check the [w2h_b1|Indicate overflow] check box, OfficeTalk will draw an arrow to indicate overflow when too many appointments in a single day have been drawn in the chosen font. You will need
to reduce the appointment font size if you wish to see all of the appointments.
.endpar
Print appointment times
If you check the [w2h_b1|Print appointment times ]check box, OfficeTalk will prefix each appointment with its start and end times.
Print sub calendars
If you check the [w2h_b1|Print sub calendars ]check box, OfficeTalk will display previous month and next month calendars at the bottom of the page.
Print shown through planners
Check this check box to print any shown through ]][@GlossPlanner|planner] bookings onto the appointment print out
[w2h_b0|Print shown through events
Check this check box to print any shown through events onto the appointment print out
.end-table
When printing appointments, you can choose the following fonts:
.table colSize 8 21
[w2h_b1|Font
Description
[w2h_b0| Time Font
The appointment start/end times font (relevant only if[w2h_b1| Print Appointment Times] is checked).
Appointment Font
The appointment description font.
Date Font
The font of the date text in each day box.
Sub Calendar Font
The font used to display the sub-calendars.
Day Font
The font used to display the day names.
.end-table
If you preview the Monthly Appointments print out, with careful selection of fonts, OfficeTalk will display a preview output similar to that shown below:
[@g_QUIC0241.BMP|]
OfficeTalk provides common print functionality in all Print dialog boxes. This functionality includes:
Defining headers and footers
Printer setup
Page Style Selection
Saved Print Settings
Preview capability
For more information on this common print functionality, see [@Printing|Printing].
[@aheading_2|]You can show the Appointment Custom View by pressing the [@g_QUIC0928.BMP|] button in the Shortcut bar in Diary mode. The Appointment Custom View lets you define the layout and span of
days shown in the view. For example, you could define the view to show two weeks of appointments without showing weekends. Alternatively, you might wish to show seven weeks of appointments including
weekends.
.endpar
To customise the view, press the [@g_QUIC0929.BMP|] button in the Shortcut bar. The Customise dialog box is displayed.
[@g_QUIC0177.BMP|]
.par
The Customise dialog box lets you specify how many rows and columns will be shown in the view. Additionally, you may specify whether consecutive days will be displayed from left to right or from top
to bottom. You can do this by selecting either the [w2h_b1|Days across ]or [w2h_b1|Days Down ]radio button respectively.
.endpar
.par
For many people it is less likely that weekends will contain many appointments. For this reason, OfficeTalk lets you choose whether or not to show weekends in this view. Furthermore, if you choose to
show weekends, you are given the additional option of showing Saturday and Sunday in a single [@GlossCell|cell].
.endpar
.par
Like the Weekly Appointments window, the default size of the Custom Appointments window is maximised such that it fills the Custom view. If you want to display the calendar and the task list in the
Custom view then you can un-maximise the window by selecting {bmct help0049.bmp} from the drop down window menu.
.endpar
.par
You can change the date span shown by clicking on the {bmct help0050.bmp} and {bmct help0051.bmp} buttons. Alternatively, if the Custom Appointments window is not maximised, you can select a date
from the calendar. The Custom Appointments Window will change to show the selected date.
.endpar
[w2h_b1|More:
[w2h_b0|[@AddingandEditingAppointments2|Adding and Editing Appointments]
[@aheading_3|]You can add, edit and delete appointments directly from the Custom Appointments window in just the same way as described for the Weekly Appointments window. For more information, see
[@AddinganAppointment2|Adding an Appointment] and [@ChangingAppointmentDetails|Changing Appointment Details].
[@aheading_3|] If you want to use the keyboard to move around the Custom Appointments Window then this can be done in exactly the same way as described in [@KeyboardControl1|Keyboard Control]
[@aheading_3|]OfficeTalk lets you print out the Custom View by selecting [w2h_b1|Print Custom Appointments ]from the [w2h_b1|File/Print ]menu. This will display the Print Custom dialog box showing
the Details page.
.endpar
In most cases, all you will need to do in order to print out the [@GlossProject|project] is select the paper style and press the [w2h_b1|Print] button.
[w2h_b0|[@g_QUIC0930.BMP|]
OfficeTalk lets you customise your print out by providing several check boxes, radio buttons and fields. The functionality of the Print Custom dialog box is summarised below:
.table colSize 9 19
[w2h_b1|Field
Description
[w2h_b0|From, To
.par
The [w2h_b1|From ]and [w2h_b1|To ]fields represent the date range that will be printed. These fields are initially set to the date range shown in the Custom Appointments window. If you wish to print
appointments over a different date range then specify the start and end dates in these fields.
.endpar
Print appointment times
If you check the [w2h_b1|Print appointment times ]check box, OfficeTalk will prefix each appointment with its start and end times.
Wrap text
If you check the [w2h_b1|Wrap text ]check box, OfficeTalk will wrap any text which would otherwise be too long to fit on a single line.
Indicate overflow
.par
If you check the [w2h_b1|Indicate overflow] check box, OfficeTalk will draw an arrow to indicate when too many appointments exist to fit in a single day [@GlossCell|cell]. You will need to reduce the
Appointment Font size if you wish to see all of the appointments.
.endpar
Print shown through planners
Check this check box to print any shown through [@GlossPlanner|planner] bookings onto the custom appointment print out
Print shown through events
Check this check box to print any shown through events onto the custom appointment print out
Indicate non working days
Check this check box to shade non working days, such as Saturday and Sunday, in a light grey colour.
Indicate blocked out days
Check this check box to shade the day cell header of blocked out days in a red colour.
Rows
Select the number of rows shown in the Custom Print out. This is applicable only if you have selected the [w2h_b1|Print Using Selected Fields ]radio button.
Cols
Select the number of columns shown in the Custom Print out. This is applicable only if you have selected the [w2h_b1|Print Using Selected Fields ]radio button.
No Weekends
Select this radio button if you never want to print weekends.
Weekends in two cells
Select this radio button if you want to print weekends in two separate cells.
Weekends in one cell
Select this radio button if you want to print Saturday and Sunday together in a single cell.
.end-table
The Fonts page lets you choose suitable fonts for the following:
.table colSize 9 20
[w2h_b1|Font
Description
[w2h_b0|Appointment Font
The font used to print the date in the top left corner of each cell.
Time Font
The font used to print the appointment start times.
Appointment Font
The font used to print appointment description.
.end-table
.par
To preview the printing of the Custom Appointment window, press the [w2h_b1|Preview] button. When you are happy with the preview, print the Custom Appointment window by pressing the [w2h_b1|Print]
button.
.endpar
If you preview the Custom Appointments print out, with careful selection of fonts, OfficeTalk will display a preview output similar to that shown below:
[@g_QUIC0932.BMP|]
OfficeTalk provides common print functionality in the Custom Appointment dialog box, including
Defining headers and footers
Printer set-up
Page Style Selection
Saved Print Settings
Preview capability
For more information on this common print functionality, see [@Printing|Printing].
[@aheading_2|]OfficeTalk provides a list view of your appointments letting you manipulate appointment data in just the same way as any other data that may be shown in a list. For example, you can
filter, search, [@GlossGroup|group], sort and show any custom data associated with appointments.
.endpar
You can show the Appointment List view by pressing the [@g_QUIC0934.BMP|] button.
[@g_QUIC0179.BMP|]
.par
By default, the list is sorted such that the most recent appointments appear at the top of the list. The list is also grouped such that appointments falling on the same date are shown under the
appropriate date header. For more information on manipulating data in lists, see [@SortingData|Sorting Data] and the following sections starting [@SortingData|Sorting Data].
.endpar
[w2h_b1|More:
[w2h_b0|[@PrintingtheAppointmentListView|Printing the Appointment List View]
[@aheading_3|]OfficeTalk lets you print out the Appointment List view by selecting [w2h_b1|Print Appointment List ]from the [w2h_b1|File/Print ]menu. This will display the Print Bookings dialog box
showing the Details page.
.endpar
In most cases, all you will need to do in order to print out the Appointment List View is select the paper style and press the [w2h_b1|Print] button.
[@g_QUIC0935.BMP|]
OfficeTalk lets you customise your print out by providing several check boxes, radio buttons and fields. The functionality of the Print Custom dialog box is summarised below:
.table colSize 9 19
[w2h_b1|Field
Description
[w2h_b0|Print As Shown
Select this radio button if you wish to print the same fields as shown in the appointment list view.
Print using selected fields
.par
Select this radio button if you wish to select which appointment list fields to print. When you select this radio button, the [w2h_b1|Fields ]list will become enabled, letting you place a check box
next to each field that you wish to print.
.endpar
New page per Item
Check this check box to print each appointment on a separate page.
Print field titles
Check this check box to print the field/column titles at the top of each page.
Print appointment notes
Check this check box to print any notes associated with each appointment.
.end-table
The Fonts page lets you choose suitable fonts for the following:
.table colSize 10 19
[w2h_b1|Font
Description
[w2h_b0|Title Font
The font used to print the column headers.
Appointment Font
The font used to print appointment details.
.end-table
To preview the printing of the Appointment List window, press the [w2h_b1|Preview] button. When you are happy with the preview, print the Appointment List window by pressing the [w2h_b1|Print] button.
If you preview the appointments list print out, with careful selection of fonts, OfficeTalk will display a preview output similar to that shown below:
[@g_QUIC0937.BMP|]
OfficeTalk provides common print functionality in the Appointment List dialog box, including
Defining headers and footers
Printer set-up
Page Style Selection
Saved Print Settings
Preview capability
For more information on this common print functionality, see [@Printing|Printing].
[@aheading_2|]When you open another user's diary, the current view remains the same, but the information shown in both the Appointments window and the Task List window changes to show the selected
user's appointments and tasks. Once you have opened another user's diary then, provided you have sufficient access rights, you may add, edit and delete both appointments and tasks just as if they
were your own.
.endpar
To open another user's diary, simply select the user from the drop down list above the Appointments window.
[@g_QUIC0181.BMP|]
.par
If one or more Remote Workgroups exist then opening a remote user's diary is a two stage process. Firstly select the remote workgroup from the drop down list. OfficeTalk will then try to open the
remote workgroup's database. If successful, the diary of the first remote user in the list will be opened. The drop down list will now be populated with remote users belonging to the selected remote
workgroup. Drop down the list and select the relevant remote user.
.endpar
[@g_QUIC0183.BMP|]
.par
Your ability to open another user's diary and then modify that user's data is entirely dependent upon the access that you have been granted to that user's diary. If you have no access to the user's
diary then the user will not even appear in the drop down list. If you have read access then you will be able to open the diary but you will not be able to make any changes to the data. The highest
level of access lets you read, edit, create and delete data in that user's diary. For more information on access rights, see [@ControllingAccesstoaUser_sDiary|Controlling Access to a User's Diary].
[@aheading_2|]You can access the diary for a [@GlossResource|resource] by selecting the resource from the drop down list above the Appointments window. All resources will appear at the bottom of the
list after the list of users.
.endpar
Your ability to open a resource's diary and then modify that resource's appointment data is entirely dependent upon the access that you have been granted to that resource's diary.
[@aheading_2|]OfficeTalk lets you mark certain days as [w2h_i1|non-working ]days. An example of a non-working day is a holiday or a weekend. The ability to mark certain days as [w2h_i1|non-working]
is particularly useful for meeting organisers who can see at a glance which users are unavailable as a result of holidays or days away from the office. Planners and Events may be used to define
non-working days. For more information see [@BlockingOutaDiarywithaPlanner|Blocking Out a Diary with a Planner].
.endpar
.par
OfficeTalk uses colour to distinguish between working days and non-working days. The default setting for Weekly and Monthly Appointment windows is to show [w2h_i1|working] days with a white
background and [w2h_i1|non-working] days with a light grey background. Similarly, the default setting for the Daily Appointment window is to show [w2h_i1|working hours] and [w2h_i1|working days] in
white and [w2h_i1|non-working hours] and [w2h_i1|non working days] in light grey. You can change this to suit your personal taste. For more information, see [@CustomisingtheDisplay|Customising the Display]
[@aheading_2|]An Event is any single occurrence or activity which may take place on a single day or may be repeated over a number of days. Events may be either public or personal, which means that
they may be used to keep personal events such as birthdays and anniversaries for individual users and they may also be used to record workgroup wide data such as public holidays, company holidays and
other company events.
.endpar
.par
Once defined, events may either be shown in the [@GlossBackgroundactivities|Background Activities] window or shown through onto the Appointment windows. In this way they achieve the same end result
as a [@GlossPlanner|planner] booking but without the need to define a planner and a set of planner keys.
.endpar
.par
Events may also be used to block out users' diaries. This can be useful if, for example, you wish to define a set of public holidays and you wish to ensure that meeting organisers will not
accidentally arrange meetings on these days.
.endpar
[w2h_b0|[w2h_b1|More:
[w2h_b0|[@AddingaNewEvent|Adding a New Event]
[@RepeatedEvents|Repeated Events]
[@SettingRemindersforEvents|Setting Reminders for Events]
[@ShowingThroughEventsontoYourDiary|Showing Through Events onto Your Diary]
[@UsingEventstoBlockOutDaysinYourDiary|Using Events to Block Out Days in Your Diary]
[@ShowThroughandBlockOutofPlannersonYourDiary|Show Through and Block Out of Planners on Your Diary]
[@aheading_3|]To add a new event, do the following:
Press the [@g_QUIC0939.BMP|] button located in the Shortcut bar in Diary mode. The Events dialog box is displayed showing a list of events which have already been defined.
[@g_QUIC0185.BMP|]
Press the [w2h_b1|New[@specialChar(85)|133]] button. An Event dialog box is displayed.
[@g_QUIC0187.BMP|]
.par
Type in a description for the event, for example, "My Birthday". Select an event type from the [w2h_b1|Type ]list. Specify a date for the event. If the event will be a repeated event, then the date
that you specify represents the first occurrence of this particular event. In this example, the event, "My Birthday", is an [w2h_i1|annual] event. It reoccurs, indefinitely, on the same date every
year. Select the [w2h_b1|Annual Event ]radio button in the Occurrences page.
.endpar
By default, all events are personal. To make the event into a public event, which all users will be able to see, select the Access tab and select the public radio button.
[@aheading_3|]OfficeTalk lets you repeat an event one or more times. To repeat an event, do the following:
Select the event from the Events dialog box and press the [w2h_b1|Edit] button. The Event property sheet is displayed.
From the Occurrences page, select the [w2h_b1|Repeated ]radio button and press the [w2h_b1|Repeat] button. The Repeat wizard is displayed.
[@g_QUIC0189.BMP|]
The Repeat Frequency page lets you choose how frequently the event will be repeated. You may choose between repeating the event every n days, every n weeks, every n months or every n years.
Pressing [w2h_b1|Next ]will display the Non-Working Days page.
[@g_QUIC0191.BMP|]
This page lets you choose what action to take when a repeated event occurs on a non-working day. You may choose between the following:
Skipping this occurrence of the event
Keeping the occurrence
Using the last working day before this date
Using the first working day after this date
Select the appropriate radio button and press [w2h_b1|Next].
.par
The Ending page lets you choose the total number of times the event will be repeated. You can choose this either by specifying an ending date or by specifying a number, representing the number of
[@aheading_3|]OfficeTalk can remind you of events any number of days prior to their occurrence. By default, you are not reminded about events. You can turn on the reminder by checking the
[w2h_b1|Remind me of this event] check box in the Remind page of the Event property sheet.
.endpar
[@g_QUIC0940.BMP|]
You can specify how many days advance warning you require by entering a number into the [w2h_b1|Days to remind] field.
.par
If the event is a public event, then OfficeTalk will not remind all users of the event. Only the owner of the event will be reminded. This is the user selected in the [w2h_b1|Owner] drop down list in
the Details page.
.endpar
.par
Event reminders are displayed when you log in to OfficeTalk. If there is more than one event reminder queued up then each reminder will be shown in succession. An event reminder informs you of the
pending event as shown below:
.endpar
[@g_QUIC1134.BMP|]
.par
If you would like OfficeTalk to remind you the next time you log in then press the [w2h_b1|Remind Again] button. If you do not want OfficeTalk to remind you of this event again then press the
[@bheading_3|] Showing Through Events onto Your Diary
.par
[@aheading_3|]For convenience, OfficeTalk lets you show through [w2h_i1|long term] activity, such as events and [@GlossPlanner|planner] bookings, onto your diary. To show an event through onto your
diary do the following:
.endpar
[w2h_b0|Bring up the Event property sheet by selecting the appropriate event from the Events dialog box and pressing the [w2h_b1|Edit] button.
Select the Diary tab. Select the users whose diary you wish the event to show through onto.
Check the [w2h_b1|Show through onto diary] check box and press [w2h_b1|OK].
The event is shown in the Daily Appointments window, for the selected users, as a yellow strip, running down the left margin of the window, when viewing the day or days during which the event occurs.
The event is shown in the appropriate cells in the Weekly, Monthly and Custom windows as shown below:
[@bheading_3|] Using Events to Block Out Days in Your Diary
.par
[@aheading_3|]Events may be used to block out individual days in your diary or in another user's diary. One use for this feature would be to block out certain users diaries with each public holiday
defined. This would prevent meetings from being booked with these users during public holidays. It would also help prevent those users from arranging appointments during those non working days.
.endpar
To block out a user's diary with an event, do the following:
Bring up the Event property sheet by selecting the appropriate event from the Events dialog box and pressing the [w2h_b1|Edit] button.
Select the Diary tab. Select the users whose diaries you wish to block out using the event.
Select the [w2h_b1|Block Out] check box and press [w2h_b1|OK].
.par
Blocked out days will be shown as dark grey in the Daily, Weekly, Monthly and Custom Appointments window, however this may be changed to suit your personal tastes. For more information, see
[@bheading_3|] Show Through and Block Out of Planners on Your Diary
.par
[@aheading_3|]Planners may be shown through onto your diary in just the same way as events. However, you do not have to show through [@GlossPlanner|planner] bookings on an individual basis. You have
the choice of either showing through planner bookings created by a particular planner key or showing through an entire planner. For more information on how to show through planners onto your diary,
see [@ShowingaPlannerinYourDiary|Showing a Planner in Your Diary].
.endpar
.par
When a [@GlossPlannerbooking|planner booking] is shown through onto the Daily Appointments window, it appears as a coloured strip running down the left margin of the window. The colour and pattern of
the strip takes on the same colour and pattern as the associated key of the planner booking.
.endpar
[@g_QUIC0198.BMP|]
.par
A planner booking is shown in the appropriate cells in the Weekly, Monthly and Custom windows as a horizontal strip showing the planner booking's description. Again, the colour and pattern of the
strip takes on the same colour and pattern as the associated key of the planner booking.
.endpar
[@g_QUIC0200.BMP|]
.par
OfficeTalk lets you use planner bookings to block out days in your diary in just the same way as events. You have the choice of blocking out your diary either using planner bookings created by a
particular planner key or using an entire planner. For more information on how to block out your diary using planners, see [@UsingaPlannertoBlockOutDaysinyourDiary|Using a Planner to Block Out Days in your Diary]
[@aheading_2|][@GlossPlanner|Planner] bookings, Events, and Due Tasks are collectively called [@GlossBackgroundactivities|Background Activities]. The Background Activities window provides another way
of showing such activity alongside your appointment information. Unlike planner and event [w2h_i1|show through], the information shown in the Background Activities Window remains constant regardless
of whose diary is currently selected. The Background Activities window can show any of the following:
.endpar
.table colSize 9 20
[w2h_b1|Option
Description
[w2h_b0|Bookings in Selected Planners
.par
This may be any combination of planners to which you have at least read access. Note that, unlike planner [w2h_i1|show through], you cannot select to show bookings associated with a particular
planner key.
.endpar
All public events
Those events marked as public
All personal events
Those events marked as personal to you
All due tasks
This is the deadline dates of tasks which have a deadline but have not been completed.
.end-table
.par
To specify what is shown in the Background Activities window, select [w2h_b1|Preferences] from the [w2h_b1|Options] menu. The Preferences property sheet is displayed. Select the Background Activities
tab.
.endpar
[@g_QUIC0202.BMP|]
.par
To display one or more planners in the Background Activities window, select the [w2h_b1|Planners] check box and press the [w2h_b1|Planners[@specialChar(85)|133]] button. The Viewed Planners dialog
box is displayed. Select the required planners from the [w2h_b1|Unselected Planners] list and press the [w2h_b1|Add] button. Press [w2h_b1|OK] to save your changes.
.endpar
[@g_QUIC0204.BMP|]
To display public events, private events or due tasks, select the relevant check box from the Background Activities page and press [w2h_b1|OK].
The Background Activities window is not shown by default. To show it, select [w2h_b1|Background Activities] from the [w2h_b1|View ]menu.
.par
The Background Activities window shows background activities in the same date range as that displayed in the Appointments window. For example, if Daily View is selected and 12th March is shown in the
Daily Appointments window then all background activities occurring on the 12th March will be displayed in the Background Activities window. However if Monthly View is selected and April is shown in
the Monthly Appointments window, then all background activities occurring during April will be displayed in the Background Activities window.
[@aheading_3|]Once you have added an appointment, OfficeTalk lets you repeat the appointment at regular intervals. For example, you may wish to book a team meeting at 10am on the first Tuesday of
each month, or you may wish to create an appointment to attend a [@GlossProject|project] review every week on a Friday for six weeks.
.endpar
To repeat an appointment, do the following:
.par
The appointment must first exist. Click the right mouse button on the appointment from either the Daily, Weekly, Monthly or Custom Appointment window and select [w2h_b1|Repeat] from the context menu.
The Repeat Wizard is displayed showing the Repeat Frequency page.
.endpar
[@g_QUIC0206.BMP|]
.par
The Repeat Frequency page lets you choose whether to repeat the appointment every n days, every n weeks, every n months or every n years. Select the relevant radio button and enter a value into the
corresponding field. Press [w2h_b1|Next].
.endpar
[w2h_i1|[@g_QUIC0208.BMP|][w2h_i0|
.par
][w2h_i0|If you selected [w2h_b1|Every n months], the next page lets you choose further options about how the appointment is repeated on each month. You may choose whether the repeated date should be
on the nth day of the month (e.g. 6th of the month), on the nth weekday of the month (e.g. the 1st Monday) or the last day of the month. The table below summarises the possible options:
.endpar
.table colSize 8 21
[w2h_b1|Field
Description
[w2h_b0|nth of the month
.par
If the original appointment occurs on, for example the 15th of a particular month then selecting this radio button will book all repeated appointments on the 15th of every month, except in the case
of non working days, where you have elected to skip non working days (see Non Working Days page below).
.endpar
Nth weekday of the month
If the original appointment occurs on, for example the 2nd Thursday of a particular month then selecting this radio button will book all repeated appointments on the 2nd Thursday of every month.
Last Day
.par
If the original appointment occurs on the last day of a particular month then this radio button will become enabled. Selecting this radio button will repeat the appointment on the last day of every
month, except in the case of non working days, where you have elected to skip non working days (see Non Working Days page below).
.endpar
.end-table
[@g_QUIC0210.BMP|]
.par
The next page lets you choose how to handle the possibility of repeated appointments occurring on non-working days. In such a case, you may choose whether to skip creating the appointment, to accept
the appointment as is, to place the appointment on the previous working day or to place the appointment on the next working day.
.endpar
[@g_QUIC0212.BMP|]
.par
The next page lets you choose either the date up to which the appointment should be repeated, or the number of times to repeat the appointment. Make your selection and press [w2h_b1|Finish].
OfficeTalk will repeat the appointment accordingly.
.endpar
[w2h_b1|Note: ] OfficeTalk will always try and repeat the appointment at the same time as the original appointment.
[@aheading_2|]OfficeTalk lets you import and export appointments and tasks to and from CSV files. A CSV (Comma Separated Values) file is an ASCII file which can represent a series of data records.
Each line of the CSV file represents a record of data with the exception of the first line which is an optional header line that describes the format of each record. An example of a simple CSV file
is shown below:
.endpar
"Name", "Date", "Start Time", "Duration"
"Write Report", "25/10/97", "12:00", "30m"
"Sales Meeting", "26/10/97", "17:00", "1h"
"Visit Bank", "27/10/97", "10:00", "2h"
"Appraisal", "28/10/97", "09:00", "1h"
[w2h_b1|More:
[w2h_b0|[@ImportingTaskandAppointmentData|Importing Task and Appointment Data]
[@ExportingTaskandAppointmentInformationtoaCSVFile|Exporting Task and Appointment Information to a CSV File]
[@bheading_3|] Importing Task and Appointment Data
.par
[@aheading_3|]The CSV file shown above contains four fields of information: Name, Date, Time and Duration. It has sufficient fields to import into OfficeTalk as either Appointment data or Task data.
OfficeTalk requires the following fields for each data type:
.endpar
.table colSize 10 19
[w2h_b1|Data Type
Required Fields
[w2h_b0|Appointments
Name, Date, Time, Duration
Tasks
Name
.end-table
.par
[w2h_b1|Note: ]If the Date, Time and Duration fields are missing, OfficeTalk will still import the data, however each appointment imported will begin at the current date and time with a default
duration of 30 minutes.
.endpar
To import Task or Appointment data, do the following:
Select either [w2h_b1|CSV Tasks] or [w2h_b1|CSV Appointments ]from the [w2h_b1|File/Import ]menu in Diary mode. The CSV Import Wizard is displayed, showing the File page.
[@g_QUIC0214.BMP|]
.par
The File page lets you choose the CSV file whose data you wish to import. Either type in a filename into the [w2h_b1|Import File] field or press the [w2h_b1|Browse[@specialChar(85)|133]] button and
search for the required file. Once you have specified a valid filename in this field, you may view the file by pressing the [w2h_b1|View File] button. Press [w2h_b1|Next] to continue
.endpar
.par
The Connections page lets you connect the available fields in the selected CSV file with the relevant data type's available fields. For example, if you were importing the sample file above into your
diary as appointments, the Connections page would show the following:
.endpar
[@g_QUIC0216.BMP|]
.par
You must connect up the fields from the selected file to the appropriate appointment fields. For example, [w2h_b1|Name] should be connected to [w2h_b1|Description], [w2h_b1|Date] to [w2h_b1|Date],
[w2h_b1|Start Time] to [w2h_b1|Time] and [w2h_b1|Duration] to [w2h_b1|Duration]. To connect two fields, select the relevant field from each list and press the [w2h_b1|Connect] button. If you make a
mistake you can disconnect a field by selecting the relevant field from the right hand list and pressing [w2h_b1|Disconnect]. Alternatively, just connect the field in the right hand list to a
different field in the left hand list.
.endpar
.par
[w2h_b1|Note: ]The CSV Import Wizard will let you connect a field in the right hand list to more than one field in the left hand list. The result is that data held in the relevant field in the CSV
file is copied to each connected field in the task or appointment.
.endpar
.par
Pressing [w2h_b1|Next] will display the Preview page. This page lets you verify that the connections you have made are correct by allowing you to step through each record that will be added. This
way, you will be able to spot any mistakes prior to loading the data into OfficeTalk.
.endpar
[@g_QUIC0218.BMP|]
.par
The [w2h_b1|Prev] and [w2h_b1|Next] buttons may be used to step through each record in the CSV file. When you are happy that the data will import correctly, press [w2h_b1|Finish]. OfficeTalk will
import the data as either Tasks or Appointments, depending upon whether you selected [w2h_b1|Import CSV Tasks] or [w2h_b1|Import CSV Appointments].
[@bheading_3|] Exporting Task and Appointment Information to a CSV File
[@aheading_3|]To export your task list or appointments to a CSV file, do the following:
Select either [w2h_b1|CSV Tasks ]or [w2h_b1|CSV Appointments ]from the [w2h_b1|File/Export ]menu in Diary mode. The CSV Export wizard is displayed showing the Choice page.
[@g_QUIC0220.BMP|]
.par
This page lets you choose between outputting information for either the currently viewed diary or for a selection of other user's diaries. If you choose [w2h_b1|Output a Selection of Diaries] then
pressing [w2h_b1|Next] will display the Diaries page.
.endpar
[@g_QUIC0222.BMP|]
Place a tick next to the name of each user whose diary you wish to export and press [w2h_b1|Next].
[@g_QUIC0224.BMP|]
.par
If you are exporting appointment data, the next page is the Date Range page. This page lets you specify a date range, such that only appointments which fall inside the specified date range will be
exported. Select a date range and press [w2h_b1|Next] to display the Filter page.
.endpar
[@g_QUIC0226.BMP|]
.par
The Filter page lets you choose whether to apply the currently selected filter (if any) to the outputted data. If you are exporting tasks, then this page refers to the filter currently applied to the
Task List window. If you are exporting appointments, then this page refers to the filter currently applied to the Appointment List view. Check the check box if you wish to use the currently selected
filter. Press [w2h_b1|Next].
.endpar
[@g_QUIC0228.BMP|]
.par
The next page lets you choose a name for the CSV file that you are about to create. Enter a fully qualified filename into the [w2h_b1|Export File] field. You may use the
[w2h_b1|Browse[@specialChar(85)|133]] button to select an existing file which you would like to over-write. When you have specified a suitable filename, press [w2h_b1|Next].
.endpar
[@g_QUIC0230.BMP|]
.par
The options page lets you decide the format of the output CSV file. You may choose whether or not to write a header, describing the structure of the data. You may also choose whether or not to
encapsulate each value in quotes. You can choose the character which will be used to separate each value. This is usually a comma, but you may require to delimit each field with a TAB character.
Finally, you may specify whether or not to end each line with a delimiter, since some CSV reading applications require this.
[@aheading_2|]OfficeTalk lets you display a second time bar in the Daily Appointments view which represents a different time zone. This is useful if you are travelling between time zones and wish to
arrange meetings or make appointments in a different time zone.
.endpar
.par
You can show a second time bar by clicking the right mouse button in the Daily Appointments window and selecting [w2h_b1|Show Second Time Bar] from the context menu. Once the second time bar is
displayed, you may change the time zone that it represents by clicking the right mouse button in the Daily Appointments window and selecting [w2h_b1|Select Second Time Zone[@specialChar(85)|133]]
from the context menu. The Time Zone dialog box is displayed.
.endpar
[@g_QUIC1075.BMP|]
Choose the required time zone from the [w2h_b1|Time Zone] drop down list and press [w2h_b1|OK].
You may hide the second time bar by clicking the right mouse button in the Daily Appointments window and selecting [w2h_b1|Hide Second Time Bar] from the context menu.
[@aheading_2|]You may specify certain preferences for Diary mode by selecting [w2h_b1|Preferences] from the [w2h_b1|Options] menu. The Preferences property sheet is displayed. Select the Diary page.
[@g_QUIC1136.BMP|]
This page lets you choose various options associated with Diary mode. These are detailed in the table below:
.table colSize 9 20
[w2h_b1|Option
Description
[w2h_b0|Default remind time
.par
The default value that should be shown in the [w2h_b1|Remind Time] field in the Appointment property sheet. For example, when setting appointment reminders, if you generally wish to be reminded of
appointments 1 hour and 30 minutes before they are about to start then you should enter '1h30m' into the [w2h_b1|Default remind time] field.
.endpar
Lines through completed tasks
Check this check box if you wish OfficeTalk to draw a line through each completed task in the Task list.
Show instructions dialog when assigning task
.par
Check this check box if you wish OfficeTalk to display an Instructions dialog box every time you assign a task. The Instructions dialog box lets you provide the recipient of the assigned task with
instructions on how to perform the task.
.endpar
Change timebar to timezone of viewed remote workgroup
.par
Check this check box if you wish to show the time bar in the Daily Appointments view in the timezone of the viewed remote workgroup. If you do not check this check box then, when you view the diary
of a user in a remote workgroup, the timezone of your remote workgroup is displayed in the Daily Appointments view.
[@aheading_2|]Pressing the [@g_QUIC0942.BMP|] button in the main toolbar will take you into [@GlossGroup|Group] mode. This mode is ideal for looking at the activities of a group of users and
resources. From within Group mode you may add new groups and administer existing groups.
[@aheading_2|]A [@GlossGroup|Group] is a collection of one or more users and/or resources. It is useful to group users and resources together since this may then reflect how your company or workgroup
is structured. Groups can be [w2h_i1|hierarchical], which means that one group may contain one or more sub groups. Additionally, users and resources may belong to more than one group. As a result,
the structure of your organisation can be represented by a combination of one or more groups and sub groups. For example, your organisation may be split by geographical location into four
departments, each serving a different area of the world. In turn, each department might have its own Sales, Marketing and Development teams. OfficeTalk lets you represent such a structure and gives
you the tools to view diary information held within each group and sub group.
[@aheading_2|]Supervisors may add new groups and administer existing groups from within Supervisor mode. [@GlossGroup|Group] mode lets supervisors add new groups in just the same way and allows
non-supervisors to set up their own personal groups.
.endpar
To add a new group do the following:
[w2h_b0|Press the [@g_QUIC0943.BMP|] located in shortcut bar in Group mode. The Group property sheet is displayed showing the Details page.
[@g_QUIC0245.BMP|]
.par
Enter a name for the group, e.g. 'Sales Team'. OfficeTalk lets you define the group's owner by selecting a user's name from the Owner drop down list. Only those users to whom you have at least create
[@GlossGeneralaccess|general access] will appear in the drop down list.
.endpar
.par
Select the Members tab and define which users and resources will belong to the group by selecting the required users and resources from the [w2h_b1|Non Members] list and pressing the [w2h_b1|Add]
button.
.endpar
[@g_QUIC0247.BMP|]
.par
Select the Access tab. From here you can specify the access rights that each user has to the group. By default, the group is marked as [w2h_i1|personal] which means that all users that have general
access to you will have the same access to this group. For further information on granting access rights, see [@AdministeringAccessRights|Administering Access Rights].
.endpar
Press [w2h_b1|OK] to record your changes.
The fields in the Details tab of the Group property sheet are summarised below:
.table colSize 6 22
[w2h_b1|Field
Description
[w2h_b0|Group Name
This is the name of the group, for example, 'Sales', or 'Support Team'.
Owner
.par
This is the owner of the group. When you create a group, OfficeTalk automatically makes you the owner of the group. This means that only you (and any supervisors) are able to delete the group or
[@aheading_2|]A [w2h_i1|public] [@GlossGroup|group] is accessible to all users in the workgroup. You may make a group into a public group by selecting the [w2h_b1|Public] radio button in the Access
page of the Group property sheet.
.endpar
.par
If this radio button is disabled, then this means that you are not permitted to make public groups. A supervisor may grant you the ability to make public groups. For more information, see
[@RestrictingAccesstoModes2|Restricting Access to Modes].
[@aheading_2|][@GlossGroup|Group] Mode lets Supervisors administer existing public groups and allows non-supervisors to administer existing personal groups in the following way:
.par
From the list of groups in group mode, click the right mouse button on the group that you wish to administer and select [w2h_b1|Edit[@specialChar(85)|133]] from the context menu. The Group property
sheet is displayed showing the Details page.
.endpar
You can use the Details page to modify the group's name and, if you are a supervisor, you may change the ownership of the group.
.par
Select the Members tab. From here you may add members to the group by selecting the relevant members from the [w2h_b1|Non Members ]list and pressing the [w2h_b1|Add ]button. You may also remove
members from the group by selecting the relevant members from the [w2h_b1|Members ]list and pressing the [w2h_b1|Remove ]button.
.endpar
.par
Select the Access tab. From here you can modify the access rights that each user has to the group. You may choose between making the group either private, personal or public. Alternatively, you may
set specific access on a per [@GlossSecurityprofile|security profile] basis. For more information, see [@AdministeringAccessRights|Administering Access Rights].
[@aheading_2|]To view a [@GlossGroup|group]'s appointments, double click on the group in the left hand list. Alternatively, select the group from the drop down list of groups.
Any users, resources and sub groups belonging to the group will appear in the left hand list. The appointments belonging to the group's members will be displayed in the right hand window.
.par
You can return the left hand list back to showing the list of groups either by double clicking the {bmct help0052.bmp} marker displayed at the top of the left hand list or by selecting [w2h_b1|All
Groups] from the drop down list of groups.
.endpar
[w2h_b1|More:
[w2h_b0|[@ViewingaGroupinaRemoteWorkgroup|Viewing a Group in a Remote Workgroup]
[@bheading_3|] Viewing a Group in a Remote Workgroup
.par
[@aheading_3|]If you have access to a remote workgroup, then provided that the remote workgroup has one or more groups and given that you have sufficient access to these groups, OfficeTalk will let
you view those remote groups from within [@GlossGroup|Group] mode.
.endpar
[@g_QUIC0250.BMP|]
.par
To do this, firstly drop down the list of groups. The name of the remote workgroup will appear after all the local groups. Select the remote workgroup. The drop down list will close and OfficeTalk
will attempt to open the remote workgroup database. When this is done, drop down the list of groups again. This time, the list of local groups will have disappeared. However the remote workgroup will
be shown together with it's groups listed underneath. Selecting one of the groups will display its members and their associated appointments.
.endpar
Group mode provides two different views onto diary information. These are:
[@aheading_2|]To select [@GlossGroup|Group] Chart View, press the [@g_QUIC0944.BMP|] located in the sub toolbar.
[@g_QUIC0251.BMP|]
.par
Group Chart view represents the appointments of users and resources, belonging to the selected group, in a Gantt chart format. Each appointment is represented by a blue rectangle. The appointment's
description is displayed inside the rectangle and the width of the rectangle represents the duration of the appointment.
[@aheading_3|]The {bmct help0053.bmp}[w2h_b1| ]and {bmct help0054.bmp} buttons let you zoom in and out of the [@GlossGroup|Group] Chart View. Doing this lets you control what time span is displayed
in the view. Usually you will want to see the detail of users' appointments on any particular day and so generally, you will want to be zoomed in as far as possible. OfficeTalk lets you view a
group's appointments at several different zoom levels. The levels are:
[@aheading_3|]OfficeTalk uses different colours to represent the status of appointments in the [@GlossGroup|Group] Chart View. The background colour of the rectangle is normally light blue. If an
appointment was created by scheduling a task then the colour of the appointment may change depending on the status of the task. If the task is overdue then the background colour of the appointment
will turn red. If the task is completed then the background colour of the appointment will turn green. This colour coding is very useful for anyone who wishes to see, at a glance, the status of all
the ongoing [w2h_i1|scheduled] tasks for a particular group of users.
[@bheading_3|] Editing Appointments in the Group Chart View
.par
[@aheading_3|]If you have at least edit access to a particular user's diary, then you may modify the start time, end time and duration of that user's appointments directly from the
[@GlossGroup|Group] Chart view. To move an appointment in the Group Chart view, position the cursor over the appointment that you wish to move, press, and keep depressed, the left mouse button. An
outline will appear around the appointment. Moving the mouse left or right will move the appointment accordingly. An appointment may only move horizontally. It is not possible to move an appointment
from one user/[@GlossResource|resource] to another from this view. Releasing the left mouse button will save the changes. To change the duration of an appointment, position the cursor over either end
of the appointment and, whilst keeping the left mouse button depressed, drag the mouse to change the width of the appointment rectangle. Releasing the left mouse button will save the changes. To edit
other appointment details, double click on the appointment rectangle. The Appointment property sheet is displayed. Make any changes and press [w2h_b1|OK].
[@aheading_3|]To print the [@GlossGroup|Group] Chart View, select [w2h_b1|Print Chart ]from the [w2h_b1|File/Print ]menu. The Print Group Chart dialog box is displayed.
[@g_QUIC0253.BMP|]
The fields and buttons in the Details page of the Print Group Chart dialog box are summarised in the table below:
.table colSize 7 21
[w2h_b1|Field
Description
[w2h_b0|From, To
.par
The From and To fields represent the time range that will be printed. These fields are initially set to the time range shown in the Group Chart window. If you wish to print appointments for the group
over a different time range then specify the start and end times in these fields.
.endpar
Member list on each page
Checking this check box ensures that the list of group members is displayed down the left margin of every sheet printed.
Banner on each page
Checking this check box ensures that the time banner is displayed along the top of every sheet printed.
.end-table
.par
The Scale page lets you specify how many pages wide and how many pages tall into which to fit the print out of the Group Chart window. You may choose to fit the print out to a specified number of
pages wide or you may specify how many inches or centimetres will represent a certain time period. The default setting is to fit the print out to 1 page wide.
.endpar
[@g_QUIC0255.BMP|]
.par
The Scale page also lets you choose which scale will be used to display the time banner. You may choose between labelling the time banner every 15 minutes, 30 minutes, 1 hour, 3 hours, 6 hours, 12
hours, day, week or month. Alternatively, you can specify an [w2h_i1|auto] setting where OfficeTalk will choose a suitable scale.
.endpar
The Fonts page lets you choose suitable fonts for the following:
.table colSize 10 18
[w2h_b1|Font
Description
[w2h_b0|Banner Font
The font for the Time Banner
Name Title Font
The font for the header above the member list
Name Font
The font for the list of members.
Appointment Font
The font for the appointments drawn in the Chart view.
.end-table
To preview the printing of the Group Chart window, press the [w2h_b1|Preview] button. When you are happy with the preview, print the Group Chart window by pressing the [w2h_b1|Print] button.
OfficeTalk provides common print functionality in the Print Chart dialog box, including
Defining headers and footers
Printer setup
Page Style Selection
Saved Print Settings
Preview capability
For more information on this common print functionality, see [@Printing|Printing].
[@aheading_2|]To select [@GlossGroup|Group] Table View, press the [@g_QUIC0945.BMP|] button, located in the shortcut bar.
[@g_QUIC0257.BMP|]
.par
Group Table view represents the appointments of users and resources which belong to the selected group, in a tabular format. Each [@GlossCell|cell] in the table represents a day's appointments for a
particular member. Each column represents a different member of the group. Each row represents a different day of the week. The default is to show five days of appointments but you may show any date
range from 1 day to 7 days using the [@g_QUIC0946.BMP|] and [@g_QUIC0947.BMP|] buttons.
.endpar
[w2h_b1|More:
[w2h_b0|[@AddingandEditingAppointments3|Adding and Editing Appointments]
[@DraggingandDroppingAppointments|Dragging and Dropping Appointments]
[@PlannerandEventShowThrough|Planner and Event Show Through]
[@ChangingtheFieldWidths|Changing the Field Widths]
[@PrintingtheGroupTableView|Printing the Group Table View]
[@aheading_3|]Provided you have sufficient access, OfficeTalk lets you add appointments for any [@GlossGroup|group] member from within the Group Table View. To add an appointment for a member on a
particular day, double click in the relevant [@GlossCell|cell]. The Appointment property sheet is displayed. Enter a description for the appointment. The starting time of the appointment defaults to
the earliest available half hour slot after the start of the working day. Change this to the required start time. Press [w2h_b1|OK] to save your changes.
.endpar
.par
To edit an appointment, select the appointment using the right mouse button and choose [w2h_b1|Edit[@specialChar(85)|133]] from the context menu. The appointment property sheet is displayed. Make any
[@aheading_3|]OfficeTalk lets you change the date of an appointment and lets you move an appointment from one member to another. You can do this using drag and drop. Select the appointment that you
wish to move and whilst keeping the left mouse button depressed, drag the appointment to the appropriate [@GlossCell|cell].
[@aheading_3|]If any planners or events are set up to show through onto the diaries of any of the members of the [@GlossGroup|group] then anyone viewing that group in Table View will see the
associated [@GlossPlanner|planner] bookings and events shown through into the relevant day cells.
[@aheading_3|]OfficeTalk lets you change the width of the cells in the [@GlossGroup|Group] Weekly View so that you can see any appointments whose text is longer than the width of the
[@GlossCell|cell]. You can do this by placing the mouse over the vertical line dividing each cell header and then pressing the left mouse button and dragging the field to be wider or thinner as
appropriate.
.endpar
.par
You can simultaneously change the width of all the cells together by changing the width of one cell whilst holding down the [w2h_b1|Ctrl ]key. The width of all the other cells will change to match
[@aheading_3|]OfficeTalk lets you print out your [@GlossGroup|Group] Table view by selecting [w2h_b1|Print Table[@specialChar(85)|133]] from the [w2h_b1|File/]Print menu. The Print Group Table dialog
box is displayed.
.endpar
[@g_QUIC0259.BMP|]
.par
In most cases, all you will need to do in order to print out the Group Table View is select the paper style and press the [w2h_b1|Print] button. OfficeTalk lets you customise your print out by
providing several check boxes, radio buttons and fields. The functionality of the Print Group Table dialog box is summarised below:
.endpar
.table colSize 9 19
[w2h_b1|Field
Description
[w2h_b0|From/To
The From and To date fields specify the date range that you wish to print.
Fit to n page(s) wide
Specify how many pages wide the print out will be (the default is 1).
Print Weekends
Checking this check box will print appointments which occur on weekends.
Days per page
Specifies how many days per page to print. The default is 5.
Print shown through planners
Check this check box if you wish to print shown through planners.
Print shown through events
Check this check box if you wish to print shown through events.
.end-table
The Font page gives you complete control over the fonts used to print out the Group Table view. You may choose the following fonts:
.table colSize 9 19
[w2h_b1|Font
Description
[w2h_b0|Name Font
This font is used to draw the users' and resources' names at the top of the page.
Date Font
This font is used to draw the day names down the left side of the page.
Appointment Font
This font is used to draw the appointment text.
.end-table
To preview the printing of the Group Table window, press the [w2h_b1|Preview] button. When you are happy with the preview, print the Group Table window by pressing the [w2h_b1|Print] button.
OfficeTalk provides common print functionality in the Print Group Table dialog box, including
Defining headers and footers
Printer setup
Page Style Selection
Saved Print Settings
Preview capability
For more information on this common print functionality, see [@Printing|Printing].
[@aheading_2|][@GlossProject|Project] mode is ideal for planning and monitoring projects within your organisation. A project consists of a [@GlossGroup|group] of project related tasks and a plan for
when those tasks will be completed and by whom.
.endpar
.par
From within Project mode you can define tasks and specify planned start dates and durations for each task. You can assign tasks to one or more local users, to remote users or to anyone with an
Internet address and OfficeTalk will automatically track the completion status of every task.
.endpar
.par
Project mode consists of two main windows: The Task List window and the Project window. Details of each project task are shown in the Task List window, such as the task's description, planned start
date, planned duration, priority, completion status etc. The Project window shows a bar chart representing the planned start times and planned duration of each task shown in the Task List window.
[@aheading_2|]To create a new [@GlossProject|project], do the following:
.par
Press the [@g_QUIC0948.BMP|] button located in the Shortcut bar in Project mode. The Project property sheet is displayed showing the Details page. Enter a description for the project. You may also
select an owner for the project from the drop down list of users. The drop down list contains only those users to whom you have at least create [@GlossGeneralaccess|general access].
.endpar
.par
Select the Access tab. From here you can specify the access rights that each user has to the project. By default, the project is marked as [w2h_i1|personal] which means that all users that have
access to you will have the same access to this project. For further information on granting access rights, see [@AdministeringAccessRights|Administering Access Rights].
.endpar
.par
When you have specified the project's description and have granted the relevant access rights, press [w2h_b1|OK ]on the Project property sheet. The new project will be created and will be
automatically opened, ready for you to start adding project tasks.
[@aheading_2|]When you create a [@GlossProject|project], it is automatically opened for you. However when you subsequently enter Project mode having just logged into OfficeTalk, no project will be
opened initially. A list of available projects will be shown in the left hand window. You can open one of these projects either by double clicking on the relevant project in the left hand list or by
selecting the project from the drop down list of projects. In either case, opening the project in this way will replace the list of projects with the list of tasks held within that project.
.endpar
.par
You can close the project and return to showing the list of available projects in the left hand window either by selecting [w2h_b1|--All Projects--] from the drop down list of projects or by double
clicking on the {bmct help0055.bmp} marker at the top of the task list.
.endpar
[w2h_b1|More:
[w2h_b0|[@ViewingaProjectinaRemoteWorkgroup|Viewing a Project in a Remote Workgroup]
[@bheading_3|] Viewing a Project in a Remote Workgroup
.par
[@aheading_3|]If you have access to a remote workgroup, then provided that the remote workgroup has one or more projects and given that you have sufficient access to those projects, OfficeTalk will
let you view those remote projects from within [@GlossProject|Project] mode.
.endpar
.par
To do this, firstly drop down the list of projects. The name of the remote workgroup will appear after all the local projects. Select the remote workgroup. The drop down list will close and
OfficeTalk will attempt to open the remote workgroup database. When this is done, drop down the list of projects again. This time, the list of local projects will have been replaced with projects
belonging to the remote workgroup. Selecting one of the projects will display its tasks in the Task List window.
[@aheading_2|]The [@GlossProject|Project] Task List is displayed to the left hand side of the Project mode. It is very similar in behaviour to the Task List in Diary mode.
OfficeTalk lets you record one or more of the following attributes against each project task:
A description of the task
A priority
A deadline
A planned start date
A planned duration
The percentage completion
Detailed notes about the task
.par
Additionally, you may add any number of user defined fields to the project task data type which means that you can store almost any data that you like with each task. For more information on adding
user defined fields to projects and project tasks see [@AdministeringCustomData|Administering Custom Data].
.endpar
[w2h_b1|More:
[w2h_b0|[@CreatingaNewProjectTask|Creating a New Project Task]
[@PlanningaProjectTask|Planning a Project Task]
[@SpecifyingaDeadline|Specifying a Deadline]
[@PrioritisingYourTasks2|Prioritising Your Tasks]
[@StructuringYourTaskList2|Structuring Your Task List]
[@aheading_3|]To add a [@GlossProject|project] task, you must first have opened a project. You can add the project task in one of two ways:
Using a dialog box
By clicking and typing
.par
The quickest way of adding a project task is by clicking the left mouse button anywhere under the last project task in the task list. A caret will appear. Type a description for the project task and
press the [w2h_b1|Enter] key. Entering a task in this way does not let you specify other details such as [w2h_i1| ]planned start dates and planned durations, although you may subsequently edit the
task and specify these details.
.endpar
.par
To specify such details when you create a project task, use the Project Task property sheet to create the task. Pressing the [@g_QUIC0949.BMP|] button will display the Project Task property sheet
showing the Details page.
.endpar
[@g_QUIC0263.BMP|]
.par
Enter a description for the task, specify whether or not the task should have a deadline by checking the [w2h_b1|Has Deadline] check box and specifying a deadline date. If you wish to enter start
date and duration information, you must first check the [w2h_b1|Planned] check box. Doing this will display a bar in the Project window representing the chosen planned start date and[w2h_i1| ]planned
duration.
.endpar
.par
You may wish to add notes to a project task, for example, to describe the [@GlossResource|resource] requirements and detail more fully the steps needed to complete the task. By selecting the Notes
tab you can enter [@GlossRichtext|rich text] notes for the task. Type in the notes, using the format toolbar to add colour, fonts and character style to your text.
.endpar
.par
[w2h_b1|Note:] If a Task has some notes associated with it then a {bmct help0056.bmp} marker will be displayed against the task in the task list, under the Notes column (if you have chosen to display
it). Double clicking on the {bmct help0057.bmp} marker will bring up the Project Task property sheet, automatically displaying the Notes page.
.endpar
When you have specified the relevant project task details, press [w2h_b1|OK] to save your changes.
[@aheading_3|]Once you have added some tasks to the [@GlossProject|project] task list, OfficeTalk will let you plan the tasks. [w2h_i1|Planning] a task means assigning a planned start time and
duration to the task. You can plan a task in one of two ways:
.endpar
.table colSize 7 21
[w2h_b1|Action
Description
[w2h_b0|Drag and Drop.
.par
Drag the task from the Task List and drop it into the Project Window. The position at which you drop the task determines the task's planned start time. The planned duration will default to one day.
You can change this by stretching the rectangle representing the task in the Project Window.
.endpar
From the Project Task property sheet.
.par
Double click on the task that you wish to plan. The Project Task property sheet is displayed. Check the [w2h_b1|Planned ]Check box and enter a planned start date and duration. Press [w2h_b1|OK] to
[@aheading_3|]You can set a deadline for any [@GlossProject|project] task. This represents a date by which time the project task must be complete. If the task has not been completed by the deadline
date, then OfficeTalk will alert you by colouring the project task [w2h_i1|red] in the Project window.
.endpar
[@g_QUIC0950.BMP|]
.par
To specify a deadline, bring up the Project Task property sheet by double clicking on the relevant project task. Check the [w2h_b1|Has Deadline] check box and enter a deadline date (and time if
required). Press [w2h_b1|OK] to save your changes.
[@aheading_3|]You can assign a priority to any task in the list. A supervisor may define up to 5 levels of task priority and may specify the default priority level for when new tasks are added. The
standard OfficeTalk configuration provides three levels of task priority named: "High", "Medium" and "Low". The default priority is "Medium".
.endpar
You can change the priority of a [@GlossProject|project] task in the following way:
Show the Priority Marker column.
Whilst keeping the [w2h_b1|Ctrl ]key depressed, click on the priority marker. The project task's priority will increase.
.par
Repeatedly click on the priority marker until the desired priority is displayed. The priority of the task will increase each time you click on the marker. If the task priority is already 1 then
clicking on the priority marker will change the priority to 5.
.endpar
.par
Once each task has been assigned the appropriate priority, you may wish to sort the task list by priority such that the highest priority tasks are shown at the top of the list. You can do this by
clicking the left mouse button on the priority column header.
.endpar
Alternatively, you may wish to show only tasks with a certain priority. For example, you can filter the project task list to show only priority 1 tasks in the following way:
Locate a priority 1 task in the task list. Click the right mouse button on the priority 1 marker. The context menu will appear.
Select "Filter by High". Only priority 1 tasks will be shown in the task list.
[@aheading_3|]Your task list can grow only so long until it is necessary to structure it in some way. OfficeTalk provides an excellent way to structure your task list by using [w2h_i1|sub tasks].
[@aheading_4|]Sometimes it is useful to break down [@GlossProject|project] tasks representing large amounts of effort into several smaller, more manageable tasks, called [w2h_i1|sub tasks]. This kind
of approach is known as [w2h_i1|task outlining]. OfficeTalk lets you do this in the following way:
.endpar
[w2h_b0|Add a parent project task by clicking the left mouse button at the bottom of the Project Task window, entering a description and pressing [w2h_b1|Enter].
Add one or more tasks in just the same way. These tasks will become [w2h_i1|sub] tasks of the parent.
.par
Select these tasks and [w2h_i1|drag ]them on to the parent task. The sub tasks will be indented underneath the parent task. A button will appear to the left of the parent task. Pressing the button
will hide the sub tasks. Pressing it again will show the sub tasks.
.endpar
.par
[w2h_b1|Note: ]OfficeTalk lets you [w2h_i1|open] a task. This filters the task list window to show only the task's sub tasks. Opening a task is a good way of adding sub tasks since any tasks that you
add when the list is filtered in this way will automatically become sub tasks of the opened task. To open a task, click the right mouse button on the task and select
[w2h_b1|Open[@specialChar(85)|133]] from the context sensitive menu.
[@aheading_3|]OfficeTalk lets you define a set of categories which may be used to classify your [@GlossProject|project] tasks. To mark a task as belonging to a particular [@GlossCategory|category],
do the following:
.endpar
[w2h_b0|Bring up the Project Task property sheet by double clicking on the relevant task.
[@g_QUIC0265.BMP|]
Select the Categories page. The Categories page will display a list of project categories in the bottom window. Each category has a check box to the left of the description.
Select one or more check boxes representing the classification of the task into the relevant categories.
Press [w2h_b1|OK] to save your changes.
.par
You may add your own private categories by typing the name of the category into the Categories window in the Categories page and pressing the [w2h_b1|Update ]button. The new category will appear,
checked, in the bottom window. Press [w2h_b1|OK] to save your changes.
.endpar
For more information on Categories, see [@UsingCategories|Using Categories].
[@aheading_3|]You may view one or more of the following columns in the [@GlossProject|project] Task List:
.table colSize 7 22
[w2h_b1|Column
Description
[w2h_b0|Type
Shows the objects type marker. Only project tasks may be displayed in this list so this marker will always be {bmct help0058.bmp}.
Name
The project task's description.
Link
An active marker which gives you access to objects linked to the associated project task.
Priority
.par
The priority of the project task. The actual priority labels may be specified in Supervisor mode. The default values are "Urgent", "High", "Medium", "Low". For more information, see
The priority of the project task represented by this active marker. This marker may be one of {bmct help0059.bmp}, {bmct help0060.bmp}, {bmct help0061.bmp}, {bmct help0062.bmp}, or {bmct
help0063.bmp}. Clicking on the marker using the left mouse button whilst keeping the [w2h_b1|Ctrl] key pressed will increase the priority of the project task.
.endpar
Note
An active marker giving you access to the project task's notes. The {bmct help0064.bmp} is shown only if the project task has notes.
Overdue Marker
[@g_HELP0065.BMP|] This marker is shown if the project task has not been completed by the deadline date.
Deadline
If the project task has a deadline, by which time it must be complete, then this field contains the deadline date.
Categories
A comma separated list of categories to which this project task belongs.
%%Complete
This field contains a number between 0 and 100 representing the percentage completion of the task.
Complete Marker
A {bmct help0066.bmp} marker is shown in this field if the project task has been completed.
Last Edited
This field shows a date and time which represents the last time this project task was edited by any user.
Planned Duration
Shows the planned duration of the project task, e.g. 5d (five days) or 12h (twelve hours).
Planned Start
Shows a date and time representing the project task's planned start time.
Planned Start Date
Shows a date representing the project task's planned start.
Status
A text field which contains the word "Complete" when the task is complete and "Overdue" when the task has become overdue.
Status Marker
This field shows either the {bmct help0067.bmp} marker or the {bmct help0068.bmp} depending upon whether the task is complete or overdue.
[@bheading_3|] Importing and Exporting Project Data
.par
[@aheading_3|]OfficeTalk lets you import and export [@GlossProject|project] data to the MPX format which is a standard interchange format recognised by other project management products such as
Microsoft Project. OfficeTalk also lets you export the currently viewed project task list to a CSV file.
.endpar
[w2h_b1|More:
[w2h_b0|[@ExportingProjectTaskstoaCSVFile|Exporting Project Tasks to a CSV File]
[@ExportingaProjecttoanMPXFile|Exporting a Project to an MPX File]
[@bheading_4|] Exporting Project Tasks to a CSV File
.par
[@aheading_4|]To export the currently viewed [@GlossProject|project] task list to a CSV file, select [w2h_b1|CSV Records] from the [w2h_b1|File/Export] menu. The CSV Export Wizard is displayed,
showing the File page.
.endpar
.par
The File page lets you choose a name for the CSV file that you are about to create. Enter a fully qualified filename into the [w2h_b1|Export File ]field. You may use the
[w2h_b1|Browse[@specialChar(85)|133]] button to select an existing file which you would like to over-write. When you have specified a suitable filename, press [w2h_b1|Next].
.endpar
[@g_QUIC0230.BMP|]
.par
The Filter page lets you choose whether to apply the filter currently applied to the viewed project task list. Check the check box if you wish to use the currently selected filter. Press
[w2h_b1|Next].
.endpar
[@g_QUIC0228.BMP|]
.par
The Options page lets you decide the format of the output CSV file. You may choose whether or not to write a header, describing the structure of the data. You may also choose whether or not to
encapsulate each value in quotes. You can choose the character which will be used to separate each value. This is usually a comma, but you may require to delimit each field with a TAB character.
Finally, you may specify whether or not to end each line with a delimiter, since some CSV reading applications require this.
[@aheading_4|]To export the currently viewed [@GlossProject|project] to an MPX file, select [w2h_b1|Project] from the [w2h_b1|File/Export] menu. An Export Project dialog box is displayed, allowing
you to choose a location for the MPX file.
.endpar
[@g_QUIC0952.BMP|]
Select a suitable filename and press [w2h_b1|OK]. OfficeTalk will then write the MPX file.
[@aheading_3|]You can import an MPX file by selecting [@GlossProject|Project] from the [w2h_b1|File/Import] menu. An Import Project dialog box will be shown, allowing you to select the MPX file to be
imported.
.endpar
[@g_QUIC0954.BMP|]
Select a suitable MPX file and press [w2h_b1|OK]. OfficeTalk will read the file and will then create the project. The new project will appear as a top level project in the project list.
[@aheading_3|]OfficeTalk lets you print out the [@GlossProject|Project] task list by pressing the {bmct help0069.bmp} window button above the Project Task List Window. When you press this button, the
Print Project Tasks dialog box is displayed.
.endpar
In most cases, all you will need to do in order to print out the project task list is select the paper style and press the [w2h_b1|Print] button.
[@g_QUIC0956.BMP|]
OfficeTalk lets you customise your print out by providing several check boxes, radio buttons and fields. The functionality of the Print Project Tasks dialog box is summarised below:
.table colSize 10 19
[w2h_b1|Field/Button
Description
[w2h_b0|New page per task.
Check this check box if you wish to start a new page for every new task printed.
Line between each task.
Check this check box to draw a horizontal line between each task.
Print Field Titles
Check this check box to print the field/column titles at the top of each page.
Expand tasks
Check this check box to print all sub tasks in the task list.
Print task notes
Check this check box if you wish to print the notes associated with each task.
.end-table
The Font page lets you customise the appearance of the Project Task List print out by letting you specify the following fonts.
.table colSize 9 20
[w2h_b1|Font
Description
[w2h_b0|Title Font
The font used to print the field titles. This is relevant only if you have selected the [w2h_b1|Print Field Titles] check box.
[@GlossGroup|Group] Header Font
The font used to draw group headers. This is only appropriate if the task list has been grouped.
Task Font
The font used to draw each task.
Sub Task Font
The font used to draw each sub task.
.end-table
If you preview the Project Tasks print out, with careful selection of fonts, OfficeTalk will display a preview output similar to that shown below:
[@aheading_2|]The [@GlossProject|Project] window lets you view planned project tasks in a chart format. A Time Bar runs across the top of the window. Horizontal and vertical scrollbars allow you to
view any part of your project.
.endpar
When you plan a task in the Project Window, the task is represented, in the project window, by a yellow rectangle which lines up with the Project Task in the Task List.
[w2h_b1|More:
[w2h_b0|[@ChangingtheDateDisplayed|Changing the Date Displayed]
[@aheading_3|]You can change the date and time shown in the [@GlossProject|Project] Window in one of two ways:
.table colSize 8 21
[w2h_b1|Action
Description
[w2h_b0|Drag the Time Bar.
.par
Click the left mouse button down on the Time Bar. The Time Bar will scroll while you keep the mouse button depressed and move the mouse. Release the mouse and the Project Window will be updated to
reflect the new scale. This method is intended for when making small changes in time.
.endpar
Using the scroll [@lineBreak|]bar.
If you press and keep pressed the left or right horizontal scrollbar button, the Project Window will change date indefinitely, until you release the button.
[@aheading_3|][w2h_i1|Slack Time] is the length of time between the [@GlossProject|project] task's planned end date and the task's deadline date. Showing Slack Time is a good way of seeing,
graphically, task deadlines and the amount of slippage that can safely occur.
.endpar
The picture below shows the Project window displaying [w2h_i1|Slack Time] and containing several tasks, each of which have been assigned deadlines.
[@g_QUIC0960.BMP|]
To display slack time, select [w2h_b1|Show Slack] from the [w2h_b1|View] menu. To hide slack time, select [w2h_b1|Hide Slack] from the [w2h_b1|View] menu.
[@aheading_2|]OfficeTalk lets you assign any [@GlossProject|project] task to one or more OfficeTalk users. Additionally, you may assign the same project task to remote OfficeTalk users, belonging to
a remote workgroup, and to anyone to whom you can send mail. This includes users of Microsoft Exchange, with whom OfficeTalk communicates via MAPI forms. OfficeTalk provides a way for recipients of
assigned tasks to report on their progress and the result is represented in the project.
.endpar
.par
If you assign a project task to a local or remote OfficeTalk user, then in both cases, they will be issued with a mail message informing them of the assignment and containing any instructions that
were added. They will also receive a task in their personal task list which may be used to schedule time in their diary and to update the project with their progress on that task in terms of
percentage completion.
.endpar
.par
If you assign a project task to a non OfficeTalk recipient, for example, to a contact (who has an e-mail address), then the recipient will also receive a mail message informing them of the
assignment. The mail message that the recipient will receive is slightly different from the message sent out to OfficeTalk users. Firstly the message is a plain text message. It does not contain
[@GlossRichtext|rich text] formatting. Secondly, it contains a unique character sequence which allows the recipient to reply to the sender, providing task completion details, and lets OfficeTalk
extract this information automatically and update the project accordingly.
.endpar
If you assign a project task to a Microsoft Exchange user, then OfficeTalk sends the task assignment using a special Project Task Assignment form which Exchange is capable of displaying.
[w2h_b1|More:
[w2h_b0|[@AssigningaProjectTask|Assigning a Project Task]
[@aheading_3|]You may assign a [@GlossProject|project] task from the [@GlossResource|Resource] page of the Project Task property sheet. You can show this page in one of two ways: Either select the
task using the right mouse button and select[w2h_b1| Assign Resource[@specialChar(85)|133]] from the context menu or double click the project task to bring up the Project Task property sheet and
select the Resources page.
.endpar
[@g_QUIC0268.BMP|]
.par
The Resources page shows a list of people to whom this task has already been assigned. If the task has never been assigned to anyone then this list will be empty. To assign the task, press the
[w2h_b1|Assign[@specialChar(85)|133]] button. The Choose Recipient dialog box is displayed.
.endpar
[@g_QUIC0270.BMP|]
.par
The contents of the Available Recipients list will vary depending upon the configuration of your workgroup. If you have configured one or more remote workgroups, then you will see an entry for each
remote workgroup in this list. By default, the local workgroup will be expanded to show a list of local users, user groups, contact groups and a contact address book from which you may select one or
more contacts. To assign the task to one or more local users, select the relevant users and press the [w2h_b1|Add] button. You may also select a user [@GlossGroup|group] in order to assign the task
to a group of users, and you may select a contact group in order to assign the task to a group of contacts. To assign the task to a specific contact, double click on the 'Contacts' address book.
Doing this will display a Contact Address Book dialog box from which you may select one or more contacts.
.endpar
[@g_QUIC0272.BMP|]
To assign the task to a remote user, expand the relevant remote workgroup entry to show the list of remote users in that workgroup. Select the relevant users and press the [w2h_b1|Add] button.
.par
To assign the task to a Microsoft Exchange user or to any MAPI recipient, firstly ensure that you are configured to use the MAPI Mail Service. Locate and double click on the MAPI Address Book in the
Choose Recipient dialog box. The MAPI Address Book dialog box will appear letting you choose the relevant MAPI recipients. Pressing [w2h_b1|OK] on the MAPI Address Book dialog box will return you to
the Choose Recipient dialog box.
.endpar
.par
All selected recipients will appear below in the Selected Recipients window. You can deselect a recipient by selecting the relevant recipient from the bottom window and pressing the [w2h_b1|Remove]
button. When you have chosen the recipients to whom you wish to assign the task then press [w2h_b1|OK ]on the Choose Recipient dialog box. From the Resources page, select the appropriate
[w2h_i1|weighting] for each assigned user and press [w2h_b1|OK] on the Project Task property sheet. OfficeTalk will automatically send out the task assignment mail messages and will subsequently
manage any replies.
.endpar
.par
The [w2h_i1|weighting] that you specify for each assigned user may be used to represent the relative amounts of work that each user will do on the task. For example, if the task is assigned to user A
and user B and user A is expected to perform 80%% of the work and user B is expected to perform the remaining 20%%, then user A should be given a weighting of 80 and user B should be given a
[@aheading_3|]You can assign a [@GlossProject|project] task to one or more OfficeTalk users or to anyone capable of receiving an e-mail message. Regardless of who you assign the task to, you will
probably wish to know when that task has been completed by that person or you may even wish to know the percentage completion at any time. If you have assigned the same task to more than one person,
you might want to know this information on a per user basis. OfficeTalk provides you with this information and makes it easy for the recipient of your task assignment to provide you with this detail.
.endpar
.par
OfficeTalk lets recipients of your task assignment report back the task's completion status at any time. In the case of an OfficeTalk user, the user may change the task completion status using the
Task property sheet from within Diary mode. Non OfficeTalk recipients can continually reply to your original message, entering task completion status information in their reply.
.endpar
OfficeTalk automatically updates the project with this information, shading all or part of the task in a green colour to represent it's completion status.
.par
If the project task was assigned to more than one user then the task's completion status will depend on the completion status reported back by each of the assignees and the relevant weightings that
you specified when you originally assigned the task.
.endpar
.par
To view the assigned resources for a particular task and to view the task completion status on a per user basis, you can use the Assigned Resources window. To show the Assigned Resources window,
select [@GlossResource|Resource][w2h_b1| Assignment] window from the [w2h_b1|View] menu in Project mode. The view will be split horizontally to show the Task window and Project window in the top half
of the view and the Project Assignment window in the bottom half.
.endpar
[@g_QUIC0274.BMP|]
Selecting a task in the Task window will show, in the Project Assignment window, a list of the task's assignees. The weighting and percentage completion is shown for each assignee.
.par
[w2h_b1|Note:] A project task's percentage completion is calculated by OfficeTalk based upon the individual completion percentages and weightings of each task assignee. For example, if a task was
assigned to user A and user B and supposing user A had completed 50%% of his part of the task whereas user B had completed 100%% of his part of the task and the weighting for user A was 80%% and the
weighting for user B was 20%% then the task's overall completion percentage would be 80%%*50 + 20%%*100 = 60%%.
[@bheading_3|] Receiving a Project Task Assignment
.par
[@aheading_3|]When someone assigns you a [@GlossProject|project] task, you receive a mail message in your Incoming Mail with a subject "Project Task Assignment". When you read the message, OfficeTalk
informs you that the assigned task has been added to your personal task list.
.endpar
[@g_QUIC0961.BMP|]
If you are assigned a [w2h_i1|parent] project task which has a number of sub tasks then each of these sub tasks will appear in your task list under the parent task keeping the original structure.
.par
Once the assigned task is in your personal task list, you may treat it in just the same way as any other task. For instance, you may schedule it into your diary, change its priority, mark it as
completed, add notes to it or even delegate it to another user. If you mark the task as completed or set it's percentage complete property then OfficeTalk will update the associated project with this
[@bheading_3|] Assigning Project Tasks To Ordinary E-Mail Users
.par
[@aheading_3|]The recipient of [@GlossProject|Project] Tasks does not have to be an OfficeTalk user. OfficeTalk lets you assign a project task to an e-mail address. The recipient will receive an
e-mail message containing the project task details. The recipient may reply to the message one or more times and, in the reply, may specify what percentage of the task has been complete. OfficeTalk
can recognise the replies and will automatically update the project with the completion information. The E-mail recipient will get the following message:
.endpar
Project Task Assignment
===================
The project task 'Compile Sales Report' has been assigned to you.
Details
=======
Please calculate the sales for this quarter in a form which we can present to the director. It would be good if we could include a comparison of last years figures.
It is intended that the task should be 3d in duration.
.par
Please keep me informed with regards to your progress with this task by replying to this message on a regular basis and typing a number between 0 and 100, representing the task completion, at the end
of the line which starts 'Percent Done:'
.endpar
$$$$P234234234&T76438746
Percent Done:
.par
The code at the bottom of the message identifies the project task to which the reply refers. OfficeTalk uses this to update the project with information that the assignee sends. Typically the
assignee will reply with Percent Done set to 100%% when the task has been completed. For longer tasks which may stretch over weeks, the assignee may repeatedly reply to the message indicating how
[@bheading_3|] Assigning Project Tasks to Microsoft Exchange Users
.par
[@aheading_3|]OfficeTalk is supplied with several Electronic Forms templates for tight integration with Microsoft Exchange and Microsoft Outlook. One such template is a [@GlossProject|Project] Task
Assignment Form. If you send a project task assignment to a Microsoft Exchange/Outlook user who does not have the MS Exchange Server service installed then the assignment message will arrive in the
same format as it would to any e-mail recipient, as explained above. If the Microsoft Exchange/Outlook user does have the MS Exchange Server service installed, then the [w2h_b1|OTProj ]form may be
installed onto their machine. This may be found in the shared server directory in the [w2h_b1|Forms] sub directory, provided that the Microsoft Exchange Connectivity component was installed during
OfficeTalk Setup. Once this form has been installed then any project task assignments sent to the Microsoft Exchange/Outlook user will appear in their Incoming Mail folder as a Project Task
Assignment form.
.endpar
[@g_QUIC1138.BMP|]
Double clicking on the new mail will display the following form:
[@g_QUIC1140.BMP|]
.par
The Exchange/Outlook user may use the form to update the OfficeTalk project with his/her progress. Instead of replying to the mail message, the Exchange/Outlook user simply types in the percentage
completion value for the task into the Percentage Complete field and presses the [w2h_b1|Submit] button.
.endpar
.par
The completion information is sent back to the originator of the project task assignment as a mail message. On receiving the mail message, OfficeTalk will recognise the instruction and will
automatically update the completion status of the project.
.endpar
.par
For information on how to install the Project Task Assignment form into Microsoft Exchange or Microsoft Outlook, see [@InstallingFormsintoMicrosoftExchange_Outlook|Installing Forms into Microsoft Exchange/Outlook]
[@aheading_3|]A [@GlossProject|Project] Baseline is a snapshot of the start and end times for each of the project tasks belonging to a particular project. Tracking and planning a project is a
continual process. As your project plan becomes live things don't always go to plan and sometimes certain tasks slip while others may get brought forward. A Project Baseline lets you see the project
plan as it was at a certain instance in time. A project plan along with its baseline is shown below:
[@aheading_3|]To create a [@GlossProject|Project] Baseline, to the following:
[w2h_b0|Select [w2h_b1|Baseline[@specialChar(85)|133]] from the [w2h_b1|Edit/New] menu in Project mode
A Baseline dialog box is displayed. Type in a description for the baseline or accept the default description.
[@g_QUIC0278.BMP|]
.par
Press [w2h_b1|OK] on the dialog box. The baseline will be represented by a set of shadow tasks in the Project Task window. You can move any of the project tasks in the Project Task window but you
[@aheading_3|]To show an existing baseline, you must first be viewing a [@GlossProject|project] which contains one or more baselines. To show the baseline, do the following:
Select [w2h_b1|Baseline[@specialChar(85)|133]] from the [w2h_b1|View] menu. This will show the Select Baseline dialog box.
[@g_QUIC0891.BMP|]
Select the required baseline from the drop down list and press [w2h_b1|OK]. The selected baseline will be overlaid onto the project.
To hide the baseline, select [w2h_b1| No Baseline ] from the drop down list in the Select Baseline dialog box.
[@aheading_3|][@GlossProject|Project] folders provide a convenient way of structuring your projects. Project folders are hierarchical which means that you can create them inside other project folders
in just the same way that you can create nested sub-directories in the Windows Explorer.
.endpar
.par
Projects may be dragged and dropped onto folders in just the same way that sub tasks are dragged and dropped onto parent tasks. You may [w2h_i1|open] a project folder by double clicking on it using
the left mouse button. The Task List window is then filtered to show just the contents of the project folder. A {bmct help0070.bmp} marker is displayed on the top line of the list. Double clicking on
this line will display the top level projects and project folders.
.endpar
To add a new Project Folder, do the following:
Select [w2h_b1|New/ Folder ]from the [w2h_b1|Edit ]menu in Project mode. The Project Task Folder property sheet will appear.
Type in a name for the Project Folder and press [w2h_b1|OK]. The Project Folder will be displayed at the top of the Task List window above any top level projects.
.par
To delete a project folder, select it and press the [w2h_b1|Delete] key on your keyboard. When you delete a folder, any projects inside the folder will also be deleted. If you want to avoid this then
you should move the projects out of the folder before you delete it. You can move projects out of a folder in the following way:
.endpar
Double click on the folder to show the folder's projects.
.par
Select the projects and drag them on to {bmct help0071.bmp} marker. The projects will be moved up one level. If you now click on the {bmct help0072.bmp} marker, you will see the projects along with
[@aheading_3|]OfficeTalk lets you print out the [@GlossProject|Project] plan by selecting [w2h_b1|Print Project Chart ]from the [w2h_b1|File/Print ]menu. The Print Project dialog box is displayed.
In most cases, all you will need to do in order to print out the project is select the paper style and press the [w2h_b1|Print] button.
[@g_QUIC0962.BMP|]
OfficeTalk lets you customise your print out by providing several check boxes, radio buttons and fields. The functionality of the Print Project dialog box is summarised below:
.table colSize 8 21
[w2h_b1|Field
Description
[w2h_b0|From, To
.par
The From and To fields represent the time range that will be printed. These fields are initially set to the time range shown in the Project window. If you wish to print a different time range then
specify the start and end times in these fields.
.endpar
Task list on each page
Checking this check box ensures that the project task list is displayed down the left margin of every sheet printed.
Banner on each page
Checking this check box ensures that the time banner is displayed along the top of every sheet printed.
Fully expand list
Checking this check box ensures that the project task list is expanded such that all sub tasks are printed.
Label boxes
Check this check box if you wish to label each box in the chart with the task descriptive text.
Fix description width
Check this check box if you wish to specify a fixed width for the project task list. If no restriction is specified then the list will be as wide as the widest task description.
.end-table
.par
The Scale page lets you specify how many pages wide and how many pages tall the print out of the Project window will be restricted to. You may choose to fit the print out to a specified number of
pages wide or you may specify how many inches or centimetres will represent a certain time period. The default setting is to fit the print out to 1 page wide.
.endpar
[@g_QUIC0255.BMP|]
.par
The Scale page also lets you choose which scale will be used to display the time banner. You may choose between labelling the time banner every 15 minutes, 30 minutes, 1 hour, 3 hours, 6 hours, 12
hours, day, week or month. Alternatively, you can specify an [w2h_i1|auto] setting where OfficeTalk will choose a suitable scale.
.endpar
.par
You may also choose whether to fit the print out vertically to a certain number of pages or to let OfficeTalk choose a suitable setting. From the [w2h_b1|Height] grouping, choose either [w2h_b1|Auto]
or [w2h_b1|Fit to n pages high].
.endpar
The Fonts page lets you choose suitable fonts for the following:
.table colSize 9 20
[w2h_b1|Font
Description
[w2h_b0|Title Font
The font for the header above each project list column
Banner Font
The font for the Time Banner
Task font
The font used to print tasks in the task list down the left hand side of the print out.
Sub Task font
The font used to print sub tasks in the task list down the left hand side of the print out.
Project Window Font
The font used to print task descriptions in the project window.
.end-table
If you preview the Project print out, with careful selection of fonts, OfficeTalk will display a preview output similar to that shown below:
[@g_QUIC0964.BMP|]
To preview the printing of the Project window, press the [w2h_b1|Preview] button. When you are happy with the preview, print the Project window by pressing the [w2h_b1|Print] button.
OfficeTalk provides common print functionality in the Print Project dialog box, including
Defining headers and footers
Printer setup
Page Style Selection
Saved Print Settings
Preview capability
For more information on this common print functionality, see [@Printing|Printing].
[@aheading_2|]Planners provide a way of planning and sharing long term activity information. Planners contain [@GlossPlanner|planner] bookings which represent activity of one or more days in
duration. A typical example of the usage of a planner would be a 'Holiday' planner. You can create a planner which keeps the holiday commitments of all members of the workgroup. This information
becomes available to all OfficeTalk users for use in their own planning and scheduling.
.endpar
.par
OfficeTalk lets you use planners to show planner bookings through onto users' diaries. This makes it possible to bring together short term and long term information and display it in one view, the
Diary view. OfficeTalk also lets you use planners to block out users' diaries. This lets meeting organisers use planner information and its association with users' diaries when choosing a suitable
time to book a meeting.
.endpar
.par
Planner mode consists of two windows: a Key window and a Planner window. The Key window contains a list of keys each of which has a description, a colour and, optionally, a pattern. Planner bookings
are shown in the Planner window as a coloured block spanning one or more days. Each [@GlossPlannerbooking|planner booking] must be associated with a key. A planner booking is created by selecting a
key and then [w2h_i1|drawing] the booking into the planner window.
[@aheading_2|]To create a new [@GlossPlanner|planner], do the following:
Press the [@g_QUIC0966.BMP|] button located in the Planner mode shortcut bar. The Planner property sheet is displayed, showing the Details page.
[@g_QUIC0284.BMP|]
.par
Specify a name for the planner, for example, 'Holidays Planner'. Also specify the [w2h_i1|owner] of the planner. When you create a planner, OfficeTalk automatically makes you the owner of the
planner. This means that only you, any supervisors and any users belonging to security profiles, which have sufficient access to you, are able to view, edit or delete the planner or the bookings
contained within it. The planner will not be visible to any other users unless you specify otherwise.
.endpar
[w2h_b1|Note:] Supervisors may only edit or delete your personal planners from within Supervisor mode. Supervisors have no access to any [w2h_i1|private] planners that you create.
.par
You may specify another user as the owner of the planner. Doing this will give the new owner full access to the planner and will limit your access to it as soon as you press the [w2h_b1|OK] button.
You must have at least create [@GlossGeneralaccess|general access] to any user that you select.
.endpar
The Diary tab lets you choose whether or not to show through or block out certain users' diaries. For more information, see [@ShowingaPlannerinYourDiary|Showing a Planner in Your Diary].
.par
Select the Access tab. From here you can specify the access rights that each user has to the planner. By default, the planner is marked as [w2h_i1|personal] which means that all users that have
general access to you will have the same access to this planner. For further information on granting access rights, see [@AdministeringAccessRights|Administering Access Rights].
.endpar
.par
To create the planner, press [w2h_b1|OK] on the Planner property sheet. The new planner will be selected into planner mode. The next step is to create some planner keys and then add planner bookings
[@aheading_2|]Each [@GlossPlanner|planner] has a set of keys. A key comprises a colour, an optional pattern and a description. A key has two purposes. Firstly, it acts as a template for creating
planner bookings and secondly it acts as a colour coding representation for each planner booking shown in the Planner window.
.endpar
.par
Having selected a key in the Key Window, you can then [w2h_i1|draw] planner bookings into the planner. These bookings will inherit the same colour and description as the key. Every planner booking
shows it's description, however, sometimes the planner booking is not long enough, in duration, to display the full description. Instead, the key may be used to colour-match any booking in the
planner to find its description. Alternatively, positioning the cursor over the planner booking will display a [w2h_i1|tool tip] showing the planner's full description.
[@aheading_3|]In order to create a new key, you must firstly have opened a [@GlossPlanner|planner]. Press the [@g_QUIC0967.BMP|] button. A Planner Key property sheet will appear showing the Details
page.
.endpar
[@g_QUIC0288.BMP|]
.par
Specify a description for the planner key and then design the appearance of the new key. By default, the key will be displayed with a blue background, white text and no pattern. You may select the
pattern, the pattern colour, the text colour and the background colour. The [w2h_b1|preview ]box at the bottom of the dialog box shows you how an associated [@GlossPlannerbooking|planner booking]
will be drawn.
.endpar
.par
The Diary page lets you associate the key with a specific user or [@GlossResource|resource]. Once a key is associated with a user or resource then you may select the [w2h_b1|Show through onto
associated diary] and [w2h_b1|Blockout associated diary] check boxes. For more information on diary show through and blockout, see [@ShowingaPlannerinYourDiary|Showing a Planner in Your Diary] and
[@UsingaPlannertoBlockOutDaysinyourDiary|Using a Planner to Block Out Days in your Diary].
.endpar
Pressing [w2h_b1|OK] on the Planner Key property sheet will create the planner key and add it to the Key Window.
[@aheading_3|]Often you will want to create a set of keys which correspond to each OfficeTalk user or [@GlossResource|resource] defined in your workgroup. One example is a Holiday
[@GlossPlanner|planner]. In this case, each user is represented by a key. Additionally, you may want to specify diary show through or block out options. In the case of the Holiday planner, this would
mean that each user would see his own holiday allocation in his diary and that meeting organisers would not try to book a meeting with any user when they were on holiday.
.endpar
OfficeTalk lets you automatically create a set of keys, associating each one with either a user or a resource, by using the New Key Set Wizard. You can do this in the following way:
Bring up the New Key Set Wizard by selecting [w2h_b1|New Key Set ]from the [w2h_b1|Edit/New] menu in Planner mode.
[@g_QUIC0290.BMP|]
The first page lets you choose whether to make keys for all users and/or for all resources. Select the appropriate check box(es) and press [w2h_b1|Next].
[@g_QUIC0292.BMP|]
The next page lets you choose whether to show through or block out using bookings created with each key onto the associated user's diary. Select the appropriate check boxes and press [w2h_b1|Finish].
When you press [w2h_b1|Finish], a set of keys will be created and will be added to the Key window.
[@aheading_2|]The [@GlossPlanner|Planner] Window is shown to the right of Planner mode. Each [@GlossPlannerbooking|planner booking] is represented in this window by a coloured block. The left side of
the block represents the starting date of the planner booking. The right side of the block represents the ending date of the booking.
.endpar
[w2h_b1|More:
[w2h_b0|[@ZoomingInandOut2|Zooming In and Out]
[@ChangingtheDateShown|Changing the Date Shown]
[@AddingaPlannerBooking|Adding a Planner Booking]
[@SelectingaPlannerBooking|Selecting a Planner Booking]
[@MovingandStretchingPlannerBookings|Moving and Stretching Planner Bookings]
[@EditingaPlannerBooking|Editing a Planner Booking]
[@DeletingaPlannerBooking|Deleting a Planner Booking]
[@aheading_3|]By default, the [@GlossPlanner|Planner] Window shows twelve months at a time and provides two booking rows for each month. In some cases, you may have more than two bookings overlapping
at any time. In such a case, you will want to zoom in so that you can see more booking rows per month. The [@g_QUIC0968.BMP|] and [@g_QUIC0969.BMP|] buttons let you zoom in and out of a planner,
letting you see more booking rows[w2h_i1| ]per month or more months, respectively. The maximum zoom lets you see just one month, showing twenty four booking rows.
[@aheading_3|]When you are zoomed in, you may scroll up a month or down a month using the [@g_QUIC0970.BMP|] and [@g_QUIC0971.BMP|] buttons. You may change the year displayed by pressing the
[@g_QUIC0972.BMP|] and [@g_QUIC0973.BMP|] buttons.
[@aheading_3|]To add a [@GlossPlanner|planner] booking to the planner, you must firstly select a key to represent the booking. Do this by single clicking on the relevant key in the Key Window. Next
create the booking in the Planner window by pressing the left mouse button when the cursor is over the required starting date. While keeping the left mouse button pressed, drag the cursor over to the
required end date. Finally release the left mouse button. The booking will be added to the Planner Window.
.endpar
[w2h_b0|[@g_QUIC0974.BMP|]
[w2h_b1|Note:] To add a booking to the Planner window you must have at least create access to the selected planner.
[@aheading_3|]You can select a [@GlossPlanner|planner] booking by clicking on it using the left mouse button. The booking will highlight to indicate that it has been selected. Once a
[@GlossPlannerbooking|planner booking] is selected, you may use the cursor keys to move the booking and the [w2h_b1|Del] key to delete the booking. You can also use the [w2h_b1|Tab] key on the
keyboard to select the next nearest planner booking. If you keep the [w2h_b1|Shift] key pressed when you press the [w2h_b1|Tab] key, the previous nearest booking will be selected.
[@bheading_3|] Moving and Stretching Planner Bookings
.par
[@aheading_3|]Once you have created a [@GlossPlanner|planner][w2h_i1| ]booking, you may move the booking to an empty slot in the planner by dragging the booking from its original position to the new
position. When moving a booking, you must drag the booking from its centre. Another way of moving a [@GlossPlannerbooking|planner booking] is by selecting the booking (using the mouse or the
[w2h_b1|TAB] key) and pressing one of the cursor keys. This will move the planner booking one square at a time.
.endpar
To stretch a booking, you must drag the left or right edge of the booking, using the mouse. The cursor will change to reflect when you are over the edge of a booking.
[@aheading_3|]Although a [@GlossPlanner|planner] booking inherits the associated key's description, you can edit the booking to change it's description. Furthermore, you can change which key a
particular booking is associated with.
.endpar
You can edit the booking by double clicking on it in the Planner window. This will bring up the [@GlossPlannerbooking|Planner Booking] property sheet.
[w2h_b0|[@g_QUIC0297.BMP|]
Enter a new description for the booking and, if appropriate, select a new key with which to associate the booking. Press [w2h_b1|OK] to save your changes.
[@aheading_3|]You must have delete access to a [@GlossPlanner|planner] in order to be able to delete its bookings.
To delete a [@GlossPlannerbooking|planner booking] from the planner, select the booking and press the [w2h_b1|Del] key on the keyboard. OfficeTalk will confirm that you wish to delete the booking.
[w2h_b0|[@g_QUIC0698.BMP|]
To permanently delete the planner booking, depress the [w2h_b1|Shift] key and then press the [w2h_b1|Del] key. OfficeTalk will show a different confirmation.
For more information on deleting items, see [@TheRecycleBin|The Recycle Bin].[w2h_i1|
[@aheading_2|]When you first enter [@GlossPlanner|Planner] mode, the list of existing planners will be displayed in the left hand window. You can view the bookings of a planner simply by selecting
the planner from the left hand window. You can view the bookings of several planners, all at once, by selecting the relevant planners from the left hand list.
.endpar
In order to add keys and bookings to the planner, you must [w2h_i1|open] the planner. You can open a planner in one of two ways:
[w2h_b0|Either by double clicking on the planner in the left hand list
Or, by selecting the planner from the drop down list of planners situated above the left hand list.
[@g_QUIC0977.BMP|]
Once you have opened a planner, you may add, edit and delete planner keys and you may add bookings to the Planner Window.
.par
You can close the planner and return to showing the list of available planners in the left hand window either by selecting [w2h_b1|--All Planners--] from the drop down list of planners or by double
clicking on the {bmct help0073.bmp} marker at the top of the left hand window.
[@bheading_2|] Viewing a Planner in a Remote Workgroup
.par
[@aheading_2|]If you have access to a remote workgroup, then provided that the remote workgroup has one or more planners and given that you have sufficient access to these planners, OfficeTalk will
let you view the remote planners from within [@GlossPlanner|Planner] mode.
.endpar
[w2h_b0|[@g_QUIC0300.BMP|]
.par
To do this, firstly drop down the list of planners. The name of the remote workgroup will appear after all the local planners. Select the remote workgroup. The drop down list will close and
OfficeTalk will attempt to open the remote workgroup database. When this is done, drop down the list of planners again. This time, the list of local planners will have disappeared. However the remote
workgroup will be shown together with it's planners listed underneath. Selecting one of the planners will display its keys and associated bookings.
[@aheading_2|]Sometimes, you may wish to view the bookings of one or more planners in your diary. For example, if you keep a [@GlossPlanner|planner] which details the days on which you plan to make
customer site visits, then you could show this planner through onto your diary, making it a lot more difficult to accidentally schedule appointments on these days. Alternatively, you may only be
responsible for making customer visits to a particular customer. If this customer is represented as a key in the Customer Site Visits planner then you may choose to show through just the planner key
onto your diary. This means that only bookings made using this key will appear in your diary. The Holiday planner is also a good example of showing through planner keys. Typically, a holiday planner
represents each person using a different planner key and holiday dates for a particular person are represented by drawing bookings, using the appropriate key, into the relevant dates in the Planner
window. Each key would usually be shown through onto the user's diary whom it represents. Such a configuration ensures that users are less likely to schedule appointments during their holidays.
.endpar
.par
Planner bookings are shown through onto your diary in different ways depending on which view you have selected. Planner bookings shown through onto your Daily Appointments window are shown down the
left margin of the window, drawn in the same colour and pattern as the planner key associated with the booking.
.endpar
[w2h_b0|[@g_QUIC0302.BMP|]
.par
Planner bookings shown through onto your Weekly, Monthly or Custom Appointment windows are shown in the relevant day, again drawn in the same colour and pattern as the planner key associated with the
booking.
.endpar
[@g_QUIC0304.BMP|]
.par
If you select a different user to view in Diary mode then the planner bookings shown through onto that users diary will be shown. In the same way, the Table View in [@GlossGroup|Group] mode shows
through the relevant planner bookings into the relevant user's diary column.
.endpar
[@g_QUIC0306.BMP|]
[w2h_b1|More:
[w2h_b0|[@ShowingThroughAllBookingsinthePlanner|Showing Through All Bookings in the Planner]
[@ShowingThroughaPlannerKey|Showing Through a Planner Key]
[@bheading_3|] Showing Through All Bookings in the Planner
.par
[@aheading_3|]Sometimes, you may wish to show through all [@GlossPlanner|planner] bookings from a particular planner onto your diary. For example, you may keep a planner representing your team's
holiday commitments and you may wish to be made aware of every person's holiday movements. You can show all the bookings in a planner onto a user's diary in the following way:
.endpar
.par
[w2h_b0|Edit the relevant planner from the left hand window by clicking the planner using the right mouse button and selecting [w2h_b1|Edit] from the context sensitive menu. The Planner property
sheet is displayed. Select the Diary page.
.endpar
[@g_QUIC0308.BMP|]
.par
Select the diaries onto which you would like to show the planner's bookings. You must have at least create access to each diary that you select. Select the [w2h_b1|Show through onto associated diary]
[@aheading_3|]You can show all the bookings associated with a specific key onto a user's diary in the following way:
Open the [@GlossPlanner|planner] containing the key you wish to show through.
.par
Edit the relevant key from the left hand window by clicking the key using the right mouse button and selecting [w2h_b1|Edit] from the context sensitive menu. The Planner Key property sheet is
displayed. Select the Diary page.
.endpar
[@g_QUIC0310.BMP|]
.par
Select the user whom you would like to associate with the planner key. You must have at least create access to this user's diary. Select the [w2h_b1|Show through onto associated diary] check box and
[@bheading_2|] Using a Planner to Block Out Days in your Diary
.par
[@aheading_2|]Sometimes you may wish to block out days in your diary by using [@GlossPlanner|planner] bookings from a specific planner. Blocking out days in your diary prevents other users from
trying to schedule meetings with you on these days. For example, if you keep a planner representing the days on which you are conducting interviews, then you can use this planner, or one of its keys
to block out the relevant days in your diary.
.endpar
.par
A [w2h_i1|blocked out] day is represented differently in each diary view. In the Daily Appointments window, the colour of the slots is shown in light grey for blocked out days. You may customise this
colour according to your personal preference. In the Weekly, Monthly and Custom views, a blocked out day is represented by a red [@GlossCell|cell] header. Again, you may customise this colour
according to your personal preference.
.endpar
[@g_QUIC0312.BMP|]
For more information on customising OfficeTalk, see [@CustomisingtheDisplay|Customising the Display].
If a meeting organiser tries to invite you to a meeting then any days blocked out in your diary will be shown as unavailable in the Meeting window.
[@g_QUIC0314.BMP|]
[w2h_b1|More:
[w2h_b0|[@BlockingOutaDiarywithaPlanner|Blocking Out a Diary with a Planner]
[@BlockingOutaDiarywithaPlannerKey|Blocking Out a Diary with a Planner Key]
[@bheading_3|] Blocking Out a Diary with a Planner
[@aheading_3|]You can block out a diary using all the bookings in a [@GlossPlanner|planner] in the following way:
.par
Edit the relevant planner from the left hand window by clicking the planner using the right mouse button and selecting [w2h_b1|Edit] from the context sensitive menu. The Planner property sheet is
displayed. Select the Diary page.
.endpar
Select the diaries that you wish to block out. You must have at least create access to each diary that you select. Select the [w2h_b1|Block out associated diary] check box and press [w2h_b1|OK].
[@bheading_3|] Blocking Out a Diary with a Planner Key
[@aheading_3|]You can block out a diary using just the [@GlossPlanner|planner] bookings associated with a specific planner key in the following way:
Open the planner containing the key you wish to use to block out the diary or diaries.
.par
Edit the relevant key from the left hand window by clicking the key using the right mouse button and selecting [w2h_b1|Edit ]from the context sensitive menu. The Planner Key property sheet is
displayed. Select the Diary page.
.endpar
.par
Select the user that you would like to associate with the planner key. You must have at least create access to this user's diary. Select the [w2h_b1|Block out associated diary] check box and press
[@aheading_2|][@GlossPlanner|Planner] folders provide a convenient way of structuring your list of Planners. Planner folders are hierarchical which means that you can create folders inside other
folders in just the same way that you can create nested sub-directories in the Windows Explorer.
.endpar
[@g_QUIC0978.BMP|]
.par
You can add a planner to a planner folder by dragging the planner in the left hand window and dropping it onto the folder. The planner will then disappear from the left hand window. To view the
planners held in a folder you must [w2h_i1|open] the folder by double clicking on it in the left hand window or by selecting the folder from the drop down list of planners.
.endpar
[@g_QUIC0979.BMP|]
.par
When you open a folder, the left hand window will show only those planners contained in that folder. A {bmct help0074.bmp} marker is displayed on the top line of the list of planners. Double clicking
on this line will re-display the top level planners and planner folders.
.endpar
To add a new Planner Folder, do the following:
select [w2h_b1|New Folder ]from the [w2h_b1|Edit/New] menu in Planner mode. The Planner Folder dialog box will appear.
Type in a name for the Folder and press [w2h_b1|OK]. The Planner Folder will be displayed at the top of the left hand window.
.par
To delete a planner folder, select it and press the [w2h_b1|Delete] key on your keyboard. When you delete a folder, any planners inside the folder will also be deleted. If you want to avoid this then
you should move the planners out of the folder before you delete it. You can move planners out of a folder in the following way:
.endpar
Double click on the folder to show the folder's planners.
.par
Select the planners and drag them on to the {bmct help0075.bmp} marker. The planners will be moved up one level. If you now double click on the {bmct help0076.bmp} marker, you will see the planners
along with all the other planners in the planner list.
[@aheading_2|]OfficeTalk lets you print out your planners by selecting [w2h_b1|Print ][@GlossPlanner|Planner] from the [w2h_b1|File/]Print menu. The Print Planner dialog box is displayed.
[@g_QUIC0980.BMP|]
.par
In most cases, all you will need to do in order to print out your planner is select the Paper Style and press the [w2h_b1|Print ]button. OfficeTalk lets you customise your print out by providing
several check boxes, radio buttons and fields. The functionality of the Print Planner dialog box is summarised below:
.endpar
.table colSize 9 20
[w2h_b1|Field
Description
[w2h_b0|From/To
The [w2h_i1|From] and [w2h_i1|To] date fields specify the date range that you wish to print.
Print Dates
If you check the [w2h_b1|Print Dates ]check box, OfficeTalk will print the date in every square on the planner which is not occupied by a booking.
Keys on Separate Page
If you select the [w2h_b1|Keys on Separate Page ]radio button, OfficeTalk will print the planner keys on a separate page to the planner.
Keys on Every Page
If you select the [w2h_b1|Keys on Every Page] radio button, OfficeTalk will print the planner keys at the bottom of each page printed.
Do Not Print Keys
If you select the [w2h_b1|Do Not Print Keys] radio button, OfficeTalk will not print the keys.
Span
OfficeTalk will automatically select the span according to your current zoom. You may manually change this from 12 months down to 1 month.
.end-table
OfficeTalk gives you complete control over the fonts used to print out your planner. You may choose the following fonts:
.table colSize 7 22
[w2h_b1|Font
Description
[w2h_b0|Key Font
This is the font of the key descriptions (relevant only if you choose to print the keys).
Month Font
This is the font of the abbreviated month names displayed down the left side of the planner.
Day Font
This is the font of the abbreviated day names at the top of the planner e.g. M T W T F S S...etc.
Booking Font
.par
This is the font of the booking descriptions. Note that, by default, this text is [w2h_i1|white], since it prints out more clearly. Also note that brightly coloured keys always have [w2h_i1|black]
text.
.endpar
Date Font
This is the font used to display the date drawn in each square. This is relevant only if the [w2h_b1|Print dates ]check box is checked.
.end-table
OfficeTalk provides common [w2h_i1|print] functionality in all Print dialog boxes. This functionality includes:
Defining headers and footers
Printer setup
Page Style Selection
Saved Print Settings
Preview capability
For more information on this common print functionality, see [@Printing|Printing].
If you preview the planner print out, with careful selection of fonts, OfficeTalk will display a preview output similar to that shown below:
[@aheading_2|]Meeting mode gives you the tools to organise meetings with local OfficeTalk users, with remote OfficeTalk users and with any person who is capable of receiving e-mail. When you organise
a meeting, you choose who to invite and you specify the subject, venue, duration, date and time of the meeting. OfficeTalk automatically shows you the availability of any local or remote users that
you invite by looking into their diaries and can even suggest the next time during which everyone is available. OfficeTalk automatically sends out meeting invitations by e-mail and tracks the
replies. Meeting mode lets you monitor exactly who has replied and who has accepted or rejected your invitation.
[@aheading_2|]To organise a meeting, select the [@g_QUIC0984.BMP|] button in the Shortcut bar in Meeting mode. The Organise view contains an Availability window and a list of people to invite.
[@g_QUIC0318.BMP|]
To invite someone to the meeting, do the following:
[w2h_b1|More:
[w2h_b0|[@SelectingtheDate|Selecting the Date]
[@InvitingpeopletotheMeeting|Inviting people to the Meeting]
[@SpecifyingtheTimeandDurationoftheMeeting|Specifying the Time and Duration of the Meeting]
[@aheading_3|]First, select the date on which you wish to hold the meeting. Use the calendar to do this. For more information see [@TheCalendar|The Calendar].
[@aheading_3|]To invite people to the meeting, double click on the relevant persons in the recipient list located to the right of the view. Each selected person will appear in the list of invited
recipients underneath and, if the selected person is either a local or a remote OfficeTalk user, the person's availability will be displayed in a column in the Availability window. A series of black
vertical bars will be displayed, representing the person's non availability on the selected date. A colour coded key helps you match up the selected user with the corresponding column in the
Availability window.
.endpar
.par
If you wish to invite a contact to a meeting, double click on the 'Contacts' address book. Doing this will display a Contact Address Book dialog box from which you may select one or more contacts.
If you want OfficeTalk to send out a meeting invitation to the selected contact, then the contact must have an e-mail address.
[@bheading_3|] Specifying the Time and Duration of the Meeting
.par
[@aheading_3|]You can specify the meeting time and duration by clicking the left mouse button down on the relevant timeslot in the Availability window (defining the start of the meeting) and, whilst
keeping the left button depressed, dragging the mouse down to define the meeting duration. The duration of the meeting will be defined by how many timeslots you highlight. If you select any timeslots
containing black unavailability bars, the bars will highlight red to indicate that person's non availability during the selected time. If one or more recipients are unavailable for your meeting, you
have three choices:
.endpar
You can choose another date or time for the meeting using the calendar.
.par
You can press the [@g_QUIC0985.BMP|] button . This will look for the next time when all invited people are free for the duration of the meeting. For more information, see
[@FindingtheNextAvailableMeetingTime|Finding the Next Available Meeting Time].
.endpar
.par
If the meeting [w2h_i1|must] go ahead at the specified date and time, you can choose to go ahead and book the meeting, letting the recipients decide for themselves whether or not to attend the
meeting instead of doing what they originally planned. You should remember that their original bookings may not easily be changed and if they are definitely required to attend the meeting then it
may help to go into their diary and look at exactly what they had planned.
[@aheading_3|]Once you have selected the people and resources to invite and you have chosen the time and duration of the meeting, you can use the Meeting Wizard to help finish book the meeting.
.par
Bring up the Meeting Wizard by pressing the [@g_QUIC0986.BMP|] button located in the Shortcut bar in Meeting mode. This button will only be enabled when you have selected at least one person to
invite to the meeting and you have defined the time and duration in the Availability window.
.endpar
[@g_QUIC0320.BMP|]
.par
In the Details page specify a subject, for example, 'Sales Meeting' and a venue for the meeting. You may either type in a venue, for example, 'Board room', or you may select a fixed
[@GlossResource|resource] from the drop down list . You can specify an agenda for the meeting by pressing the [w2h_b1|Agenda[@specialChar(85)|133]] button. Doing this will display an Agenda page
which lets you enter a free format [@GlossRichtext|rich text] meeting agenda.
.endpar
[@g_QUIC0322.BMP|]
.par
Press [w2h_b1|Next]. The Inform Recipients page lets you choose whether to inform recipients using e-mail, notifications or not inform the recipients at all. You would typically choose not to inform
the meeting recipients if you were organising a [@GlossGroup|group] activity which everyone involved already knows they will be attending.
.endpar
[@g_QUIC0326.BMP|]
.par
If the meeting is being arranged at short notice, you may choose to inform all meeting recipients using notifications. This will ensure that the invited meeting members reply promptly to your
invitation.
.endpar
[w2h_b1|Note: ]Any meeting members who are not OfficeTalk users will not be able to receive notifications. These people are sent mail messages instead.
If you wish to mail yourself with details of the meeting, then check the [w2h_b1|Send myself invitation] check box.
.par
Press [w2h_b1|Next]. The Single/Repeat page lets you choose whether the meeting is a single, one-off meeting or a repeated meeting. For more information on repeated meetings, see
[@OrganisingaRepeatMeeting|Organising a Repeat Meeting]. Select Single and press [w2h_b1|Next].
.endpar
[@g_QUIC0324.BMP|]
Pressing [w2h_b1|Next] will display the Reminder page. This page lets you choose whether or not OfficeTalk should automatically remind invited users prior to the meeting.
[@g_QUIC0328.BMP|]
.par
If you choose to remind users, by selecting the [w2h_b1|Reminder] radio button, then you should choose the required number of minutes fore-warning. The specified number of minutes prior to the
meeting, each invited OfficeTalk user will receive a notification reminding them to attend.
.endpar
.par
To book the meeting, press the [w2h_b1|Book] button in the Reminder page. If you chose to e-mail meeting recipients, OfficeTalk will send out pre-formatted mail messages describing, to each
recipient, the details of the meeting, including the meeting agenda.
[@bheading_2|] Finding the Next Available Meeting Time
[@aheading_2|]OfficeTalk can automatically find a time when all selected recipients are available for the duration specified. You can do this in the following way:
Select the recipients that you wish to invite
.par
Specify the time and duration for the meeting by clicking the left mouse button on the appropriate timeslot (to specify the start time) and, while keeping the left mouse button depressed, drag the
mouse downwards to specify the duration. Then release the left mouse button.
.endpar
Press the [@g_QUIC0987.BMP|] button
OfficeTalk will look for the next available time that all invited recipients can attend.
[w2h_b1|Note: ]OfficeTalk can only look for the next time when all OfficeTalk users (both local and remote) and resources are available. It cannot check availability of e-mail addressed recipients.
.par
The display will change to show the available time slots. The search for the next available time will begin from the currently selected time slots, or from the current time (if no slots are selected)
and will end when the next available time has been found. Once OfficeTalk has found an available time, you can either book the meeting straight away, by pressing the [@g_QUIC0988.BMP|] button, or you
can instruct OfficeTalk to search for another time by pressing the [@g_QUIC0989.BMP|] button again. Find Slot works in conjunction with the Meeting Range button.
[@aheading_2|]OfficeTalk lets you define a range over which the Find Slot functionality will operate. For example, you may wish to hold your meeting in the afternoon on any weekday except Tuesdays.
You can do this by pressing the [@g_QUIC0990.BMP|] button to display the Custom Day dialog box.
[@g_QUIC0330.BMP|]
Choose the range for the availability searches and press [w2h_b1|OK]. The Find Slot functionality will use this range for the remainder of the OfficeTalk session or until the range is changed again.
[w2h_b1|Note: ]When OfficeTalk starts up, the range is set to be the same as the workgroup custom day.
[@bheading_2|] Meeting Invitations Sent to an OfficeTalk User
.par
[@aheading_2|]When you invite a local or remote OfficeTalk user to a meeting, the user receives a tentative appointment in their diary and a pre-formatted message describing the subject, date, time
and duration of the meeting along with the meeting agenda and a list of invited guests.
.endpar
You can specify the message sent out to all OfficeTalk users from within Supervisor mode. For more information on changing this message, see [@SpecifyingSpecialNotes|Specifying Special Notes].
When you receive a meeting invitation, the body of the message is formatted as shown below:
[w2h_b1|Meeting Invitation
]You are invited to attend a meeting on 25/11/97 at 12:00.
The subject of the meeting is "Sales Meeting".
The meeting is planned to last for 1h
The meeting venue is: Meeting Room 2
[w2h_b1|Agenda
]Agree minutes from previous meeting
Engineering Plan[w2h_b1|
]Sales Strategy[w2h_b1|
]Any Other Business[w2h_b1|
][w2h_b1|People Coming]
John Smith
Paul Johnson
Peter May
Paul Tyson
The message is displayed with two buttons, an Accept and a Decline[w2h_b1| ]button, at the top of the message window.
[@g_QUIC0334.BMP|]
.par
Press the [w2h_b1|Yes, I Can Attend ]button if you are able to attend the meeting. Alternatively, press the [w2h_b1|No I Cannot Attend ]button. Doing this will pop up a Reason dialog box which lets
you specify why you cannot attend. If you do not wish to supply a reason then leave the Reason dialog box empty and press [w2h_b1|OK].
.endpar
[@g_QUIC0336.BMP|]
Your reply will be accessible by anyone looking at the progress of the meeting using the Meeting List view.
[@bheading_2|] Meeting Invitations Sent to Non OfficeTalk Recipients
.par
[@aheading_2|]When you invite an ordinary e-mail recipient to a meeting, OfficeTalk sends a textual e-mail message to the recipient which describes the subject, date, time and duration of the meeting
along with the meeting agenda and a list of invited guests.
.endpar
You can specify the message sent out to all e-mail recipients from within Supervisor mode. For more information on changing this message, see [@SpecifyingSpecialNotes|Specifying Special Notes].
When e-mail recipients receive a meeting invitation, the body of the message is formatted as shown below:
Meeting Invitation
==================
You are invited to attend a meeting on 25/11/97 at 12:00.
The subject of the meeting is "Sales Meeting".
The meeting is planned to last for 1h
The meeting venue is: Meeting Room 4
Agenda
======
Agree minutes from previous meeting
Engineering Plan[w2h_b1|
]Sales Strategy[w2h_b1|
]Any Other Business[w2h_b1|
]People Coming
=============
John Smith
Paul Johnson
Peter May
.par
To indicate whether or not you can attend the meeting, reply to this mail message ensuring that you include the line beginning with '$$$$' without changing it. Type 'Yes' or 'No' at the end of the
line 'Can you attend?' and enter any comments after 'Comment:'.
.endpar
Can you attend?:
Comment:
.par
The recipient will respond to the meeting invitation by replying to the message from their e-mail client, entering 'Yes' or 'No' at the end of the line beginning 'Can you attend' and specifying a
reason after the line beginning 'Comment:' if unable to attend the meeting. When OfficeTalk receives the e-mail recipient's reply, the message is interpreted and the meeting status is updated
[@bheading_2|] Integration with Microsoft Exchange/Outlook
[@aheading_2|]Meeting mode integrates tightly with Microsoft Exchange or Microsoft Outlook, letting meeting organisers invite Exchange/Outlook users to meetings by using Exchange forms.
[w2h_b1|Note: ]An Exchange form is an electronic form which may be viewed in Microsoft Exchange or Microsoft Outlook.
.par
When you invite an e-mail recipient to a meeting using the MAPI Mail Service, OfficeTalk sends out an ordinary text-only message to the e-mail recipient. OfficeTalk also sends information which will
be ignored by the recipient's e-mail client unless the client is Microsoft Exchange with the OfficeTalk Meeting form installed.
.endpar
If the OfficeTalk Meeting Form is installed, the Microsoft Exchange user will receive an invitation form as shown below:
[@g_QUIC1142.BMP|]
.par
The Exchange/Outlook user can accept or decline your meeting invitation by selecting the appropriate radio button and pressing the [w2h_b1|Submit] button. Any relevant comments may be added into the
[w2h_b1|Comments] field.
.endpar
.par
When the Exchange/Outlook user presses the [w2h_b1|Submit] button, the reply information is sent back to the originator of the meeting invitation as a mail message. On receiving the mail message,
OfficeTalk will recognise the instruction and will automatically update the status of the associated meeting.
.endpar
.par
For information on how to install the Meeting Invitation form into Microsoft Exchange or Microsoft Outlook, see [@InstallingFormsintoMicrosoftExchange_Outlook|Installing Forms into Microsoft Exchange/Outlook]
[@aheading_2|]Once you have booked a meeting you can monitor the responses to your invitation from Meeting List View. Enter Meeting List View by pressing the [@g_QUIC0991.BMP|] button, located in the
Shortcut bar in Meeting mode.
.endpar
[@g_QUIC0338.BMP|]
.par
The Meeting List view consists of two windows. The top window is called the Meeting List and displays a list of organised meetings. The Meeting List shows the description, the organiser, the start
time, duration and place of each meeting. Additionally, the list shows a {bmct help0077.bmp} marker next to each unconfirmed meeting, a {bmct help0078.bmp} marker next to each confirmed meeting and a
{bmct help0079.bmp} marker next to each meeting where one or more members have declined the invitation.
.endpar
.par
When you select a meeting from the top window, the bottom window, called the Member Window, will show a list of meeting members. The list shows which members have accepted (displayed with a {bmct
help0080.bmp} marker), which members have declined (displayed with a {bmct help0081.bmp} marker) and which members have not yet replied to the selected meeting (displayed with a {bmct help0082.bmp}
marker).
.endpar
.par
The Meeting List and Member List behave like all other lists in OfficeTalk. You may sort, filter and [@GlossGroup|group] both these lists, as described in [@SortingData|Sorting Data] and subsequent
[@aheading_2|]Once you have booked a meeting, OfficeTalk lets you remind any of the invited members to attend the meeting. OfficeTalk sends out different reminder messages to each member depending
upon whether the member has replied to your original invitation. Any members who have already replied are sent a mail message that simply reminds them to attend the meeting. Any members who have not
yet replied are sent a message reminding them to reply to the original invitation message.
.endpar
Members who are OfficeTalk users will receive a [@GlossRichtext|rich text] message. Members who are e-mail addresses will receive a text only version of the same message.
You can specify the reminder message sent out to all members from within Supervisor mode. For more information on changing this message, see [@SpecifyingSpecialNotes|Specifying Special Notes].
[@aheading_2|]Sometimes you will want to organise a meeting which will take place on a regular basis, for example, a weekly team meeting. OfficeTalk lets you organise such meetings using the Meeting
Wizard. To organise the repeated meeting do the following:
.endpar
Select the date of the meeting, choose the people to invite to the meeting, select a time and duration for the meeting and press the [@g_QUIC0992.BMP|] button to bring up the meeting wizard.
.par
Enter a subject, a place and an agenda as usual in the Details page and press the [w2h_b1|Next ]button. The Single/Repeat page will be displayed. Select [w2h_b1|Repeat Meeting ]and press
[w2h_b1|Next].
.endpar
[@g_QUIC0324.BMP|]
The Repeat Frequency page lets you choose whether to repeat the appointment every n days, every n weeks, every n months or every n years.
[@g_QUIC0342.BMP|]
Select the relevant radio button and enter a value into the corresponding field. Press [w2h_b1|Next].
[@g_QUIC0344.BMP|]
.par
If you selected [w2h_b1|Every n months], the next page lets you choose further options about how the meeting is repeated on each month. You may choose whether the repeated date should be on the nth
day of the month (e.g. 4th of the month), on the nth weekday of the month (e.g. the 2nd Tuesday) or the last day of the month. The table below summarises the possible options:
.endpar
.table colSize 8 20
[w2h_b1|Field
Description
[w2h_b0|nth of the month
.par
If the original meeting occurs on, for example the 15th of a particular month then selecting this radio button will book all repeated meetings on the 15th of every month, except in the case of non
working days, where you have elected to skip non working days (see Non Working Days page below).
.endpar
Nth weekday of the month
If the original meeting occurs on, for example the 2nd Thursday of a particular month then selecting this radio button will book all repeated meetings on the 2nd Thursday of every month.
Last Day
.par
If the original meeting occurs on the last day of a particular month then this radio button will become enabled. Selecting this radio button will repeat the meeting on the last day of every month,
except in the case of non working days, where you have elected to skip non working days (see Non Working Days page below).
.endpar
.end-table
[@g_QUIC0346.BMP|]
.par
The next page lets you choose how to handle the possibility of repeated meetings occurring on non-working days. In such a case, you may choose whether to skip creating the meeting, accepting the
meeting as is, placing the meeting on the previous working day or placing the meeting on the next working day.
.endpar
[@g_QUIC0348.BMP|]
.par
The next page lets you choose either the date up to which the meeting should be repeated, or the number of times to repeat the meeting. Make your selection and press [w2h_b1|Next] to show the
Reminder page.
.endpar
[w2h_b1|Note: ]OfficeTalk will always try and repeat the meeting at the same time as the original meeting.
[@g_QUIC0350.BMP|]
.par
The Reminder page lets you specify whether or not OfficeTalk should remind each meeting member prior to the meeting. If you do not wish to remind each member then select the [w2h_b1|No Reminder
]radio button. If you do wish to remind each member, then select the [w2h_b1|Reminder ]radio button and specify the number of minutes prior to the meeting that you wish each member to be reminded.
Finally, press [w2h_b1|Book ]to Book the repeated meeting.
.endpar
[w2h_b1|Note: ]When you book a [w2h_i1|repeated] meeting, OfficeTalk does not send out meeting invitations.
[@aheading_2|]If certain key people decline your meeting invitation, you may choose to reschedule the meeting so that they can attend at another time. OfficeTalk lets you reschedule a meeting so that
all you need do is choose another time and place for the meeting. OfficeTalk will then handle the rest, mailing all invited users, informing them that the meeting has been rescheduled and asking
them to confirm that they can attend. You can reschedule a meeting in the following way:
.endpar
From Meeting List View, select the meeting that you wish to reschedule from the top window, and using the right mouse button, select [w2h_b1|Reschedule] from the context sensitive menu.
[@g_QUIC0352.BMP|]
.par
OfficeTalk will switch to the Availability window. The list of recipients and meeting members is replaced by a [w2h_b1|Reschedule] and a [w2h_b1|Cancel Reschedule] button. Use the calendar to select
a new date for the meeting. Use the Availability window to select the time and duration for the rescheduled meeting. Next press the [w2h_b1|Reschedule ]button.
.endpar
.par
The Book Meeting Wizard is displayed, showing the Details page. The subject of the meeting may not be changed. You may change the meeting venue and the Agenda, if required. Pressing [w2h_b1|Next
]will display the Inform Recipients page. Choose whether to inform each member via e-mail or via notifications or not at all.
.endpar
Pressing [w2h_b1|Next ]will display the Remind page, letting you choose whether or not to remind each member prior to the meeting. Finally, press [w2h_b1|Book ]to reschedule the meeting.
When you reschedule a meeting, provided that you have elected to inform each member via e-mail, each meeting member will be mailed a message informing them of the details of the rescheduled meeting.
.par
You can specify the meeting rescheduled message sent out to all OfficeTalk users from within Supervisor mode. For more information on changing this message, see [@SpecifyingSpecialNotes|Specifying Special Notes]
.
.endpar
When you receive a rescheduled meeting message, the body of the message is formatted as shown below:
[w2h_b1|Meeting Rescheduled
]The Meeting "Sales Meeting" has been rescheduled to the following time and place:
[w2h_b1|Date/Time: ]27/10/97 at 12:30.
[w2h_b1|Duration:] The meeting is planned to last for 30m
[w2h_b1|Place: ]The meeting venue is: Meeting Room 42
[@aheading_2|]If one or more members decline your meeting invitation yet you still wish the meeting to go ahead, then you may remove the declining members from the meeting. You may remove a meeting
member from a meeting in the following way.
.endpar
Select the relevant meeting from the Meeting View List. The list of meeting members is displayed in the Member List window below.
In the Member list window, click on the member that you wish to remove from the meeting using the right mouse button and select [w2h_b1|Delete] from the context menu.
OfficeTalk will ask you to confirm deletion of the selected meeting member. Press [w2h_b1|Yes.]
.par
If there are no more declined meeting members then the status of the meeting will change from {bmct help0083.bmp} to {bmct help0084.bmp}or to {bmct help0085.bmp} depending upon the replies of the
[@aheading_2|]If you wish to cancel a meeting, then OfficeTalk will let you do this automatically by sending out the appropriate cancellation messages to each meeting member.
To cancel a meeting, do the following:
Using the right mouse button, click on the meeting that you wish to cancel in the Meeting View List and select [w2h_b1|Cancel] from the context menu.
.par
OfficeTalk will ask you to confirm that you wish to cancel the meeting informing you that if you do cancel the meeting then the relevant members will be informed and the meeting will be sent to the
recycle bin.
.endpar
[@g_QUIC1077.BMP|]
.par
If you press [w2h_b1|Yes], OfficeTalk will send out the appropriate mail messages to inform the original members of the meeting and will remove any tentative appointments from the relevant users'
[@aheading_2|]Sometimes, you may wish to invite users or book resources to a meeting which has already been set up. You can do this in the following way:
.par
Click on the relevant meeting in the Meeting View List using the right mouse button and select [w2h_b1|Add Member ]from the context sensitive menu. The Choose Recipient dialog box is displayed.
Select the required members and press [w2h_b1|OK]. The new meeting members will be invited to the meeting in just the same way as the original members. Each new member that you add will appear in the
Member list when you select the meeting in the Meeting List.
[@aheading_2|]Meeting folders provide a convenient way of structuring the list of meetings. Meeting folders are hierarchical which means that you can create meeting folders inside other meeting
folders in just the same way that you can create nested sub-directories in the Windows Explorer.
.endpar
.par
To move a meeting into a meeting folder, drag the meeting and drop it onto the folder. You may [w2h_i1|open] a meeting folder by double clicking on it using the left mouse button. The contents of the
folder are then displayed as top level meetings in the list. A{bmct help0086.bmp} marker is displayed on the top line of the list. Double clicking on this line will display the top level meetings
again.
.endpar
[@g_QUIC0993.BMP|]
To add a new Meeting Folder, do the following:
Select [w2h_b1|New Meeting Folder] from the [w2h_b1|Edit] menu in Meeting mode. The Meeting Folder dialog box is displayed.
Type in a name for the Meeting Folder and press [w2h_b1|OK]. The Meeting Folder will be displayed at the top of the list.
.par
To delete a meeting folder, select it and press the [w2h_b1|Delete ]key on your keyboard. When you delete a meeting folder, any meetings held inside the folder will also be deleted. If you want to
avoid this then you should move the meetings out of the folder before you delete it. You can move meetings out of a folder in the following way:
.endpar
Double click on the folder to show the folder's meetings.
.par
Select the meetings and drag them on to the {bmct help0087.bmp} marker. The meetings will be moved up one level. If you now double click on the {bmct help0088.bmp} marker, you will see the meetings
[@bheading_2|] Finding Out Why a Person Cannot Attend
[@aheading_2|]If someone declines your meeting invitation then, provided the person states a reason why they cannot attend, OfficeTalk will let you view their reason in the following way:
From the Meeting List view, select the meeting containing the member who has declined the meeting invitation.
Using the right mouse button, click on the member in the Member List and select [w2h_b1|Reason ]from the context sensitive menu.
.par
[@specialChar(b7)|183] The Reason dialog box is displayed, showing any text that the responding member has entered. If the member has not left a reason, then you will not be able to show the Reason
[@aheading_2|]Contact mode provides a rich set of shared contact management features. As well as letting you store contact addresses, telephone and fax numbers, e-mail and WWW addresses and
[@GlossRichtext|rich text] notes for each contact, Contact mode also lets you record conversations, compose letters and faxes, using standard templates, and perform mail merges. Additionally, Contact
mode can record and display a history trail of all communication that any user or users have with a particular contact or company.
.endpar
.par
Contact mode may be customised to store any additional information for each Contact, Company, Document or Conversation that you define. In this way, you can tailor the product to suit the way in
[@aheading_3|]A Company is any organisation with whom you deal on a business or personal basis. OfficeTalk lets you store address, phone, fax, [@GlossRichtext|rich text] notes and e-mail information
for each Company. Any company may be associated with one or more contacts, representing the company's employees.
[@aheading_3|]A Contact is any person with whom you, or any other member of your workgroup is likely to have or has had some form of communication, on a business or personal basis. OfficeTalk lets
you store home address, phone, fax, [@GlossRichtext|rich text] notes and e-mail information for each contact. Any contact may be associated with a company, representing the contact's employer.
[@aheading_3|]Contact Mode contains several different views on your contact data. These views are:
Company View
Contact View
Directory View
History View
.par
Company View shows company information, namely the site address and a list of employees (contacts) who work for the company. Contact View shows information specific to a particular contact, for
example, the name and address of the company to which the contact belongs, if any, and the contact's home address, title and position.
.endpar
The Directory View shows both company and contact information in a telephone directory format.
The History View lets you view all communications that have taken place between any company or contact and any of the users in your organisation.
[@aheading_2|]When you enter Contact Mode initially, the Company View is displayed. The view consists of a Contact [@GlossGroup|Group] window, a Company window and a Details window. The Contact Group
window shows all contact groups to which you have at least visible access. When you first enter Contact mode, provided you have sufficient access, the [w2h_b1|All ]Contact Group is open, giving you
access to all public companies.
.endpar
[@g_QUIC0357.BMP|]
.par
The Company Window contains fields representing a company's full address, phone and fax numbers. The Details window contains three tabs, giving you access to the company's employees, its contact
history with members of your organisation and a list of pending tasks associated with the company.
.endpar
[w2h_b1|More:
[w2h_b0|[@AddingaNewCompany|Adding a New Company]
[@AddinganEmployeetoaCompany|Adding an Employee to a Company]
[@QuickSearchingforaCompany|Quick Searching for a Company]
[@ViewingHistoryforaCompany|Viewing History for a Company]
[@ViewingPendingTasksforaCompany|Viewing Pending Tasks for a Company]
[@ViewingHistoryandPendingDetails1|Viewing History and Pending Details]
[@SpecifyingOtherAddressesforaCompany|Specifying Other Addresses for a Company]
[@aheading_3|]You can add a new company in the following way:
Press the [@g_QUIC0994.BMP|] button, located in the Shortcut bar in Contact mode. A Company property sheet is displayed showing the Details page.
[@g_QUIC0359.BMP|]
Enter a name for the company along with any address, phone, fax and e-mail information and press [w2h_b1|OK]
There are several other ways to add a company record. All the possible ways to add a company record are shown in the table below:
.table colSize 10 19
[w2h_b1|Action
Description
[w2h_b0|Using the {bmct help0089.bmp} button or menu item.
.par
Press the {bmct help0090.bmp}[w2h_b1| ]button or select the {bmct help0091.bmp} entry from the window menu. This brings up the Company property sheet . Enter the relevant details and press
[w2h_b1|OK].
.endpar
Using the [@g_QUIC0995.BMP|] button.
Press the [@g_QUIC0996.BMP|][w2h_b1| ]button in the Shortcut bar. This brings up the Company property sheet . Enter the relevant details and press [w2h_b1|OK].
Using the menu.
Select [w2h_b1|New Company ]from the [w2h_b1|Edit/New] menu. This brings up the Company property sheet. Enter the relevant details and press [w2h_b1|OK].
Pressing the [w2h_b1|INSERT ]key on the keyboard.
Pressing the [w2h_b1|INSERT ]key brings up the Company property sheet . Enter the relevant details and press [w2h_b1|OK].
Double clicking.
.par
Provided that there is no record shown in the Company Window, double click using the left mouse button in the Company Window. This brings up the Company property sheet . Enter the relevant details
[@aheading_3|]A Company can be associated with one or more contacts, each contact representing an employee of the company. To add an employee to a company from within Company view, do the following:
Display, in the Company window, the company to which you wish to add the employee.
Select the Employees tab in the Details window in Company View.
.par
Double click on a blank part of the employees list. The Contact property sheet is displayed. Enter the title, first name and last name of the employee and press [w2h_b1|OK]. The employee will appear
in the Details window when the relevant company is shown in the Company window and the Employees tab is selected.
[@aheading_3|]To quickly look up the details of a particular company, type the first few letters of the company in the [w2h_b1|Search ]field above the Company window. The letters that you type must
be entered in quick succession. As soon as you have entered the first few letters of the company, OfficeTalk will search for the company and display it's details in the Company window. You can change
the width of the [w2h_b1|Quick Search ]field by positioning the cursor to the right of the field and dragging left or right. To hide the field completely, change the field width to zero. To
re-display the field, position the cursor to the left of the [w2h_b1|?] index tab and drag to the right.
.endpar
[@g_QUIC0997.BMP|]
If more than one company exists which begins with the letters that you typed then OfficeTalk will find the first matching company. Use the [@g_QUIC0998.BMP|] button to view the correct company.
[@aheading_3|]If a company has employees with whom you, or other members of your workgroup, have:
Sent and received mail messages
Recorded conversations
Sent documents (such as letters and faxes)
Included as part of a mail merge
Arranged meetings
then OfficeTalk will have recorded these actions as contact history. Selecting the History tab in the Details window will display the contact history for the selected company.
[@g_QUIC0361.BMP|]
.par
The list of items in the History window represent the combined contact history of all local users, to which you have at least read access, with all employees of the selected company. OfficeTalk also
shows the history of actions performed only with the company itself rather than with the employees of the company. For example, it is possible to record conversations, write documents (such as
letters and faxes) and perform mail merges with a company, but with no associated employee, and such contact history will be displayed in the History window.
.endpar
.par
Any e-mail that you send to or receive from any of the employees of a company will be displayed in the History window. You will not have access to any e-mail belonging to other users in your
[@bheading_3|] Viewing Pending Tasks for a Company
[@aheading_3|]The Pending window makes it easy to see any outstanding tasks related to the selected Company. These include:
Tasks associated with the company, assigned to local users
[@GlossProject|Project] tasks assigned to the company's employees.
When you assign a follow up task for a company or for any of the employees of that company, the task will appear in the Pending Tasks window whenever that company is displayed in the Company window.
.par
On assigning the follow up task, you choose which user is responsible for completing the task. That user receives the task into his personal task list. When the user marks the task as complete, the
task will disappear from the Pending window.
.endpar
.par
Any project tasks assigned to any of the company's employees will also be shown in the Pending window. When a project task is assigned to a contact, the contact receives an e-mail message informing
him of the assigned task. The contact can reply to the message, indicating his progress. The project task will remain in the Pending window until the contact replies that he has completed the project
[@bheading_3|] Viewing History and Pending Details
[@aheading_3|]You can view the detail of any of the history or pending items in one of two ways:
Double clicking on the item
Using the Detail window
.par
If you double click on a history or pending item, depending upon the type of item and your access to that item, OfficeTalk will either display the detail of the item in a property sheet or will
switch to History view in order to display the item's detail.
.endpar
.par
A more convenient alternative is to use the Detail window to show the history or pending item detail. You can do this by positioning the mouse at the bottom of the history list and then clicking the
left mouse button and dragging the window separator up to define the top of the Detail window. When you release the left mouse button the Detail window is displayed. The detail of any selected
history or pending items is displayed in this window.
[@bheading_3|] Specifying Other Addresses for a Company
.par
[@aheading_3|]Larger companies are often spread over more than one site. OfficeTalk lets you represent this by adding a company to represent each of the sites and then linking the companies using the
Other Addresses page of the Company property sheet.
.endpar
[@g_QUIC0900.BMP|]
To add an alternative address for a company, bring up the company's property sheet and do the following:
.par
To add a new alternative address for this company, press the [w2h_b1|New] button. A Company property sheet will appear, letting you enter the details of the additional site. Fill out the details and
press [w2h_b1|OK]. The additional address will appear in the list.
.endpar
.par
If you wish to link the company to the address of an existing company, then press the [w2h_b1|Add[@specialChar(85)|133]] button. A Search Company dialog box will appear allowing you to search for and
select an existing company.
.endpar
If you wish to remove the link associating the addresses of two companies, then select the [w2h_i1|other address] from the list and press the [w2h_b1|Remove] button.
.par
When a company is linked to one or more companies in this way, a [w2h_b1|More[@specialChar(85)|133]] marker is displayed in the Company view. Clicking on this text will let you view the other linked
companies. The order in which these companies are linked is dependent upon the order in which they appear in this dialog box. You can change the order in which companies appear in the list by
selecting the company and pressing the [w2h_b1|Raise] and [w2h_b1|Lower] buttons.
[@aheading_2|]The Contact view consists of a Contact [@GlossGroup|Group] window, a Contact window and a Details window. The Contact Group window shows all contact groups to which you have at least
visible access. When you first enter Contact mode, provided you have sufficient access, the [w2h_b1|All ]Contact Group is open, giving you access to all public contacts.
.endpar
[@g_QUIC0363.BMP|]
.par
The Contact Window contains fields representing a contact's full work and home address, phone and fax numbers. The Details window contains two tabs, giving you access to the contact's history and a
list of pending tasks associated with the contact.
.endpar
[w2h_b1|More:
[w2h_b0|[@AddingaNewContact|Adding a New Contact]
[@QuickSearchingforaContact|Quick Searching for a Contact]
[@ViewingHistoryforaContact|Viewing History for a Contact]
[@ViewingPendingTasksforaContact|Viewing Pending Tasks for a Contact]
[@ViewingHistoryandPendingDetails2|Viewing History and Pending Details]
[@aheading_3|]You can add a new contact in the following way:
Press the [@g_QUIC0999.BMP|] button, located in the Shortcut bar in Contact mode. The Contact property sheet is displayed showing the Details tab.
[@g_QUIC0365.BMP|]
.par
Enter the first name and last name for the contact along with any phone, fax or e-mail information. You can specify that the contact is an employee of an existing company by selecting a company from
the [w2h_i1|Employee of] field. You may specify details of the contact's home address by pressing the Home Address tab and entering the relevant details. Press [w2h_b1|OK] to save your changes.
.endpar
There are several other ways to add a contact record. All the possible ways to add a contact record are shown in the table below:
.table colSize 10 19
[w2h_b1|Action
Description
[w2h_b0|Using the {bmct help0092.bmp} button or menu item.
Press the {bmct help0093.bmp}[w2h_b1| ]button or select the {bmct help0094.bmp} entry from the window menu. This brings up the Contact property sheet. Enter the relevant details and press [w2h_b1|OK].
Using the [@g_QUIC1000.BMP|] button.
Press the [@g_QUIC1001.BMP|] button in the sub toolbar. This brings up the Contact property sheet. Enter the relevant details and press [w2h_b1|OK].
Using the menu.
Select [w2h_b1|New Contact ]from the [w2h_b1|Edit/New] menu. This brings up the Contact property sheet. Enter the relevant details and press [w2h_b1|OK].
Pressing the [w2h_b1|INSERT ]key on the keyboard.
Pressing the [w2h_b1|INSERT ]key brings up the Contact property sheet. Enter the relevant details and press [w2h_b1|OK].
Double clicking.
.par
Provided that there is no record shown in the Contact Window, double click using the left mouse button in the Contact Window. This brings up the Contact property sheet. Enter the relevant details and
[@aheading_3|]To quickly look up the details of a particular contact, type the first few letters of the contact's last name in the [w2h_b1|Search ]field above the Contact window. The letters that you
type must be entered in quick succession. As soon as you have entered the first few letters of the contact's last name, OfficeTalk will search for the contact and display it's details in the Contact
window. You can change the width of the [w2h_b1|Quick Search ]field by positioning the cursor to the right of the field and dragging left or right. To hide the field completely, change the field
width to zero. To re-display the field, position the cursor to the left of the [w2h_b1|?] index tab and drag to the right.
.endpar
[@g_QUIC1002.BMP|]
.par
If more than one contact exists whose last name begins with the letters that you typed then OfficeTalk will find the first matching contact. Use the [@g_QUIC1003.BMP|] button to view the correct
[@aheading_3|]If a contact exists with whom you, or other members of your workgroup, have:
Sent and received mail messages
Recorded conversations
Sent documents (such as letters and faxes)
Included in a mail merge
Arranged meetings
then OfficeTalk will have recorded these actions as contact history. Selecting the History tab in the Details window will display the contact history for the selected contact.
[@g_QUIC0368.BMP|]
The list of items in the History window represent the combined contact history of all local users, to which you have at least read access, with the selected contact.
Only e-mail that [w2h_i1|you] send to or receive from the selected contact will be displayed in the History window. You will not have access to any e-mail belonging to other users in your workgroup.
[@bheading_3|] Viewing Pending Tasks for a Contact
[@aheading_3|]The Pending window makes it easy to see any outstanding tasks related to the selected Contact.
When you assign a follow up task for a contact, the task will appear in the Pending window whenever that contact is displayed in the Contact window.
.par
On assigning the follow up task, you choose which user is responsible for completing the task. That user receives the task into his personal task list. When the user marks the task as complete, the
task will disappear from the Pending Tasks window.
.endpar
.par
Any [@GlossProject|project] tasks assigned to the contact will also be shown in the Pending window. When a project task is assigned to a contact, the contact receives an e-mail message informing him
of the assigned task. The contact can reply to the message, indicating his progress. The project task will remain in the Pending window until the contact replies that he has completed the project
[@bheading_3|] Viewing History and Pending Details
[@aheading_3|]You can view the detail of any of the history or pending items in one of two ways:
Double clicking on the item
Using the Detail window
.par
If you double click on a history or pending item, depending upon the type of item and your access to that item, OfficeTalk will either display the detail of the item in a property sheet or will
switch to History view in order to display the item's detail.
.endpar
.par
A more convenient alternative is to use the Detail window to show the history or pending item detail. You can do this by positioning the mouse at the bottom of the history list and then clicking the
left mouse button and dragging the window separator up to define the top of the Detail window. When you release the left mouse button the Detail window is displayed. The detail of any selected
history or pending items is displayed in this window.
[@aheading_2|]The company and contact records are stored in alphabetical order. You can view the previous or next record in the database by pressing the [@g_QUIC1004.BMP|] or
[@g_QUIC1005.BMP|][w2h_b1| ]buttons. Alternatively, provided the company or contact window has focus, you can use the [w2h_b1|Left ]or[w2h_b1| Right] keys on the keyboard to move to the previous or
next record. Pressing the [w2h_b1|Home] key on the keyboard will take you to the first company or contact record in the database and pressing the [w2h_b1|End ]key will take you to the last record. If
the company or contact window does not have focus then the [w2h_b1|Left] and [w2h_b1|Right] cursor keys may not be used since they will perform other actions specific to the window that has focus.
Instead, depressing the [w2h_b1|Ctrl] key whilst using the [w2h_b1|Left] and [w2h_b1|Right] cursor keys will move to the previous or next record accordingly. You can use the alphabetical index at the
top of the Company or Contact Window to show the first record beginning with the letter that you select. For example, to move directly to the first record beginning with the letter [w2h_b1|P], press
the [w2h_b1|P ]tab in the alphabetical index. If there are no records beginning with [w2h_b1|P], OfficeTalk will display a blank Company or Contact view.
[@bheading_2|] Private and Personal Companies and Contacts
.par
[@aheading_2|]The Access page in the Company and Contact property sheet lets you specify whether the company or contact will be public, giving access to all users who have at least read access to the
All Contact [@GlossGroup|Group], or whether the company or contact will be private to you. If you select the [w2h_b1|Private ]radio button, then only you will be able to see the Company or Contact.
[@bheading_2|] Keeping Notes for a Company or Contact
[@aheading_2|]OfficeTalk lets you keep [@GlossRichtext|rich text] notes for a particular company or contact. You can do this by selecting the Notes tab from the company or contact property sheet.
[w2h_b0|[@g_QUIC0371.BMP|]
Type in the notes, using the format toolbar to add colour, fonts and character style to your text.
.par
[w2h_b1|Note: ]If a Company or Contact has notes associated with it then a {bmct help0095.bmp} marker will be displayed in the top right corner of the Company or Contact window. Double clicking on
the {bmct help0096.bmp} marker will bring up the Company or Contact property sheet, automatically displaying the Notes page.
[@bheading_2|] Categorising Companies and Contacts
.par
[@aheading_2|]OfficeTalk lets you set up one or more categories which may be used to classify your companies and contacts. To mark a company or contact as belonging to a particular
[@GlossCategory|category], do the following:
.endpar
[w2h_b0|Bring up the company or contact property sheet.
[@g_QUIC0373.BMP|]
Select the Categories page. The Categories page will display a list of Contact Categories in the bottom window. Each category has a check box to the left of the description.
Select one or more check boxes representing the classification of the company or contact into the relevant categories.
Press [w2h_b1|OK] to save your changes.
.par
You may add your own private categories by typing the name of the category into the Categories window in the Categories page and pressing the [w2h_b1|Update ]button. The new category will appear,
checked, in the bottom window. Press [w2h_b1|OK ]to save your changes.
.endpar
.par
If you wish to add the company or contact to categories in another [@GlossCategoryset|category set], for example, the Diary category set, then select the Diary category set from the [w2h_b1|Set] drop
down list. The list of available categories in that category set will appear in the bottom window. Select one or more categories and press [w2h_b1|OK ]to save your changes.
.endpar
For more information on Categories, see [@UsingCategories|Using Categories].
[@aheading_2|]If you add a company record whose name already exists, OfficeTalk detects this and pops up a Company Exists dialog box.
[@g_QUIC0375.BMP|]
OfficeTalk gives you three choices of what to do.
If you wish to add the record as a separate record, keeping the same company name but in no way relating it to the record already existing with that name then press the [w2h_b1|Add Separate ]button.
.par
If you wish to add the record, making it an[w2h_i1| other address] of the record already existing with that name then press the [w2h_b1|Make Other Address ]button. The record will be added and the
text "[w2h_i1|More...]" will be shown at the top right of the Company Window when this record is displayed. Pressing the left mouse button while the cursor is over the "[w2h_i1|More...]" text will
cause OfficeTalk to display the next record in that [@GlossGroup|group] of sites.
.endpar
If you wish to cancel the operation such that the record is not added at all, then press the [w2h_b1|Cancel] button.
[@aheading_2|]If you add a contact record whose first name and last name matches an existing contact record, OfficeTalk detects this and displays a Contact Exists dialog box.
[@g_QUIC0377.BMP|]
OfficeTalk lets you choose whether or not to add the contact. Press [w2h_b1|Add Contact] to add the contact. Otherwise press [w2h_b1|Do Not Add Contact].
.par
[w2h_b1|Note: ]The option to check for duplicate companies and contacts must be turned on by a Supervisor from within Supervisor mode. For more information see
[@OptionsforDuplicateCheckingofContacts|Options for Duplicate Checking of Contacts].
[@bheading_2|] Manually Checking For Duplicate Companies
.par
[@aheading_2|]OfficeTalk lets you perform a manual check for duplicate companies. You should typically perform this operation on a regular basis if you do not have automatic duplicate checking turned
on.
.endpar
To perform a manual check for duplicate companies, do the following:
.par
Select [w2h_b1|Check for Duplicates] from the [w2h_b1|Edit] menu in Contact mode. OfficeTalk will search all the company records looking for two companies with identical names. If a duplicate is
found, OfficeTalk displays the Duplicate Company dialog box.
.endpar
[@g_QUIC0379.BMP|]
.par
The first address line of each company is displayed so that you can distinguish each company. To look more closely at the details of either company, press the relevant
[w2h_b1|Details[@specialChar(85)|133] ]button. This will show the Company property sheet for the corresponding Company.
.endpar
OfficeTalk gives you four choices. You may choose between
.par
Making the second company a linked site of the first company. This means that both companies will exist as separate records but each one will be accessible from the other by pressing the
[w2h_b1|More[@specialChar(85)|133]] marker which will appear at the top of the Company window when either company is displayed.
.endpar
Skipping this duplicate match.
Deleting the first Company.
Deleting the second company.
Select the required option by pressing the relevant button in the Duplicate Checking dialog box. Alternatively, press [w2h_b1|Cancel] to cancel the duplicate checking operation.
[@aheading_2|]You may auto dial a company or contact provided:
You have a modem connected directly to your computer using the same phone line as your handset phone.
One or more company or contact phone number details have been entered.
You can auto dial a company or contact by pressing the {bmct help0097.bmp} window button above the Company or Contact Window. Pressing this button will bring up the Dial dialog box.
[@g_QUIC1007.BMP|]
.par
The Dial dialog box lets you type in a phone number manually into the [w2h_b1|Phone Number] field or lets you select from a list of phone numbers defined for the company or contact. When you press
[w2h_b1|OK], OfficeTalk will initialise the modem and dial the selected number.
[@aheading_2|]Directory view displays a columnar list of companies or contacts. The View consists of a Contact [@GlossGroup|Group] window and a Directory window. The Directory window has two tabs: A
Companies tab and a Contacts tab. Selecting the Companies tab will display a list of all companies in the selected contact group. Likewise, selecting the Contacts tab will display a list of all
contacts in the selected contact group.
.endpar
[w2h_b1|Note: ]The All contact group contains all public companies and contacts as well as all your personal companies and contacts.
[@g_QUIC0382.BMP|]
[w2h_b1|More:
[w2h_b0|[@QuickSearchingforaCompanyorContact|Quick Searching for a Company or Contact]
[@UsingtheTabBar|Using the Tab Bar]
[@ViewingaCompany_sEmployees|Viewing a Company's Employees]
[@Sorting_GroupingandFiltering|Sorting, Grouping and Filtering]
[@bheading_3|] Quick Searching for a Company or Contact
.par
[@aheading_3|]To quickly look up the details of a particular company or contact, select either the Companies tab or the Contacts tab as appropriate and type the first few letters of the company name
or the contact's last name in the [w2h_b1|Search] field above the Directory window. The letters that you type must be entered in quick succession. As soon as you have entered the first few letters,
OfficeTalk will search for the record and display it in the Directory window. You can change the width of the [w2h_b1|Quick Search ]field by positioning the cursor to the right of the field and
dragging left or right. To hide the field completely, change the field width to zero. To re-display the field, position the cursor to the left of the [w2h_b1|?] index tab and drag to the right.
[@aheading_3|]The Tab Bar lets you search for the first company or contact which starts with a particular letter. For example, you could find the first company beginning with [w2h_b1|P] by pressing
the [w2h_b1|P] tab in the tab bar.
.endpar
[@g_HELP0098.BMP|]
.par
[w2h_b1|Note: ]The directory list may be sorted by any column and is not necessarily sorted by [w2h_i1|Name]. In such circumstances, pressing one of the tabs in the Tab Bar will re-sort the list by
[@aheading_3|]If a company has employees, the company will appear in the Directory window with a {bmct help0099.bmp} button next to it. Pressing the button will expand the company to show a list of
the company's employees.
.endpar
[@g_QUIC1009.BMP|]
Pressing the button a second time will contract the company, hiding the list of employees.
[@aheading_3|]From within the directory view, you can sort company and contact data by any of the available columns. For example, you may wish to sort by the Last Contacted Date. To do this, pop up
the context menu by clicking the right mouse button anywhere in the Directory window and selecting [w2h_b1|Sort[@specialChar(85)|133]] from the menu. The Sort/[@GlossGroup|Group] dialog box will
appear.
.endpar
[w2h_b0|[@g_QUIC0441.BMP|]
.par
Select [w2h_i1|Town/City] from the first drop down list and press [w2h_b1|OK]. This will sort the list accordingly. Alternatively, show the Town/City column and then click on the Town/City header
using the left mouse button.
.endpar
[@g_QUIC0443.BMP|]
.par
You can group the list by the Town/City column by clicking on the header using the left mouse button while you keep the [w2h_b1|Shift] key depressed. Grouping the list by Town/City column displays
the list as shown below:
.endpar
[@g_QUIC0445.BMP|]
.par
You may wish to filter on all companies that are located in a particular town or city, for example, London. The easiest way to do this is to find a company which is located in London and then click
on the Town/City field using the right mouse button. The context menu will be displayed as shown below.
.endpar
[@g_QUIC0447.BMP|]
.par
Select [w2h_b1|Filter By 'London']. The list will show only those companies which are located in London. A {bmct help0100.bmp}marker will appear in the Window Title, showing that the list has been
filtered. To disable the filter, click the right mouse button anywhere in the Directory window and select [w2h_b1|Disable Filter] from the context menu.
.endpar
For more information on sorting, grouping and filtering, see [@SortingData|Sorting Data] and the following sections [@SortingData|Sorting Data].
[@bheading_2|] Searching for Companies and Contacts
.par
[@aheading_2|]If you need a more powerful way of searching for companies and contacts other than using the quick search techniques, as described above, then you should use the Company or Contact
Search dialog box. You can display the Company or Contact Search dialog box by selecting [w2h_b1|Search Companies] or [w2h_b1|Search Contacts] from the [w2h_b1|Search] menu. Both dialog boxes are
identical. The Search Companies dialog box is shown below.
.endpar
[@g_QUIC1079.BMP|]
.par
The Company and Contact Search dialog boxes provide both a Simple search page and an Advanced search page. The Advanced search page lets you create more complex searches by letting you specify
boolean expressions. For more information, see [@SearchingforData|Searching for Data]. The Simple search page lets you decide which fields to search and what to search for. You may choose to search
on any of the following field choices by selecting the required choice from the [w2h_b1|Field] drop down.
.endpar
.table colSize 11 18
[w2h_b1|Field Choice
Description
[w2h_b0|Name field only
Searches just the name of the company or contact.
Name and address fields
Searches the name and address fields and, in the case of contacts, the home address fields.
Postcode begins with[@specialChar(85)|133]
Performs an indexed search on the postcode.
All text fields
Searches all textual fields including name, address, e-mail, phone and comment fields.
All fields
Searches all text fields as well as ]][@GlossRichtext|rich text] notes associated with the company or contact.
.end-table
.par
[w2h_b0|Enter the required search text into the [w2h_b1|Text] field and press the [w2h_b1|Search] button. OfficeTalk will display the results in the [w2h_b1|Results] list as and when they are found.
You may view any item found by selecting it from the [w2h_b1|Results] list and pressing the [w2h_b1|Goto] button.
[@aheading_2|]You may delete a company by viewing the company from within Company view, clicking on the company, using the right mouse button and selecting [w2h_b1|Delete] from the context menu.
Alternatively, provided the Company view window has focus, press the [w2h_b1|Delete] key on the keyboard. In both case, OfficeTalk will ask you to confirm that you wish to send the company to the
recycle bin. Press [w2h_b1|Yes] to confirm deletion. If you wish to permanently delete the company then ensure that the [w2h_b1|Shift ]key is depressed when deleting the company. In this case,
OfficeTalk will not send the company to the recycle bin but will instead permanently delete the company.
.endpar
Contacts may be deleted in exactly the same way from within Company view.
.par
[w2h_b1|Note:] You must have been granted sufficient access in order to delete companies and contacts. A supervisor can grant this access from within Supervisor mode. For more information, see
[@RestrictingAccesstoModes2|Restricting Access to Modes].
[@bheading_2|] Specifying a Contact's E-Mail Address
[@aheading_2|]You can specify an e-mail address for a contact from within the Contact property sheet in the following way:
Bring up the Contact property sheet by double clicking on the relevant contact from within Contact view.
Type in the e-mail address into the [w2h_b1|Email Address ]field.
Press the {bmct help0101.bmp} button. This will bring up the Select Service dialog box.
[@g_QUIC0484.BMP|]
.par
Choose which Mail Service will be used to send mail to this contact. If you have specified an Internet address such as mailbox@company.com, then OfficeTalk will automatically select the Internet Mail
Service. Select the appropriate mail service and press [w2h_b1|OK].
.endpar
.par
Press the {bmct help0102.bmp} button. This will bring up the Per Recipient Settings dialog box. The format of this dialog box will depend on selected mail service. The Per Recipient Setting dialog
box for the Internet Mail Service lets you choose options for encoding and for [@GlossRichtext|rich text].
.endpar
[w2h_b0|[@g_QUIC0486.BMP|]
.par
You may choose to encode messages sent to this contact in either MIME format or UUENCODE format. If you choose [w2h_b1|Use Service Default], messages sent to this contact will always be sent using
MIME. This may change in future versions of the product.
.endpar
.par
You may also choose whether or not to send messages to this contact in rich text format or in plain text format. The default is to send using plain text. If you wish to send to the contact using rich
text then select the [w2h_b1|Use rich text] radio button, otherwise, select the [w2h_b1|Do not use rich text] radio button.
.endpar
.par
[w2h_b1|Note: ]If you send rich text messages to contacts whose mail client does not support RTF, then the contact will receive a plain text version of the message in addition to a file attachment
containing a rich text version of the message. If the contact is an OfficeTalk user or uses any other mail client which does support RTF mail messages then the rich text message will be displayed in
the mail clients message window.
.endpar
.par
The Per Recipient Setting dialog box for the MAPI Mail Service lets you specify whether or not the contact uses Microsoft Exchange. If the contact does use Microsoft Exchange, then OfficeTalk makes
use of Exchange forms whenever this contact is invited to meetings or assigned [@GlossProject|project] tasks using this e-mail address.
[@bheading_2|] Sending an E-mail Message to a Contact
.par
[@aheading_2|]If you specify an e-mail address for a contact then you may send a mail message to that contact by clicking the right mouse button in the Contact view and selecting [w2h_b1|Send Mail]
from the context sensitive menu.
.endpar
[@g_QUIC1021.BMP|]
.par
Selecting [w2h_b1|Send Mail] will switch to Compose View in Mail Mode with the contact selected in the To: window. Fill out the subject field, enter a message and press [w2h_b1|Ctrl+S] to send the
message. For more information see [@SendingMail|Sending Mail].
.endpar
.par
If you specify more than one e-mail address for a particular contact, for example by specifying both a work and home e-mail address, then you may send to either address by selecting the required
address from the context menu.
.endpar
[@g_QUIC0489.BMP|]
[w2h_b1|Note: ]If there are additional custom e-mail fields then these will also be available from the context menu.
[@bheading_2|] Organising a Meeting with a Contact
[@aheading_2|]Sometimes you will want to organise a meeting with a contact from within Contact mode. You can do this in the following way:
View the appropriate contact in Contact View.
Click the right mouse button somewhere inside the Contact window and select [w2h_b1|Organise Meeting[@specialChar(85)|133]] from the context menu.
.par
OfficeTalk will change to Meeting mode and will add the chosen contact and yourself as recipients of a new meeting. You may add further recipients if you wish and you may then proceed to book the
meeting in the normal way. For more information see [@OrganisingaMeeting|Organising a Meeting].
[@aheading_2|]A follow-up task is a task which is associated with a company or contact. A follow-up task is displayed in the Pending tab of the Company, Contact or History views until it has been
completed. When completed, the task will be displayed in the History tab of the relevant view.
.endpar
OfficeTalk lets you create follow-up tasks for companies, contacts, conversations and documents (such as letters and faxes). You can create a follow-up task in the following way:
.par
Click the right mouse button on either a company, contact, document or conversation from the Company, Contact or History view and select [w2h_b1|Assign Task[@specialChar(85)|133]] from the context
sensitive menu.
.endpar
[@g_QUIC0491.BMP|]
The Select User dialog box will appear, prompting you to specify the user to whom the follow-up task should be assigned.
[@g_QUIC0493.BMP|]
Only users to whom you have at least create access will appear in the drop down list. Select the relevant user and press [w2h_b1|OK]. The Task property sheet is displayed.
.par
Fill out the fields of the Task property sheet, optionally specifying a deadline by which time the task must be completed. Press [w2h_b1|OK] to save your changes. If you assign the task to a user
other than yourself, an Instructions dialog box is displayed next, letting you enter instructions for completing the task. When you press [w2h_b1|OK ]on the Instructions dialog box, provided you
selected a user other than yourself, an e-mail message is sent to that user, informing them of the task assignment. The task will appear in the Pending list against the relevant company or contact.
For example, if you create a follow up task for a conversation then the task is associated with the company or contact with whom you had the conversation. A public [@GlossUserlink|user link] is
created which links the task with the associated item (the conversation in this example).
[@aheading_2|]You may print out companies by selecting [w2h_b1|Print Companies ]from the [w2h_b1|File/Print ]menu. When you do this, the Print Companies dialog box is displayed, showing the Details
page.
.endpar
[@g_QUIC0385.BMP|]
You may print out contacts by selecting [w2h_b1|Print Contacts ]from the [w2h_b1|File/Print ]menu. When you do this, the Print Contacts dialog box is displayed, showing the Details page.
[@g_QUIC0387.BMP|]
The fields and buttons in the Print Companies dialog box and the Print Contacts dialog box are described in the table below:
.table colSize 9 20
[w2h_b1|Field/Button
Description
[w2h_b0|All companies/ [@lineBreak|]Current ]][@GlossGroup|group]/ [@lineBreak|]Current company
.par
You may choose what to print by selecting one of these radio buttons. You can print either all companies in the entire database, or, if there is a contact group currently selected, you can print that
group or you can print the current company.
.endpar
Draw line between records
Check this check box if you wish to print a horizontal line between each record printed.
New page per alphabetical section
Check this check box if you wish to start a new page for every new alphabetical section.
One record per page
Check this check box if you wish to print only one company record per page.
Print Company Name
Check this check box if you wish to print the company name in a different font from the other printed fields. The name is printed using the Name Font which may be defined in the Fonts tab.
Print Field Names
Check this check box if you wish to print field names. Field names will be printed using the Title Font which may be defined in the Fonts tab.
Show Empty Fields
By default, any fields selected for printing which are empty are not printed. You may print empty fields by selecting this check box
Print Employees (Print Company dialog box only)[w2h_i1|
]Check this check box if you wish to print the list of employees underneath each company.
.end-table
OfficeTalk provides common print functionality in all Print dialog boxes. This functionality includes:
Defining headers and footers
Printer setup
Page Style Selection
Saved Print Settings
Preview capability
For more information on this common print functionality, see the [@Printing|Printing].
[@aheading_2|]Often, you will want to classify your companies and contacts into one or more groups. For example, you may wish to create a [@GlossGroup|group] of sales prospects, or you may wish to
keep a list of applicants to a vacancy in your organisation. OfficeTalk lets you do this using Contact Groups.
.endpar
A company or contact may belong to several contact groups and each contact group may contain any number of companies or contacts.
.par
Contact groups are hierarchical, which means that one contact group may contain one or more sub contact groups. This adds considerable flexibility to the way in which you structure your companies and
contacts.
.endpar
[w2h_b1|More:
[w2h_b0|[@TheAllContactGroup|The All Contact Group]
[@CreatingaNewContactGroup|Creating a New Contact Group]
[@AddingCompaniesandContactstoaContactGroup|Adding Companies and Contacts to a Contact Group]
[@OpeningaContactGroup|Opening a Contact Group]
[@DeletingCompaniesandContactsfromaContactGroup|Deleting Companies and Contacts from a Contact Group]
[@StructuringYourContactGroups|Structuring Your Contact Groups]
[@FindingWhichGroupsaCompanyorContactBelongsTo|Finding Which Groups a Company or Contact Belongs To]
[@SpecifyingAccesstoaContactGroup|Specifying Access to a Contact Group]
[@aheading_3|]The [w2h_b1|All ]contact [@GlossGroup|group] is a special contact group which, provided you have sufficient access, will let you see all companies and contacts in the OfficeTalk
database, except for company and contact records which are private to other users. The [w2h_b1|All ]contact group may not be deleted and it's properties, such as description and access rights, may
only be edited by a supervisor.
.endpar
.par
[w2h_b1|Note: ]Access to the [w2h_b1|All] contact group may be fully defined by a supervisor. This is used when a supervisor wishes to restrict one or more users to specific contact groups. Denying a
user access to the [w2h_b1|All] contact group prevents that user from being able to view every public company or contact. Instead the user will have access only to those companies and contacts
belonging to contact groups to which the user has been granted access. For more information, see [@SpecifyingAccesstoaContactGroup|Specifying Access to a Contact Group].
[@aheading_3|]You can create a new contact [@GlossGroup|group] in the following way:
Double click on a blank part of the Contact Group list. The Contact Group dialog box is displayed.
[@g_QUIC0389.BMP|]
Enter a name for the contact group, for example, 'Potential Prospects'.
Select the Members tab. The Members page lets you specify which companies and contacts will belong to the contact group.
[@g_QUIC0391.BMP|]
.par
Find the relevant companies and contacts by selecting either the [w2h_b1|Companies ]or [w2h_b1|Contacts ]radio button and searching for records which begin with or contain the text that you enter
into the [w2h_b1|Search Text] field. When you press the [w2h_b1|Search ]button, any records found will be displayed in the Results list. For more advanced searching, you can use the Company or
Contact Search dialog box. Pressing the [w2h_b1|Company Search Results ]or the [w2h_b1|Contact Search Results ]button will add the results of the Company or Contact search dialog box into the
[w2h_b1|Results ]list. Any companies shown in the [w2h_b1|Results ]list are displayed along with the list of associated employees.
.endpar
.par
Select the records from the [w2h_b1|Results ]list that you wish to add to the contact group and press the [w2h_b1|Add ]button. The selected companies will be added to the Members list. Press
[w2h_b1|OK ]to save your changes. The Contact group will appear in the Contact Group list.
[@bheading_3|] Adding Companies and Contacts to a Contact Group
[@aheading_3|]OfficeTalk lets you add companies and contacts to an existing contact [@GlossGroup|group] using drag and drop. You can do this in the following way:
.par
Firstly view the company or contact that you wish to add in the appropriate view. Click the left mouse button down in Company or Contact view and whilst keeping the left mouse button depressed, drag
the cursor to the relevant contact group in the Contact Group list and then release the left mouse button.
.endpar
Alternatively, from Directory view, select one or more companies or contacts and drag them to the relevant contact group in the Contact Group list.
[@g_QUIC1010.BMP|]
.par
OfficeTalk provides several options for when you drop a company or a contact onto a contact group, with regards to associated contacts or companies. For example, if you add a company to a contact
group, you may or may not wish to include all employees of the company as members of the contact group. Likewise, if you add a contact to a contact group, you may or may not wish to add the contact's
associated company as a member of the contact group. The Drag/Drop page of the Preferences dialog box lets you choose which options you require. The options for when you drop a company onto a contact
group are as described in the table below:
.endpar
.table colSize 8 21
[w2h_b1|Radio Button
Description
[w2h_b0|Do not add contacts
When you add a company to a contact group through drag and drop, OfficeTalk will not add any of the employees of the company to the contact group.
Add all contacts
When you add a company to a contact group through drag and drop, OfficeTalk will add all of the employees of the company to the contact group.
Prompt
When you add a company to a contact group through drag and drop, OfficeTalk will prompt you with a dialog box, letting you choose which employees will be added as members of the contact group.
.end-table
If you choose the [w2h_b1|Prompt] radio button, OfficeTalk will display a Select Employees dialog box.
[@g_QUIC0394.BMP|]
Select which employees you wish to add to the contact group and press the [w2h_b1|Add] button. If you do not wish to add any employees then just press [w2h_b1|OK].
The options for when you drop a contact onto a contact group are as described in the table below:
.table colSize 8 20
[w2h_b1|Radio Button
Description
[w2h_b0|Do not add company
When you add a contact to a contact group through drag and drop, OfficeTalk will not add the associated company to the contact group.
Add company
When you add a contact to a contact group through drag and drop, OfficeTalk will add the associated company to the contact group.
Prompt
When you add a contact to a contact group through drag and drop, OfficeTalk will prompt you with a message box, letting you choose whether or not to add the associated company to the contact group.
.end-table
If you choose the [w2h_b1|Prompt] radio button, OfficeTalk will pop up a message box asking you if you wish to add the contact's associated company to the contact group.
[@aheading_3|]Once you have defined a contact [@GlossGroup|group], you may open the contact group by double clicking on the group in the Contact Group list.
.par
When you open a contact group, only those companies or contacts that belong to the group will be visible from the Company, Contact and Directory Views. The [@g_QUIC0449.BMP|] and
[@g_QUIC0450.BMP|][w2h_b1| ]buttons will scroll through only those companies or contacts belonging to the open group. Any function that you perform in Contact mode, such as exporting, printing and
searching will use only those companies and contacts belonging to the open contact group.
.endpar
The window title of each view will reflect the currently opened contact group.
[@g_QUIC0451.BMP|]
Any companies or contacts that you add will automatically get added to the currently open contact group. Note that they will also be added to the [w2h_b1|All] contact group.
.par
[w2h_b1|Note: ]If you open a contact group and view the employees of a company, belonging to that group, in Company view, then OfficeTalk will show all employees that do [w2h_b1|not ]belong to the
contact group in a light grey colour. This distinguishes them from employees which do belong to the group. These employees are displayed in the usual employee font. These fonts are user definable.
For more information, see [@CustomisingtheDisplay|Customising the Display].
[@bheading_3|] Deleting Companies and Contacts from a Contact Group
.par
[@aheading_3|]If you open a contact [@GlossGroup|group] other than the [w2h_b1|All] contact group and attempt to delete a company or contact in the usual way, for example, by pressing the
[w2h_b1|Delete] key then, provided you have sufficient access, OfficeTalk will ask you if you wish to [w2h_i1|remove] the company or contact from the contact group.
.endpar
[@g_QUIC1012.BMP|]
If you press [w2h_b1|Yes], OfficeTalk will not delete the company or contact from the database but will instead remove the company or contact from the currently open contact group.
[w2h_b1|Note: ]You can only [w2h_i1|delete] a company or contact from the database if the [w2h_b1|All] contact group is currently open.
[@aheading_3|]Suppose you had a contact [@GlossGroup|group] called 'Prospects' which you wanted to further categorise into prospects to which you planned to send a prospective letter. Having two
separate unconnected contact groups: 'Prospects' and 'Prospective Letter Contacts', for example, will not properly represent the structure that you intend. Instead, OfficeTalk lets you create a
hierarchy of contact groups to properly represent the intended structure:
.endpar
[@g_QUIC1014.BMP|]
To make one contact group a sub group of another, do the following:
Create two top level contact groups, 'Contact Group 1' and 'Contact Group 2'.
.par
Drag 'Contact Group 2' and drop it onto 'Contact Group 1'. 'Contact Group 2'[w2h_i1| ]will appear indented under 'Contact Group 1'. A button will appear to the left of 'Contact Group 1'. Pressing the
button will hide the sub group. Pressing it again will show the sub group.
.endpar
.par
[w2h_b1|Note: ]Hierarchical contact groups still remain separate contact groups. This means that any companies or contacts belonging to a sub contact group will not inherently belong to the parent
[@bheading_3|] Finding Which Groups a Company or Contact Belongs To
.par
[@aheading_3|]OfficeTalk lets you view which contact groups a particular company or contact belongs to. You can do this by selecting the company or contact into the Company or Contact Window and
selecting {bmct help0103.bmp} from the window menu. If the selected company or contact does not belong to any groups then a dialog box will appear as shown below.
.endpar
[@g_QUIC0457.BMP|]
If the company or contact does belong to one or more groups then selecting {bmct help0104.bmp} from the window menu will pop up a window listing all the groups to which the company or contact belongs:
[@bheading_3|] Specifying Access to a Contact Group
.par
[@aheading_3|]OfficeTalk lets you specify the access that users have to a specific contact [@GlossGroup|group]. A user's access to a contact group defines the user's access to the companies and
contacts contained in the contact group. For example, if a user has read access to a contact group, then the user may open the contact group but may not add or remove companies and contacts to and
from the contact group. If the user has no access[w2h_i1| ]to a contact group then the contact group will not be visible to that user. It is possible for supervisors to give users no access[w2h_i1|
]to the [w2h_b1|All ]contact group. This means that a particular user will not necessarily be able to see all the contacts and companies held in the database. Instead, the user will have access only
to those companies and contacts belonging to specific contact groups.
.endpar
You may specify other users' access to a contact group only if you are a supervisor or if you are the owner of the contact group.
To specify access for a contact group do the following:
Select the contact group using the right mouse button and choose [w2h_b1|Edit] from the context menu. This will display the Contact Group dialog box.
Select the Access page.
If you selected the [w2h_b1|All] contact group, the Access page consists of a list of security profiles and a set of radio buttons.
[@g_QUIC1015.BMP|]
Select the security profiles representing the users whose access you wish to change and then choose the appropriate radio button to represent the access that you wish to grant.
If you selected a contact group other than the [w2h_b1|All] contact group, the Access page consists solely of a set of radio buttons representing the available access settings.
[@g_QUIC1017.BMP|]
.par
Specify whether this is a private, personal or public contact group by selecting the appropriate radio button. If you select the [w2h_b1|Private ]radio button, then only the owner of the contact
group will have access to the contact group. If you select the [w2h_b1|personal] radio button then other users' access to this contact group will depend on their [@GlossGeneralaccess|general access]
to you. If you select the [w2h_b1|public] radio button, then all users will have full access to the contact group.
[@aheading_2|]OfficeTalk lets you document any conversations that you have with contacts or companies. A Conversation is either an incoming or outgoing telephone call or a face to face conversation.
Once recorded, a conversation will be kept as a history item against the related company or contact and may be viewed in the history tab in Company or Contact View or from within History View.
.endpar
[w2h_b1|More:
[w2h_b0|[@RecordingaConversation|Recording a Conversation]
[@aheading_3|]You can record a conversation with a contact or company in the following way:
From within Contact, Company or Directory View, select the contact or company with whom you have had the conversation.
[w2h_b1|Note:] Recording a conversation with a company, rather than with a contact, is useful when it is not important who the contact is.
Press the [@g_QUIC1019.BMP|] button. The Conversation property sheet is displayed, showing the Details page.
[@g_QUIC0461.BMP|]
.par
Enter a subject for the conversation. The Company and Contact fields will be already set up to show the selected company or contact. You may select a different company or contact using the {bmct
help0105.bmp} button or the {bmct help0106.bmp} buttons, respectively.
.endpar
Specify whether the conversation was initiated by you or by the contact. Do this by selecting [w2h_b1|Outgoing ]or [w2h_b1|Incoming ]from the [w2h_b1|Direction] drop down list.
.par
A useful way of timing the conversation is to use the timer in the Conversation property sheet. Press the {bmct help0107.bmp} button when the conversation starts and, at the end of the conversation,
press the {bmct help0108.bmp} button. This will time the duration of the conversation. Alternatively, type in the duration of the conversation into the adjacent [w2h_b1|Timer] field.
.endpar
If this is a private conversation, which you wish no-one else to see, then check the [w2h_b1|Private] check box. Otherwise, leave the check box unchecked.
.par
Enter the conversation into the text window, using the format toolbar to add colour, fonts and character style to your text. You may attach one or more files to a conversation by pressing the {bmct
help0109.bmp} button.. Press [w2h_b1|OK] to save your changes.
[@aheading_3|]Once a conversation has been created it is available either in the History tab in Company or Contact view when the associated company or contact is displayed or from within History
View. If you select a conversation from within History View from the top window, the body of the conversation will appear in the bottom window.
.endpar
.par
The subject of the conversation is shown at the top of the window showing the conversation body along with the [w2h_i1|thread number] of this conversation. (See 'Adding to a Conversation Thread'
[@aheading_3|]Provided that you have sufficient access, you may edit a conversation from either Company, Contact or History View by double clicking on the relevant conversation. The Conversation
property sheet is displayed, showing the Details page. You may edit any of the properties of the conversation, including the conversation subject and body.
[@aheading_3|]Provided that you have sufficient access, you may delete a conversation from either Company, Contact or History View. Do this by selecting the conversation that you wish to delete and
pressing the [w2h_b1|Delete] key on the keyboard. OfficeTalk will ask you to confirm that you wish to send the conversation to the recycle bin. Press [w2h_b1|Yes] to delete the conversation. For more
information, see [@TheRecycleBin|The Recycle Bin].
[@aheading_3|]If you wish to create a conversation which follows on from an existing conversation then OfficeTalk lets you join the conversations into a conversation [w2h_i1|thread]. You can do this
in the following way:
.endpar
.par
Select the conversation that you wish to add to. Note that the conversation that you select must be either a non-threaded conversation (the title will read [w2h_b1|(1 of 1)] ) or it must be the last
conversation in the thread (the title will read [w2h_b1|(3 of 3),] for example). You cannot join onto a conversation which is in the middle of a thread (for example if the title read [w2h_b1|(1 of 3)
]).
.endpar
.par
Click on the conversation using the right mouse button and select [w2h_b1|Continue Thread] from the context menu. A Conversation property sheet will appear with the subject field already filled out.
Enter the body of the new conversation and press [w2h_b1|OK] on the Conversation property sheet. The new conversation will be linked to the selected conversation.
[@aheading_3|]Conversations which are [w2h_i1|threaded] together are not usually consecutive entries in the Conversations Window. For this reason, OfficeTalk lets you move back and forward along any
particular thread using the {bmct help0110.bmp} and {bmct help0111.bmp} buttons located in the title bar of the bottom window. To do this, select a conversation which is part of a thread. If there is
a conversation [w2h_i1|previous] to the selected conversation in the thread, then the {bmct help0112.bmp} button will be enabled. Pressing this button will take you to the previous conversation. If
there is a conversation after the selected conversation in the thread then the {bmct help0113.bmp} will be enabled. Pressing this button will take you to the next conversation in the thread.
[@aheading_3|]OfficeTalk lets you set up one or more categories which may be used to classify your conversations. To mark a conversation as belonging to a particular [@GlossCategory|category], do the
following:
.endpar
[w2h_b0|Bring up the Conversation property sheet by double clicking on the relevant conversation in the History window.
[@g_QUIC0463.BMP|]
Select the Categories page. The Categories page will display a list of contact related categories in the bottom window. Each category has a check box to the left of the description.
Select one or more check boxes representing the classification of the conversation into the relevant categories.
Press [w2h_b1|OK] to save your changes.
.par
You may add your own private categories by typing the name of the category into the [w2h_b1|Categories] window in the Categories page and pressing the [w2h_b1|Update ]button. The new category will
appear, checked, in the bottom window. Press [w2h_b1|OK] to save your changes.
.endpar
.par
If you wish to add the conversation to categories in another [@GlossCategoryset|category set], for example, the Diary category set, then select the Diary category set from the [w2h_b1|Set ]drop down
list. The list of available categories in that category set will appear in the bottom window. Select one or more categories and press [w2h_b1|OK] to save your changes.
.endpar
For more information on Categories, see [@UsingCategories|Using Categories].
[@bheading_3|] Specifying Access Rights to your Conversations
.par
[@aheading_3|]OfficeTalk lets you define other user's access to any conversation that you create. If a user is given full access to a conversation then the user may edit the conversation or even
delete the conversation from the system.
.endpar
You can grant access to a conversation in the following way:
Bring up the conversation property sheet by double clicking on the relevant conversation and select the Access page.
.par
[@specialChar(b7)|183] Specify whether this is a private, personal or public conversation by selecting the appropriate radio button. If you select the [w2h_b1|Private ]radio button, then only you,
the owner of the conversation, will have access to the conversation . If you select the [w2h_b1|personal] radio button, then other users' access to this conversation will depend on their
[@GlossGeneralaccess|general access] to you. If you select the [w2h_b1|public ]radio button, then all users will have full access to the conversation.
.endpar
[@g_QUIC0894.BMP|]
.par
Note that you may not have sufficient access to mark the conversation as a public conversation. This may be changed by a supervisor. For more information, see [@RestrictingAccesstoModes2|Restricting Access to Modes]
[@aheading_3|]OfficeTalk lets you store additional custom data with each conversation. For example, you may wish to attribute a [w2h_i1|cost] to the conversation. Additional custom fields must be
stored in the Conversation property sheet in a separate page. For example, you may create an additional page in the Conversation property sheet, called "Costing". The [w2h_b1|Cost ]field may then be
added to this page. You may add any number of additional custom pages to a property sheet and you may add any number of additional fields to a custom page.
.endpar
[@g_QUIC0465.BMP|]
For more information on custom fields and custom dialog boxes, see [@TheCustomFieldWizard|The Custom Field Wizard]
[@aheading_3|]OfficeTalk provides a way for you to search for conversations quickly and easily.
Select [w2h_b1|Search Conversations] from the [w2h_b1|Search] menu. The Search Conversations dialog box is shown.
.par
You may choose whether to search on just the subject field, on the subject field and conversation body, on all text fields (including the conversation notes and any custom data) or on [w2h_i1|all]
conversation fields (including date field values). You can do this by making the relevant selection from the [w2h_b1|Field ]drop down list.
.endpar
Enter some search text into the [w2h_b1|Text] field.
If you wish to confine your search to a specific date range then check the [w2h_b1|Date] check box and specify the desired start and end date.
.par
When you have entered the relevant search criteria, press the [w2h_b1|Search ]button. OfficeTalk will search for the specified text and will add any matching items to the [w2h_b1|Results] list. You
may view the actual record associated with any of the results by selecting the appropriate result from the list and pressing the [w2h_b1|Goto] button. OfficeTalk will change to History view and will
display the corresponding conversation in the bottom window.
.endpar
For more information on searching, see [@SearchingforData|Searching for Data].
[@aheading_3|]Typically, you would print conversations by using the Print History dialog box. However, OfficeTalk provides functionality to print either a single conversation or all the conversations
in a particular thread.
.endpar
You can print a conversation or a conversation thread by selecting [w2h_b1|Print Conversation] from the [w2h_b1|File/Print] menu. The Print Conversation dialog box is displayed.
The fields and buttons in the Print Conversation dialog box are described in the table below:
.table colSize 9 20
[w2h_b1|Field/Button
Description
[w2h_b0|Selected Conversation/ [@lineBreak|]All in selected thread
.par
You may choose what to print by selecting one of these radio buttons. You can print either the selected conversation on its own or the selected conversation and all other conversations in the same
thread.
.endpar
New page per conversation
Check this check box if you wish to start a new page for every new conversation.
Draw line between conversations
Check this check box if you wish to print a horizontal line between each conversation printed.
Print field titles
Check this check box if you wish to print field names. Field names will be printed using the Title Font which may be defined in the Fonts tab.
Print conversation subject
Check this check box if you wish to print the conversation subject separately from the other field titles using the Subject font which may be defined in the Fonts page.
Print conversation text[w2h_i1|
]Check this check box if you wish to print the body of each conversation.
.end-table
OfficeTalk provides common print functionality in all Print dialog boxes. This functionality includes:
Defining headers and footers
Printer setup
Page Style Selection
Saved Print Settings
Preview capability
For more information on this common print functionality, see [@Printing|Printing].
[@aheading_2|]OfficeTalk provides functionality for writing letters or faxes or other such documents to contacts based on pre-defined templates. Writing a letter or composing a fax to someone is
simply a case of selecting the relevant contact, selecting a document template and pressing a [w2h_b1|Create Document ]button. OfficeTalk does the rest. Furthermore, once you have created a document
from within OfficeTalk, it becomes part of the history trail for the relevant company or contact and the document's content is instantly accessible without having to start a word processor in order
to view it.
.endpar
Such functionality is useful for both one-off documents and for standard documents, such as a rejection letter for a job candidate.
OfficeTalk will work with any word processor capable of supporting either plain text or RTF.
[@aheading_3|]A Document template is a plain text or an RTF file containing standard text and replacement fields. OfficeTalk comes supplied with standard document templates. These include:
Standard Letter (RTF)
Standard Letter (Text)
Standard Fax (RTF)
Standard Fax (Text)
You can create your own document templates in the following way:
Select [w2h_b1|Document Templates] from the [w2h_b1|Edit ]menu. The Document Templates dialog box is displayed.
[@g_QUIC0467.BMP|]
Press the [w2h_b1|New] button. The Document Template dialog box is displayed.
.par
Enter a description for the template and select whether the template will contain [@GlossRichtext|rich text] formatting or plain text formatting. Note that if you select [w2h_b1|Rich Text ]you must
have a word processor capable of supporting RTF (Rich Text Format) that is associated with the .RTF extension.
.endpar
.par
Select whether the template is public to all users in the workgroup or whether it is personal to you. Finally, press the [w2h_b1|Design[@specialChar(85)|133]] button. This will start your word
processor, showing a new document
.endpar
.par
Lay out the document, using any of the replacement fields listed below. When you create a document, OfficeTalk uses the document template and substitutes any replacement fields with the appropriate
text.
.endpar
.table colSize 13 16
[w2h_b0|[w2h_b1|Replacement Field
Description
[w2h_b0|<@Company>
The selected company name and address1 field.
<@Company.Name>
The selected company name.
<@Company.Description>
The selected company name and address1.
<@Company.Creation Date>
The date when the company record was created (short date format)
<@Company.Creation Time>
The date and time when the company record was created.
<@Company.Address>
The company full address. Any blank fields are removed.
<@Company.Address 1>
The company address1 field.
<@Company.Address 2>
The company address2 field.
<@Company.Address 3>
The company address3 field.
<@Company.Town/City>
The company town/city field.
<@Company.County>
The company county.
<@Company.Postcode>
The company postcode.
<@Company.Country>
The company country.
<@Company.Phone 1>
The company phone1 field.
<@Company.Phone 2>
The company phone2 field.
<@Company.Fax>
The company fax field.
<@Contact>
The selected contact name.
<@Contact.Name>
The selected contact name.
<@Contact.Title>
The selected contact title.
<@Contact.First Names>
The selected contact first names.
<@Contact.Last Name>
The selected contact last name.
<@Contact.Creation Date>
The date when the contact record was created (short date format)
<@Contact.Creation Time>
The date and time when the contact record was created
<@Contact.Address>
The contact full home address field. Valid only if a contact is selected. Blanked otherwise.
<@Contact.Address 1>
The contact home address 1 field. Valid only if a contact is selected. Blanked otherwise.
<@Contact.Address 2>
The contact home address 2 field. Valid only if a contact is selected. Blanked otherwise.
<@Contact.Address 3>
The contact home address 3 field. Valid only if a contact is selected. Blanked otherwise.
<@Contact.Town/City>
The contact home town/city field. Valid only if a contact is selected. Blanked otherwise.
<@Contact.County>
The contact home country. Valid only if a contact is not selected. Blanked otherwise.
<@Contact.Postcode>
The contact home postcode field. Valid only if a contact is selected. Blanked otherwise.
<@Contact.Country>
The contact home country. Valid only if a contact is not selected. Blanked otherwise.
<@Contact.Phone 1>
The contact home phone 1 field. Valid only if a contact is selected. Blanked otherwise.
<@Contact.Phone 2>
The contact home phone 2 field. Valid only if a contact is selected. Blanked otherwise.
<@Contact.Fax>
The contact home fax field. Valid only if a contact is selected. Blanked otherwise.
<@Contact.Company Address>
The contact's company address field. Valid only if the contact is associated with a company. Blanked otherwise.
<@Contact.Company Address 1>
The contact's company address 1 field. Valid only if the contact is associated with a company. Blanked otherwise.
<@Contact.Company Address 2>
The contact's company address 2 field. Valid only if the contact is associated with a company. Blanked otherwise.
<@Contact.Company Address 3>
The contact's company address 3 field. Valid only if the contact is associated with a company. Blanked otherwise.
<@Contact.Company Town/City>
The contact's company town/city field. Valid only if the contact is associated with a company. Blanked otherwise.
<@Contact.Company County>
The contact's company county field. Valid only if the contact is associated with a company. Blanked otherwise.
<@Contact.Company Postcode>
The contact's company postcode field. Valid only if the contact is associated with a company. Blanked otherwise.
<@Contact.Company Country>
The contact's company country field. Valid only if the contact is associated with a company. Blanked otherwise.
<@Contact.Company Phone 1>
The contact's company phone 1 field. Valid only if the contact is associated with a company. Blanked otherwise.
<@Contact.Company Phone 2>
The contact's company phone 2 field. Valid only if the contact is associated with a company. Blanked otherwise.
<@Contact.Company Fax>
The contact's company fax field. Valid only if the contact is associated with a company. Blanked otherwise.
<@Contact.Position>
The contact's position. Valid only if a contact is selected. Blanked otherwise.
<@Contact.Department>
The contact's department. Valid only if a contact is selected. Blanked otherwise.
<@User>
Your full name.
<@User.Name>
Your full name.
<@User.Last Name>
Your last name.
<@User.First Names>
Your first names.
<@User.Creation Date>
The date when your user record was created (short date format)
<@User.Creation Time>
The date and time when your user record was created
<@Date>
The current date. The format of the date is taken from the [w2h_i1|long date] format of the regional settings specified for your computer.
<@Short Date>
The current date. The format of the date is taken from the [w2h_i1|short date] format of the regional settings specified for your computer.
<@Year>
The current year in long format, e.g. '1998'.
<@Short Year>
The current year in short format, e.g. '98'.
<@Month>
The current month in long format, e.g. 'January'.
<@Short Month>
The current month in short format, e.g. 'Jan'.
<@Month Number>
The current month represented as a number from 1 to 12.
<@Day>
The current day number from 1 to 31.
<@Day Of Week>
The current day of the week in long format, e.g. 'Monday'.
<@Short Day Of Week>
The current day of the week in short format, e.g. 'Mon'.
<@Day Of Week Number>
The current day of the week represented as a number from 0 to 6. 0 is a Sunday.
<@Time>
The current time in 24 hour format.
<@Time 12>
The current time in 12 hour format.
<@Workgroup>
The workgroup's name.
<@Subject>
The document's subject which was entered when the document was made.
.end-table
.par
OfficeTalk may replace certain fields with nothing. For example, if a document is written to a company (with no contact selected) and if the replacement field <@Contact.First Names> occurred in the
template, then since no contact details exist, the replacement field is replaced with nothing. The replacement field would also be replaced with nothing if a contact was selected, but there were no
first name details.
.endpar
.par
OfficeTalk lets you safeguard against such incidents by providing you with a way of supplying a default replacement. For example, you might be mailing a set of companies, some of whom have contacts
that may be addressed as Dear '<@Contact.First Names>' and others which do not have contacts that should be addressed 'Dear Sir/Madam'.
.endpar
.par
OfficeTalk lets you provide default replacements by entering a ';' or ':', followed by your default text, immediately before the closing field delimiter '>'. Taking the above example, any text after
a ':' character will be used as the default replacement if the contact object exists but the relevant field is empty. Any text after a ';' character will be used as the default replacement if the
contact object does not exist, for instance, if the document was written to a company and no contact was selected.
.endpar
To achieve the result in the above example, the greeting in the Document template would be as follows:
If you would like to receive information via our mailing list then please write to us at the above address.
Yours Sincerely,
<@User.First Names> <@User.Last Name>
<@Workgroup>
The above example uses the fields Dear [w2h_b1|<@Contact.First Names:Sir/Madam;Sir/Madam>]. The combination of these fields handles the following cases:
Writing a document to a company with no contact selected. In such a case the default is taken from the text after the ';' character.
Writing a document to a contact whose first name is blank. In such a case the default is taken from the text after the ':' character.
Writing a document to a contact whose first name is filled out.
.par
The above example also uses the fields [w2h_b1|<@Contact.Company Address:<@Company.Address>;<@Contact.Address>> ]for displaying a receiver address. The combination of these fields handles the
following cases:
.endpar
Writing a document to a company with no contact selected.
Writing a document to a contact whose company address is blank, in which case the contact's home address is used.
Writing a document to a contact who belongs to a company whose address fields are filled out.
[@aheading_4|]Certain [@GlossRichtext|rich text] editors such as Microsoft Word include the title of the document in the generated RTF. If you do not provide a document title then the title may be
automatically generated by using the first few characters of the document. If the first few characters of your document is a replacement string then this will be used as the document title and will
possibly render the template unusable. If you are designing an RTF template then always ensure that you specify a sensible document title. You can usually locate the document title field by selecting
[w2h_b1|Properties] from the [w2h_b1|File] menu of your RTF word processor.
[@aheading_3|]To create a document, such as a letter or a fax, for a specific company or contact, do the following:
.par
Select the company or contact in either Company or Contact view and press the [@g_QUIC1020.BMP|] button situated in the Contact mode shortcut bar. Alternatively, press [w2h_b1|Ctrl+W] together. A
Document dialog box is displayed, showing the Details page.
.endpar
[@g_QUIC0470.BMP|]
The intended recipient of the document is displayed at the top of the Details page. Enter a subject for the document and choose a document template on which this document will be based.
.par
Press the [w2h_b1|Create Document ]button. Your word processor will be launched, showing the document that you have just created. Add any additions to the document, save it, optionally print it and
close down the word processor.
.endpar
OfficeTalk will record the document as a history trail against the selected company or contact.
[@aheading_3|]OfficeTalk lets you set up one or more categories which may be used to classify your documents. To mark a document as belonging to a particular [@GlossCategory|category], do the
following:
.endpar
Bring up the Document dialog box by double clicking on the relevant document from the history window in either Company or Contact View, or from within History View.
[@g_QUIC0472.BMP|]
Select the Categories page. The Categories page will display a list of contact related categories in the bottom window. Each category has a check box to the left of the description.
Select one or more check boxes representing the classification of the document into the relevant categories.
Press [w2h_b1|OK] to save your changes.
.par
You may add your own private categories by typing the name of the category into the Categories window in the Categories page and pressing the [w2h_b1|Update ]button. The new category will appear,
checked, in the bottom window. Press [w2h_b1|OK] to save your changes.
.endpar
.par
If you wish to add the document to categories in another [@GlossCategoryset|category set], for example, the Diary category set, then select the Diary category set from the [w2h_b1|Set ]drop down
list. The list of available categories in that category set will appear in the bottom window. Select one or more categories and press [w2h_b1|OK] to save your changes.
.endpar
For more information on Categories, see [@UsingCategories|Using Categories].
[@bheading_3|] Specifying Access Rights to your Documents
.par
[@aheading_3|]OfficeTalk lets you define other users' access to any documents, such as letters and faxes, that you create. If a user is given full access to a document then the user may edit the
document and even delete the document from the system.
.endpar
You can grant access to a document in the following way:
.par
Bring up the Document property sheet by clicking on the document using the right mouse button in the History tab under the appropriate company or contact, and selecting
[w2h_b1|Edit[@specialChar(85)|133]] from the context menu. Select the Access page.
.endpar
.par
[@specialChar(b7)|183] Specify whether this is a private, personal or public document by selecting the appropriate radio button. If you select the [w2h_b1|Private ]radio button then only you, the
owner of the document, will have access to the document. If you select the [w2h_b1| personal ]radio button then other users' access to this document will depend on their [@GlossGeneralaccess|general access]
to you. If you select the [w2h_b1|public ]radio button, then all users will have full access to the document.
.endpar
[@g_QUIC0896.BMP|]
.par
Note that you may not have sufficient access to mark the document as a public document. This may be changed by a supervisor. For more information, see [@RestrictingAccesstoModes2|Restricting Access to Modes]
[@bheading_3|] Changing the Company or Contact for a Document
[@aheading_3|]If you wish to change the Company or Contact associated with a particular document, then do the following:
Bring up the Document dialog box by double clicking on the relevant document from the history window in either Company or Contact View, or from within History View.
Select the Contact tab. The Contact page lets you choose the company or contact with which you wish the document to be associated.
[@aheading_3|]OfficeTalk lets you keep [@GlossRichtext|rich text] notes for a document in order to record additional related information which you do not want to include in the content of the
document. You can do this by selecting the Notes tab from the Document dialog box.
.endpar
[@g_QUIC0474.BMP|]
Type in the notes, using the format toolbar to add colour, fonts and character style to your text.
[@aheading_3|]A Mail Merge is the process of merging a list of contact names and addresses with a template in order to create one or more letters. For example, you may perform a mail merge with a
list of all your customers in order to create a letter notifying them of your latest products or services.
.endpar
.par
OfficeTalk lets you perform mail merges with a specific document template and with a contact [@GlossGroup|group] representing your list of contact or company names and addresses. Once you have
created a mail merge, OfficeTalk will record it as a history trail against each company and contact involved.
.endpar
You can perform a mail merge in the following way:
Prior to performing a mail merge there must exist at least one document template. For more information on creating document templates, see [@DesigningDocumentTemplates|Designing Document Templates]
Select [w2h_b1|Mail Merge ]from the [w2h_b1|Edit/New ]menu. The Mail Merge wizard is displayed.
[@g_QUIC0476.BMP|]
Enter a subject describing the purpose of the mail merge, for example, 'Product Update Letter'. Press [w2h_b1|Next].
[@g_QUIC0478.BMP|]
.par
The next page lets you select a contact group with which to perform the mail merge. You may also choose whether or not to mail either the companies belonging to the contact group or the contacts
belonging to the contact group, or both. Pressing Next will display the Record page.
.endpar
[@g_QUIC0480.BMP|]
.par
The Record page lets you choose whether to record a history record for each company or contact involved in the mail merge or whether to record a single record for the entire mail merge. Select the
appropriate radio button and press Next.
.endpar
[@g_QUIC0482.BMP|]
.par
The Template page lets you choose which document template will be used to generate the mail merge. Select the appropriate template and press [w2h_b1|Finish]. OfficeTalk will create the mail merge
document and will launch your default word processor to show the mail merge document. OfficeTalk will also add history records according to the options chosen in the Record page. The mail merge
history will be available from the history tabs in Company or Contact View or from within History view.
[@aheading_2|]History View lets you view the contact history between all companies and contacts and all users in your workgroup. This view is ideal for monitoring all forms of communication taking
place within your organisation. The History tab in History View lists all conversations, documents, mail merges, incoming e-mail, outgoing e-mail, meetings and completed tasks held between users and
companies or contacts.
.endpar
The Pending tab in History View lists any forthcoming meetings and any outstanding tasks associated with companies and contacts.
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[w2h_b1|More:
[w2h_b0|[@ChangingtheDateFilter|Changing the Date Filter]
[@ChangingtheUserFilter|Changing the User Filter]
[@ChangingtheCompanyandContactFilters|Changing the Company and Contact Filters]
[@aheading_3|]By default, OfficeTalk shows your contact history for all companies and contacts for the current month. You may show the contact history over a different period by using the
[w2h_b1|From] and [w2h_b1|To] drop down lists located at the top of the view. Each date control contains two buttons: a {bmct help0114.bmp} button and a {bmct help0115.bmp} button.
.endpar
.par
To select a date using the calendar, click on the {bmct help0116.bmp} button. A calendar will drop down underneath the date field. Use the calendar to locate the required month and then press on the
required date. Once selected, OfficeTalk will remember this date.
.endpar
[@g_QUIC0497.BMP|]
.par
A [w2h_i1|smart] date lets you specify dates such as: 'Yesterday'[w2h_i1|, ]'Last Week'[w2h_i1|, ]'Last Month', 'Next Year' etc. You can select a [w2h_i1|smart] date by pressing the {bmct
help0117.bmp} button. This will drop down a list of smart dates. You may choose from the following:
.endpar
[@g_QUIC0499.BMP|]
Once selected, OfficeTalk will remember the selected smart dates. This is useful if you always wish to view history over a certain relative date range, for example, from Last Quarter to This Quarter.
When you change the dates in either of the date controls, the history list will update to show history over the new date selection.
[@aheading_3|]By default, only contact history relating to you is shown in the History window. Provided that you have at least read access to one or more other users, then you may view the contact
history relating to these other users. You can do this by selecting the relevant user from the [w2h_b1|User ]drop down list. When you do this the history list will update to show the relevant history.
.endpar
[w2h_b1|Note: ]When you view another user's contact history you will not have access to that user's sent or received mail.
If you wish to view the combined contact history of all users to which you have access, then select [w2h_b1|All Users - ] from the drop down list.
[@bheading_3|] Changing the Company and Contact Filters
.par
[@aheading_3|]By default, contact history is displayed for all contacts and all companies defined in the workgroup. You may wish to view only history or pending actions for the company or contact
currently selected in either the Company or Contact view. You can do this by pressing the {bmct help0118.bmp} button next to the Contact or Company controls. Pressing this will display the relevant
search dialog box.
.endpar
[@g_QUIC0501.BMP|]
Select [w2h_b1|Current Contact - ]or [w2h_b1|Current Company--] from either the Search Contact or Search Company dialog box and press the [w2h_b1|Select] button.
.par
If you wish to view the history for a specific company then search for the company by entering the first few letters of the company name into the [w2h_b1|Search] field of the Search Companies dialog
box and pressing the [w2h_b1|Search] button. Any matches will be displayed in the Results window. Select the relevant company from the results window and press [w2h_b1|Select]. The History list will
update to show only history for the selected company. You may perform a similar action for contacts.
[@aheading_3|]To print the contents of the History list, apply the appropriate filters to the list in order to display the history items that you wish to print and then select [w2h_b1|Print History
]from the [w2h_b1|File/Print ]menu. The Print History dialog box is displayed.
.endpar
[@g_QUIC0503.BMP|]
.par
The Details tab of the Print History dialog box contains two radio buttons which control which fields you print with each history item. If you select the [w2h_b1|Print As Shown ]radio button,
OfficeTalk will print only those fields corresponding to the columns that are currently shown in the History list. By default, these columns are [w2h_i1|Date], [w2h_i1|Subject], [w2h_i1|Owner],
[w2h_i1|Contact] and [w2h_i1|Company]. If you select the [w2h_b1|Print using options ]radio button then the Fields list will become enabled, allowing you to manually select which fields to print with
each history item. You may choose from the following fields:
.endpar
.table colSize 8 20
[w2h_b1|Field
Description
[w2h_b0|Subject
The subject of the history item
Date/Time
The date and time when the history item was created
Date
The date when the history item was created
Time
The time when the history item was created
Owner
The user who created the history item
Contact
The contact with whom the history item is related
Company
The company with which the history item is related
Categories
Any categories to which the history item belongs
.end-table
.par
If you check the [w2h_b1|Print history text ]check box then, depending upon the type of history item, OfficeTalk will print either the body of an incoming or sent e-mail message, the body of a
conversation, the contents of a document or mail merge, the agenda and minutes of a meeting or the notes of a task. By default this check box is checked. If you wish only to print one line containing
the fields relating to each history item and you do not wish to print the detail then ensure that the [w2h_b1|Print History Text] check box is unchecked.
.endpar
.par
Any fields that are selected are printed from left to right, across the page. If you wish to print the field titles, such as "Subject", "Contact" etc., then check the [w2h_b1|Print Field Titles]
check box. The field titles will be printed above each field as shown below:
.endpar
.par
Selecting the [w2h_b1|New Page per Item] check box will start a new page for each history item. Similarly, selecting the [w2h_b1|Line between each item ]check box will draw a horizontal line after
each history item. This is useful if you do not start a new page for each record, yet you wish to be able to distinguish the end of one history item from the start of the next.
.endpar
The Fonts page of the Print History dialog box contains two buttons which let you choose the font of any titles that you print and the font of all fields which are printed for each history record.
[@g_QUIC0505.BMP|]
[w2h_b1|Note: ]There is no button to choose the font of the History detail text since this is ]][@GlossRichtext|rich text] and is therefore already formatted.
[w2h_b0|OfficeTalk provides common print functionality in all Print dialog boxes. This functionality includes:
Defining headers and footers
Printer setup
Page Style Selection
Saved Print Settings
Preview capability
For more information on this common print functionality, see [@Printing|Printing].
.par
Once you have selected the required options in the Print History dialog box, press the [w2h_b1|Preview] button to check the appearance of your print out and then send it to the printer by pressing
[@aheading_2|]OfficeTalk lets you import companies and contacts from CSV files. A CSV (Comma Separated Values) file is an ASCII file which can represent a series of data records. Each line of the CSV
file represents a record of data with the exception of the first line which is usually a header line that describes the format of each record. An example of a simple contact CSV file is shown below:
.endpar
"Name", "Company", "Address 1", "Address 2"
"John Noble", "XYZ Ltd", "103 High Street", "Wycombe"
"Peter Lord", "ABC Plc", "1, Wote St", "Aylesbury"
OfficeTalk requires the following fields for each data type:
.table colSize 14 14
[w2h_b1|Data Type
Minimum Fields
[w2h_b0|Companies
Name
Contacts
Last Name
.end-table
To import Company or Contact data, do the following:
Select either [w2h_b1|Company CSV Records ]or [w2h_b1|Contact CSV Records ]from the [w2h_b1|File/Import ]menu in Contact mode. The CSV Import Wizard is displayed, showing the File page.
[@g_QUIC0507.BMP|]
.par
The File page lets you choose the CSV file that you wish to import. Either type in a filename in the [w2h_b1|Import File ]field or press the [w2h_b1|Browse[@specialChar(85)|133]] button and search
for the required file. Once you have specified a valid filename in this field, you may view the file by pressing the [w2h_b1|View File[@specialChar(85)|133]] button. Pressing [w2h_b1|Next] will show
the Address Book Options Page.
.endpar
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.par
The Address Book Options page lets you select whether or not all imported records will be marked as private to you. This may be done by checking the [w2h_b1|Import as Personal Items] check box. If a
contact ]][@GlossGroup|group] is currently open (other than the [w2h_b1|All] contact group), then the [w2h_b1|Import into current contact group] check box will be enabled. Checking this check box
will add all imported records to the current contact group. Pressing [w2h_b1|Next] will show the Connections page.
.endpar
.par
The Connections page lets you connect the available fields in the selected CSV file with the relevant data type's available fields. For example, if you were importing the sample file above into your
contact address book the Connections page would show the following:
.endpar
[@g_QUIC0511.BMP|]
.par
Connect up the fields contained in the CSV file with the appropriate company or contact fields from the right-hand list. For example, if you are importing companies, connect 'Company' in the
left-hand list to 'Company Name' in the right-hand list and connect[w2h_i1| ]'Address 1' and 'Address 2' in the left-hand list to the corresponding fields in the right-hand list. To connect two
fields, select the relevant field from each list and press the [w2h_b1|Connect] button. If you make a mistake you can disconnect a field by selecting the relevant field from the right hand list and
pressing [w2h_b1|Disconnect]. Alternatively, just connect the field in the right hand list to a different field in the left hand list.
.endpar
.par
[w2h_b1|Note: ]The CSV Import Wizard will let you connect a field in the right hand list to more than one field in the left hand list. The result is that data held in the relevant field in the CSV
file is copied to each connected field in the company or contact.
.endpar
.par
Pressing [w2h_b1|Next] will display the Preview page. This page lets you verify that the connections you have made are correct by allowing you to step through the first few records that will be
added. This way, you will be able to spot any mistakes prior to loading the data into OfficeTalk.
.endpar
[@g_QUIC0513.BMP|]
.par
The [w2h_b1|Prev] and [w2h_b1|Next] buttons may be used to step through each record in the CSV file. When you are happy that the data will import correctly, press [w2h_b1|Finish]. OfficeTalk will
import the data as either Companies or Contacts, depending upon whether you selected [w2h_b1|Import CSV Companies ]or [w2h_b1|Import CSV Contacts].
.endpar
.par
[w2h_b1|Note: ]Importing companies does just that, it does not import contact information. If you have a CSV file containing both company and contact information then you must firstly import the
companies and then import the contacts using the same CSV file. For details on how to do this, see "Connecting Contacts to Companies via a CSV Import" below.
.endpar
[w2h_b1|More:
[w2h_b0|[@ConnectingContactstoCompaniesviaaCSVImport|Connecting Contacts to Companies via a CSV Import]
[@bheading_3|] Connecting Contacts to Companies via a CSV Import
.par
[@aheading_3|]If you have a CSV file which contains both company and contact information in the same record and you wish to import the company records and show the associated contacts as employees,
then you should perform two imports as follows;
.endpar
Firstly import the company information, as described in [@ImportingCompanyandContactData|Importing Company and Contact Data].
.par
Using the same CSV file, import the contact information, but ensuring that the [w2h_b1|%[Company%]] field in the [w2h_b1|OfficeTalk Fields ]list is connected to the field representing the name of the
company in the [w2h_b1|Available Fields] list.
.endpar
Once the contacts have been imported, they will each be associated with the relevant companies.
[@aheading_2|]OfficeTalk lets you export company and contact records to a CSV file. You can do this in the following way:
Select [w2h_b1|Company CSV Records] or [w2h_b1|Contact CSV Records ]from the [w2h_b1|File/Export ]menu in Contact Mode. The CSV Export wizard will appear showing the File page.
[@g_QUIC0515.BMP|]
.par
Select a filename for the output CSV file. Do this either by typing a full path name into the Export File field or by pressing the [w2h_b1|Browse[@specialChar(85)|133] ]button and selecting an
existing file. Press [w2h_b1|Next] to display the Filter page.
.endpar
.par
The Filter page lets you choose whether or not to use the filter currently applied in Directory View when exporting companies. If you wish to use the filter then ensure that the [w2h_b1|Use Filter]
check box is checked.
.endpar
[@g_QUIC0517.BMP|]
.par
Press [w2h_b1|Next] to display the Options page. The Options page lets you choose various output options for your exported file. If you want each item of data to be encapsulated by quotes, then
ensure that the [w2h_b1|Quoted Fields] check box is selected. If you want to output a header record at the top of the file then check the [w2h_b1|Output Header] check box. If you want to end each
record line with a delimiter (the default is not to) then check the [w2h_b1|End line with delimiter] check box.
.endpar
Choose a delimiter (field separator) by selecting from the [w2h_b1|Delimiter] field. You can choose between a TAB character and a COMMA.
Press [w2h_b1|Finish]. OfficeTalk will then export the records in the selected [@GlossGroup|group] (or all records in the database if no group is selected) to the specified CSV file.
.par
[w2h_b1|Note: ]Note that only the companies or contacts in the currently open contact group are exported. If the [w2h_b1|All] contact group is selected then all companies or contacts are exported.
You will only be able to export those companies to which you have at least read access.
[@bheading_2|] Viewing a Remote Workgroup's Address Book
.par
[@aheading_2|]If you have access to a remote workgroup, then provided that the remote workgroup has one or more companies, contacts or contact groups and given that you have sufficient access to this
information, OfficeTalk will let you view contact information belonging to the remote workgroup.
.endpar
[@g_QUIC0519.BMP|]
.par
To do this, firstly drop down the list of contact groups and select the appropriate remote workgroup. The drop down list will close and OfficeTalk will attempt to open the remote workgroup database.
When this is done, the contact [@GlossGroup|group] list will change to show the list of contact groups in the remote workgroup. Selecting any one of these contact groups, by double clicking on it,
will give you access to the companies and contacts belonging to that contact group.
.endpar
If you have sufficient access to the opened contact group, you may add, edit and even delete companies and contacts belonging to the remote workgroup.
[w2h_b1|Note: ]In order to add a company or contact to a remote workgroup database, ensure that you have opened a contact group in the remote workgroup and simply add companies or contacts as normal.
[@bheading_2|] Designing Company and Contact Views
[@aheading_2|]OfficeTalk lets you completely configure the layout and presentation of both the Company View and the Contact View. You may choose which fields are displayed and how they are displayed.
.par
You can design the Company or Contact View by first entering the relevant view and then clicking the right mouse button inside the view and selecting [w2h_b1|Layout] from the context menu. When you
do this, a grid will appear over the view, splitting the view into a series of cells. A format[w2h_i1| ]toolbar and an alignment toolbar will appear at the top of the view. To stop designing the
view, select [w2h_b1|Layout] once more from the context menu.
.endpar
[@g_QUIC1022.BMP|]
.par
By default, the view shows four columns of cells. The cells in the first and third column contain text representing the field labels. The cells in the second and fourth columns contain
representations of the field values. For example, [w2h_b1|<Address 1>] and [w2h_b1|<Phone 1>], in the picture above, represent the first company address field and the company phone field,
respectively.
.endpar
[w2h_b1|More:
[w2h_b0|[@PositioningFieldsandFieldLabels|Positioning Fields and Field Labels]
[@ChangingtheWidthandHeightoftheRowsandColumns|Changing the Width and Height of the Rows and Columns]
[@AddingLabels|Adding Labels]
[@AddingFields|Adding Fields]
[@ChangingtheAppearanceofeachCell|Changing the Appearance of each Cell]
[@AddingandDeletingRowsandColumns|Adding and Deleting Rows and Columns]
[@AutoFittingtheCells|Auto Fitting the Cells]
[@MoreCompanyandContactViewDisplayOptions|More Company and Contact View Display Options]
[@bheading_3|] Positioning Fields and Field Labels
.par
[@aheading_3|]You may change the position of any of the fields or the field labels by simply dragging them from one [@GlossCell|cell] to another. If you want to move multiple cells then select the
[@bheading_3|] Changing the Width and Height of the Rows and Columns
.par
[@aheading_3|]If you want to change the width or height of a particular row or column then depress the left mouse button when the cursor is over one of the [@GlossCell|cell]'s vertical or horizontal
boundaries and drag the column or row to the appropriate width or height. If you want to change the width or height of [w2h_i1|all] of the rows or columns then follow the previous instructions but,
additionally, keep the [w2h_b1|Ctrl] key depressed.
[@aheading_3|]You can add a label to a blank [@GlossCell|cell] by selecting the cell and then typing the label description. A Cell dialog box is displayed and you will continue to type into the
[w2h_b1|Text ]field.
.endpar
[@g_QUIC1026.BMP|]
You can specify the justification of the contents of the cell by selecting the appropriate Horizontal Alignment or Vertical Alignment radio button.
[@aheading_3|]You can add a field to one of the cells by double clicking on the relevant [@GlossCell|cell]. This will pop up the Cell dialog box. Select the field that you wish to show in the cell
from the [w2h_i1|Field] drop down list. The drop down list contains the default company or contact fields as well as any custom fields that have been added to your workgroup database.
.endpar
You can specify the justification of the contents of the cell by selecting the appropriate [w2h_b1|Horizontal Alignment ]or [w2h_b1|Vertical Alignment ]radio button.
[@bheading_3|] Changing the Appearance of each Cell
.par
[@aheading_3|]You may change the font of one or more cells by selecting the appropriate cells and choosing the font face, size and colour from the format toolbar at the top of the view. You may also
use the format toolbar to change the vertical and horizontal alignment of each of the selected cells.
.endpar
You may give the selected [@GlossCell|cell](s) a button-like three dimensional appearance by pressing the {bmct help0119.bmp} button in the format toolbar.
If you wish to overlay a grid on the view, then press the {bmct help0120.bmp} button. The grid will be visible when you finish the view layout
[@bheading_3|] Adding and Deleting Rows and Columns
.par
[@aheading_3|]By default, OfficeTalk uses four columns of fields to represent a single company or contact record. You may add additional columns or rows to either the Company or Contact views by
selecting [w2h_b1|Add Row] or [w2h_b1|Add Column] from the context menu. If you add a row it will appear underneath all the existing rows. If you add a column it will appear to the right of all the
existing columns.
.endpar
.par
Another way of adding rows and columns is by selecting [w2h_b1|Cells[@specialChar(85)|133]] from the context menu. This will display the Cells dialog box which lets you choose the number of rows and
columns in the associated view.
.endpar
.par
You can delete one or more rows or columns by selecting one or more cells and choosing [w2h_b1|Delete Rows] or [w2h_b1|Delete Columns] from the context menu. The number of rows or columns deleted
will depend upon which cells are selected. You may not undo this action.
[@aheading_3|]Once you have made the appropriate changes to the design of the Company or Contact view, you will probably want to change the width and height of each of the rows and columns such that
all the fields and field labels fit completely inside the view. This can be done quite simply by selecting [w2h_b1|Fit to Window] from the context menu. The widths and heights of each of the rows and
[@bheading_3|] More Company and Contact View Display Options
.par
[@aheading_3|]If you wish to customise any other fonts in the Company or Contact view, such as the alphabetical tabs or the Company or Contact name banner then this is done by changing the display
profile. For more information see [@CustomisingtheDisplay|Customising the Display].
[@aheading_2|]OfficeTalk lets you add an unlimited number of custom fields to both the Company and Contact records. This makes it possible to tailor Contact mode to suit the specific needs of your
organisation. For example, an estate agent may wish to keep his list of potential buyers as contacts in the OfficeTalk database. The estate agent may wish to keep additional information for each of
his potential buyers describing what property the buyer is seeking. Such additional information may translate to the following fields:
.endpar
.table colSize 14 14
[w2h_b1|Field name
Field type
[w2h_b0|Maximum property price
Numeric
Required number of bedrooms
Numeric
Desired location
String selection
Is there an existing house to sell
Boolean
.end-table
.par
A supervisor may extend the contact table to include these fields and may then add a page to the contact property sheet, allowing users to enter this information. Additionally, the Contact user view
may be designed, as described in the previous section, such that it displays the additional custom fields.
.endpar
For information on how to define custom fields and custom property sheets, see [@AdministeringCustomData|Administering Custom Data].
[@aheading_2|]You may specify certain preferences for Contact mode from the Preferences dialog box. This dialog box lets you specify Name Styles, Vocabulary used within Contact mode, preferences for
auto dialling, options for when dragging and dropping companies and contacts onto contact groups and also options for setting up an auto dialling modem. To display the Preferences dialog box, select
[w2h_b1|Preferences ]from the [w2h_b1|Options ]menu.
[@aheading_3|]OfficeTalk lets you choose how you display the name of contacts. The following styles are available, shown below based on the name 'John Smith':
John Smith
John SMITH
Smith, John
SMITH, John
Smith, J
SMITH, J
Smith
SMITH
Smith
SMITH
John
Changing the contact's name style will affect the way that contacts are displayed throughout OfficeTalk. To change the name style for contacts, do the following:
.par
Select the [w2h_b1|Contacts] radio button in the Name Style page. Select one of the [w2h_i1|style] radio buttons according to how you wish to display the contacts names. Also select whether you wish
to include a title in the name style, e.g. Mr, Dr, Mrs, Miss etc. Do this by checking the [w2h_b1|Use Title] check box.
.endpar
Press [w2h_b1|OK]. The name style will be remembered for future login sessions.
[@aheading_3|]The Vocabulary page lets you specify the words to use to represent the following company and contact address titles:
Address 3
Town/City
State/County
Zip Code/Post Code
[@g_QUIC0525.BMP|]
Specify the desired vocabulary in the relevant fields in the Vocabulary page and press [w2h_b1|OK] to save your changes. If you wish to accept the default vocabulary then leave the fields blank.
[@aheading_2|]OfficeTalk provides an easy to use mail client which lets users send and receive mail over a variety of mail transports. OfficeTalk Mail is both MAPI and VIM compliant which means that
it will interface with Microsoft Mail, Microsoft Exchange Server, Lotus cc:Mail, Lotus Domino mail and many other popular Email packages. In addition, OfficeTalk mail is fully integrated with the
Internet which means that all OfficeTalk users may send and receive Internet mail with only a single connection to an Internet provider. OfficeTalk lets you send mail to any other local or remote
OfficeTalk user using [@GlossRichtext|rich text]. This means that you can add font formatting and colour to any mail messages that you send.
[@aheading_2|]When you enter Mail Mode for the first time, the Read Mail View is displayed. The Read Mail View consists of three windows: a Mail window, a Message window and a Folder window. The Mail
window is the uppermost window in the Read Mail View. By default, it displays mail messages in date order by showing the date, time and subject text of the message along with the sender[w2h_i1| ]of
the message on a single line.
.endpar
.par
You can change the order in which OfficeTalk displays mail messages by clicking on the relevant header at the top of the list. For example, if you wish to order the messages by sender, then single
click on the [w2h_b1|Sender] header. For more information about sorting fields, see [@SortingandGroupingMail|Sorting and Grouping Mail] later in this chapter.
.endpar
.par
You can change which columns OfficeTalk displays in the Mail Window. Do this by positioning the cursor over the list header, pressing the right mouse button and selecting [w2h_b1|Columns ]from the
context sensitive menu. For more information on selecting columns, see [@ChoosingWhichColumnsToDisplay|Choosing Which Columns To Display] later in this chapter.
.endpar
.par
The Folder window contains two default folders. These are the Incoming Mail and the Sent Mail folders. You may add additional public or personal mail folders. For more information on folders see
[@MailFolders|Mail Folders].
.endpar
.par
The Message window is located beneath the Mail window. It displays the body of any mail message that you select in the Mail window. The Message window is capable of displaying either plain text or
[@GlossRichtext|rich text] mail messages.
.endpar
[w2h_b1|More:
[w2h_b0|[@SortingandGroupingMail|Sorting and Grouping Mail]
[@FilteringMail|Filtering Mail]
[@ChoosingWhichColumnsToDisplay|Choosing Which Columns To Display]
[@aheading_3|]By default, mail is shown in the Incoming Mail folder sorted by received date, showing the most recent messages at the top of the list. If you wish to sort your messages such that the
oldest messages are shown at the top of the list then click on the [w2h_b1|Received Time ]header using the left mouse button. Repeatedly pressing the Received Date header will toggle between sorting
in an ascending fashion and sorting in a descending fashion.
.endpar
.par
You may sort by any other field, simply by clicking on the relevant field header. Another way of sorting mail shown in the Mail window is by clicking the right mouse button in the Mail window and
selecting [w2h_b1|Sort[@specialChar(85)|133] ]from the context sensitive menu. The Sort/[@GlossGroup|Group] dialog box is displayed showing the Sort page.
.endpar
[@g_QUIC0537.BMP|]
.par
Select the field by which you wish to sort and choose whether to sort ascending or descending by selecting the appropriate radio button. When you press [w2h_b1|OK] the list will be redrawn using the
new sort criteria.
.endpar
.par
Grouping is the same as sorting but with [w2h_i1|headings] inserted between differing values of the grouped column. For example, you may wish to sort your mail by sender. If you did this, the
resulting output may look something like this:
.endpar
[@g_QUIC0539.BMP|]
However, if you grouped[w2h_i1| ]the list by [w2h_i1|sender], the resulting output may look more pleasing:
[@g_QUIC0541.BMP|]
.par
By default, the message list is not grouped. To group any list, click on the header of the field by which you wish to group the list whilst keeping the [w2h_b1|Shift] key depressed. This will group
the list, in an ascending fashion. To group items in a descending fashion, click on the header once more whilst keeping the [w2h_b1|Shift] key depressed. Another way of grouping mail shown in the
Mail window is by clicking the right mouse button in the Mail window and selecting [w2h_b1|Group[@specialChar(85)|133] ]from the context sensitive menu. The Sort/Group dialog box is displayed showing
the Group page.
.endpar
[@g_QUIC0543.BMP|]
Select the field by which you wish to group and choose whether to sort the grouped items in an ascending or descending fashion by selecting the appropriate radio button.
[@aheading_3|]Sometimes you may wish to filter the Mail window so that it displays mail sent by a specific person or mail sent on a specific date. This can be done very simply in the following way:
.par
If you wish to filter the Mail window to show mail sent by a specific person, then find an item of mail sent by the relevant person and click on that person's name in the Sender column using the
right mouse button. The context menu is displayed.
.endpar
Choose [w2h_b1|Filter by '][w2h_b1|[w2h_i1|Person's Name]][w2h_b1|'] from the context menu.
.par
The Mail window will redisplay only those messages which were sent by that particular person. If you wish to filter the Mail window by mail sent on a particular date, then this can be done in a
similar way by finding a message sent on that date and clicking on the date using the right mouse button and then selecting [w2h_b1|Filter by '][w2h_b1|[w2h_i1|Date]][w2h_b1|'] from the context menu.
.endpar
You may remove the filter by clicking the right mouse button in the Mail window and selecting [w2h_b1|Disable Filter] from the context menu.
.par
OfficeTalk lets you perform more advanced filtering. For example, you may wish to filter the Mail window to show messages sent by a particular person between certain dates. For more information, see
[@aheading_3|]By default, OfficeTalk shows the following columns in each folder:
.table colSize 11 18
[w2h_b1|Folder
Columns
[w2h_b0|Incoming Mail
Is Urgent, Has Attachment, Sender, Subject, Received Time, Link.
Sent Mail
Is Urgent, Has Attachment, Type, Receiver, Message, Sent Time, Status, Link.
All personal folders
Status, Has Attachment, Sender, Subject, Received Time, Link
Bulletin boards
Status, Sender, Subject, Received Time, Link
.end-table
You may change which columns are displayed for each of the folders above in the following way:
Open the folder whose displayed columns you wish to change.
.par
Click the right mouse button in the Mail window and select [w2h_b1|Columns[@specialChar(85)|133]] from the context sensitive menu. The Columns dialog box is displayed showing a list of the possible
columns that may be displayed for the list.
.endpar
Use the [w2h_b1|Add] and [w2h_b1|Remove] buttons to move the columns that you wish to display from the [w2h_b1|Not Shown] list into the [w2h_b1|Shown ]list. Press [w2h_b1|OK] to save your changes.
[@aheading_2|]You can select the Compose View by pressing the [@g_QUIC1028.BMP|] button located in the Shortcut bar within Mail mode.
.par
The Compose View consists of a Recipients Address Book window at the top left of the view, containing a list of recipients to whom you may send mail, a Selected Recipients window at the bottom left
of the view, containing a list of selected recipients, a To: window, a Subject window and a Message window.
.endpar
[@g_QUIC0545.BMP|]
.par
In addition to the To: window, you may also display a Cc: and a Bcc: window. You can do this by selecting [w2h_b1|Edit Profile ]from the [w2h_b1|Edit ]menu. This will display the Profile dialog box.
Select the Mail page.
.endpar
.par
Select the [w2h_b1|Show Cc window] and [w2h_b1|Show Bcc window] check boxes accordingly. When you press [w2h_b1|OK], the Cc: and Bcc: windows will appear under the To: window. The Mail page of the
Profile dialog box also lets you choose whether or not to display the Recipient Address Book window and the Selected Recipients window.
[@aheading_2|]To send mail, select the Compose View by pressing [@g_QUIC1029.BMP|] button. From compose view, you may send mail messages to other OfficeTalk users, Internet recipients, Microsoft
Exchange users, Microsoft Outlook Users, Lotus cc:Mail users and Lotus Domino users or any recipients that use MAPI or VIM clients.
.endpar
[w2h_b1|More:
[w2h_b0|[@SendingaMailMessagetoanOfficeTalkUser|Sending a Mail Message to an OfficeTalk User]
[@SendingMailtoInternetRecipients|Sending Mail to Internet Recipients]
[@TheRecipientsAddressBookWindow|The Recipients Address Book Window]
[@AttachingFilestoaMessage|Attaching Files to a Message]
[@CheckingNames|Checking Names]
[@AddressingRecipientsusingtheTo__Cc_andBcc_fields|Addressing Recipients using the To:, Cc: and Bcc: fields]
[@bheading_3|] Sending a Mail Message to an OfficeTalk User
[@aheading_3|]Sending mail to another OfficeTalk user is very simple and may be done in the following way:
Double click on each user that you wish to send mail to from the list of users in the Recipient Address Book window.
Enter a subject into the [w2h_b1|Subject][w2h_i1| ]field.
Enter your message into the Message window. You may use the format bar to add formatting and colour to the text that you enter.
Press the [@g_QUIC1030.BMP|] button. The Send Mail dialog box is displayed.
[@g_QUIC0548.BMP|]
.par
Specify a priority for the mail message if you wish and press the [w2h_b1|Send] button. Instead of pressing the [@g_QUIC1031.BMP|] button you can press [w2h_b1|Ctrl+S] instead. This will send the
message as normal priority and will not display the Send Mail dialog box.
[@bheading_3|] Sending Mail to Internet Recipients
[@aheading_3|]To send a simple message to an Internet recipient enter the Compose Mail View by pressing the [@g_QUIC1032.BMP|] button and do the following:
Enter a subject for the message into the [w2h_b1|Subject] field.
Enter the message text into the Message Window underneath.
Type the Internet address of the recipient(s) in the To: window.
[@g_QUIC0550.BMP|]
Press the [@g_QUIC1033.BMP|] button. OfficeTalk will display the Send Mail dialog box. Press the [w2h_b1|Send ]button in the dialog box. The mail message will then be delivered.
[w2h_b1|Note: ]Instead of pressing the [@g_QUIC1034.BMP|] button you can press [w2h_b1|Ctrl+S] which will by-pass the Send Mail dialog box altogether and will send the message immediately.
.par
You can store an entry for your Internet recipients in the Contacts address book. This means you can choose the Internet recipients name from a list rather than having to manually enter their e-mail
address in the To: recipient window. For more information, see [@TheContactAddressBook1|The Contact Address Book].
.endpar
.par
[w2h_b1|Note: ]Before you can send mail to Internet recipients, the Internet Mail service must be set up for your Workgroup and you must be logged onto the service. For more information, see the
[@InternetServiceSettings|Internet Service Settings].
[@aheading_3|]The Recipients Address Book window is located at the top left of Compose View, titled [w2h_b1|Send To]. The Recipients Address Book window contains all the address books defined within
OfficeTalk. The first address book listed in this window contains a list of all local OfficeTalk users. Any of the users listed may be selected as recipients of a message by simply double clicking on
the relevant user(s). If there are any remote workgroups defined, the Recipients Address Book will contain expandable entries representing those remote workgroups. Expanding a remote workgroup entry
will give you access to all the users held within that remote workgroup. Double clicking on any of the remote users will select those users as recipients of a message.
.endpar
.par
The Recipients Address Book contains an entry called 'Contacts'. Double clicking on this entry will pop up the Contact Address Book which contains a list of contacts for which you have specified an
e-mail address. For more information see the [@TheContactAddressBook1|The Contact Address Book].
.endpar
.par
If you have access to any Contact Groups held in the Workgroup, then the Recipients Address Book will contain a Contact Groups entry. Expanding this entry will show a list of Contact groups. Double
clicking on a contact [@GlossGroup|group] will select all contacts that belong to the contact group and who have e-mail addresses, as recipients of the message.
.endpar
.par
OfficeTalk provides a MAPI e-mail service and a VIM e-mail service for tight integration with Microsoft and Lotus messaging systems. If you are logged on to the MAPI or VIM Mail services, then the
Recipients Address Book will contain a MAPI Address Book and/or a VIM Address Book. Double clicking on either address book displays a dialog box, letting you select MAPI or VIM recipients. For more
information, see [@TheMAPIandVIMAddressBooks|The MAPI and VIM Address Books].
[@aheading_3|]OfficeTalk lets you attach any kind of file to a mail message. You can attach anything from a bitmap file to an executable program file. You can attach a file by pressing the
[@g_QUIC1035.BMP|][w2h_b1| ]button. Pressing this button will display the Attach dialog box. Choose the relevant file and press [w2h_b1|OK]. The file will be attached to the message and will appear
[@aheading_3|]When you send a mail message after having manually entered the recipients into the [w2h_b1|To:], [w2h_b1|Cc: ]or [w2h_b1|Bcc: ]fields, OfficeTalk tries to match the manually entered
recipients with entries in one or more of the address books used by Mail mode. If one or more recipients were not matched, OfficeTalk does not send the mail message, but instead displays a Check
Names dialog box for each of the recipients that were unknown. This dialog box lets you create a new entry for the recipient in the contact address book.
.endpar
[@g_QUIC0556.BMP|]
.par
You can try to match the manually entered recipients with address book entries prior to sending the message by pressing the [@g_QUIC1036.BMP|] button, located in the shortcut bar in Mail mode. This
function tries to match the manually entered recipients by using the list of local and remote OfficeTalk users, the MAPI and VIM address book (if enabled) the Contacts address book and the list of
user and contact groups. Any recipients that match an entry in one of the address books are underlined. Double clicking on an underlined recipient will bring up a window showing the recipient details.
.endpar
[@g_QUIC0558.BMP|]
.par
If you manually entered the first few letters of a recipient's name, OfficeTalk will try to match the recipient. However, if OfficeTalk finds one or more possible matches, it will display the Check
Names dialog box, listing all the matched recipients and will ask you to select the appropriate one. You may either select an existing match or you may create a new entry in the contact address book.
.endpar
[@g_QUIC0560.BMP|]
.par
You may manually enter more than one recipient at a time by separating each recipient with a ';' character. If your workgroup contained the users 'John Smith' and 'Bob Brown' and you entered
[w2h_b1|Bob; John S] into the [w2h_b1|To:] field, OfficeTalk will resolve this to [w2h_b1|[w2h_u0|Bob Brown]][w2h_b1|; ][w2h_b1|John Smith]
[@bheading_3|] Addressing Recipients using the To:, Cc: and Bcc: fields
.par
[@aheading_3|]If you wish to manually type in recipients then OfficeTalk provides a [w2h_b1|To:], [w2h_b1|Cc:] and [w2h_b1|Bcc:] field into which you may enter the recipient's name. You can enter
OfficeTalk user names, Internet recipient names and addresses, MAPI or VIM recipients (if the relevant service is active), contact names, contact [@GlossGroup|group] names and user group names. If
the recipient has an Internet address but is not held within any of the address books, OfficeTalk lets you type in the Internet address instead. You can address several recipients by separating the
recipients with the semi-colon ';' character.
.endpar
[w2h_b0|[@g_QUIC1038.BMP|]
.par
If you are manually entering an Internet address but you wish to specify both a name and address, then enter the address using the format "First-Name Surname"<mailbox@company.com>. For example: "Tim
[@aheading_3|]You can use the contact address book to select recipients for your mail. The contact address book shows all contacts in the Contacts database who have been assigned an e-mail address
and a mail service. The e-mail address and mail service together describe where and how OfficeTalk will send mail to that recipient.
.endpar
[@g_QUIC0563.BMP|]
.par
You can quickly search for a contact by typing in the first few letters of the contact's surname into the quick search field at the top of the dialog box. If a match is found the recipient is
selected in the left hand window. To add the contact as a recipient, select the contact in the left hand window and press the [w2h_b1|To->], [w2h_b1|Cc->] or [w2h_b1|Bcc->] button accordingly.
.endpar
You can view the properties of a contact by selecting the contact in the left hand list and pressing the [w2h_b1|Properties] button.
When you press [w2h_b1|OK], the chosen recipients will be added to the appropriate recipient windows.
[@aheading_3|]OfficeTalk provides a MAPI e-mail service and a VIM e-mail service for tight integration with Microsoft and Lotus messaging systems. If you are logged on to the MAPI e-mail service then
the [w2h_b1|Send To] window will contain a [w2h_b1|MAPI Service] address book. You may open this address book by double clicking on the [w2h_b1|MAPI Service] entry in the [w2h_b1|Send To] window. A
MAPI Address book dialog box is displayed.
.endpar
[@g_QUIC1151.BMP|]
The table below summarises the various options available in the MAPI Address book.
.table colSize 9 19
[w2h_b1|Options
Description
[w2h_b0|Show Names From The
Select the address list that contains the names that you want.
Type Name Or Select From List
Type a name or select one from the list. As you type the letters of the name, the address list scrolls to match the letters that you type.
To/Cc/Bcc
Adds the selected names to the corresponding box on the right.
Message Recipients
Displays the names that you have added. Multiple names are separated by a semicolon (;). When you choose [w2h_b1|OK], these names are added to the Recipients window.
New
Opens the New Entry dialog box, where you can create a new entry for your personal address book or for the active message only.
Properties
Displays details about the selected name.
Find
Opens the Find dialog box, where you can specify advanced conditions to search for names. When the search is complete, all matching names are displayed in the search results list.
.end-table
.par
If you are logged on to the VIM e-mail service then the [w2h_b1|Send To] window will contain a [w2h_b1|VIM Service] address book. You may open this address book by double clicking on the [w2h_b1|VIM
Service] entry in the [w2h_b1|Send To] window. A VIM Address book dialog box is displayed.
.endpar
[@g_QUIC1153.BMP|]
The table below summarises the various options available in the VIM Address book.
.table colSize 9 19
[w2h_b1|Options
Description
[w2h_b0|Address
Use this field to perform a quick search lookup on the required recipient. Type the first few letters of the recipient's name into this field. Any matches will be highlighted in the window below.
Address Book
Choose which VIM address book to look in.
To/Cc/Bcc
Adds the selected names to the corresponding box below as To, CC or BCC recipients.
Recipients
Displays the names that you have added. When you choose [w2h_b1|OK], these names are added to the Recipients window.
Remove
Remove recipients from the [w2h_b1|Recipients] list by selecting them and pressing the [w2h_b1|Remove] button.
[@aheading_3|]OfficeTalk lets you send [@GlossRichtext|rich text] mail messages. You can use the format bar at the top of Compose View to add font formatting and colour to your message. To format
certain characters within the message, do the following:
.endpar
[w2h_b0|Select the characters that you wish to format in the Message window.
Specify the font face and font size by selecting the appropriate font and size from the format bar at the top of the Compose View.
.par
You may mark the selection as bold, italic or underline by pressing one of the {bmct help0122.bmp}, {bmct help0123.bmp} or {bmct help0124.bmp} buttons. Alternatively press [w2h_b1|Ctrl+B],
[w2h_b1|Ctrl+I] or [w2h_b1|Ctrl+U] respectively.
.endpar
Add colour to your selection by pressing the {bmct help0125.bmp} button and choosing one of the drop down colours.
[@g_QUIC1039.BMP|]
You may left, right or centre justify text within a particular paragraph by selecting the text and pressing either the {bmct help0126.bmp}, {bmct help0127.bmp} or {bmct help0128.bmp} button.
[@aheading_3|]When you press the [@g_QUIC1040.BMP|] button in order to send a mail message, OfficeTalk displays a Send Mail dialog box showing the Priority page. This page lets you specify what
priority to attach to the mail message. You may choose between normal[w2h_i1| ]and urgent priority. By default, all messages are sent as normal priority. You may mark the mail as urgent by selecting
the [w2h_b1|Urgent ]radio button.
.endpar
[@g_QUIC0548.BMP|]
If you send an urgent message to another OfficeTalk user then a {bmct help0129.bmp} marker will be shown next to the mail message when it arrives in their Incoming Mail folder.
[@g_QUIC0569.BMP|]
[w2h_b1|Note: ]Rules may be set up to perform actions based upon the sending or receiving of urgent messages. For more information, see [@Rules|Rules] later in this chapter.
[@aheading_3|]Sometimes you may wish to circulate a document amongst several people, letting them review and comment on the document, in turn. OfficeTalk lets you do this through [w2h_i1|mail
routing]. Mail routing works only with the users in your local workgroup. The mail message is sent to the first person in the list. Once that person has read the mail message, he can [w2h_i1|pass on]
the message by pressing a button located at the top of the message. The message is then sent to the next person on the list. This continues until the mail message has been circulated around the
entire list. To route a mail message, do the following:
.endpar
Create a mail message containing a subject, some body text and any attached documents as appropriate.
.par
Select the recipients of the message as usual. Note that non-OfficeTalk recipients may be specified but these recipients will be mailed the message after the last person in the route list passes the
message on.
.endpar
Press the [@g_QUIC1041.BMP|] button. The Send Mail dialog box is displayed. Select the Route page.
[@g_QUIC0571.BMP|]
.par
Select the [w2h_b1|Send As Routed Document] check box and then using the [w2h_b1|To Top],[w2h_b1| To Bottom],[w2h_b1| Raise ]and[w2h_b1| Lower ]buttons, specify the order in which the users should
receive the message.
.endpar
.par
If you have not selected yourself as a recipient of the message, then you may optionally check the [w2h_b1|Return To Sender ]check box if you wish to be mailed the document as soon as the last person
has passed on[w2h_i1| ] the message.
.endpar
You may specify that each recipient must enter their password in order to pass on the message to the next recipient. Do this by checking the [w2h_b1|Require Signature ]check box.
.par
Send the message by pressing the [w2h_b1|Send] button. The first recipient will be sent the mail message immediately. When the recipient opens the message, OfficeTalk will display a {bmct
help0130.bmp}[w2h_b1| ]button at the top of the message. When the recipient has read the message and made any modifications to any attached documents then pressing this button will automatically mail
the message and the updated document to the next recipient in the circulation list.
.endpar
[@g_QUIC0573.BMP|]
.par
[w2h_b1|Note: ]If a message containing a file attachment is circulated amongst a set of users then each user's message will reference the same physical attachment file. This makes it possible for one
user to modify a document contained in the message such that the next user in the list receives any changes made.
.endpar
.par
Since a routed message does not get sent to external recipients until the last user has passed on the message then this functionality is extremely useful for those organisations which require
thorough checking of correspondence before it is sent to the intended recipient.
[@aheading_3|]The Advanced page of the Send Mail dialog box lets you specify additional advanced options for when sending a mail message. OfficeTalk provides two advanced options for sending
[@aheading_4|]OfficeTalk lets you send a delayed mail message. This is sometimes useful if you wish to remind yourself or a colleague to do something in the future by sending them a mail message. You
can send a delayed message in the following way:
.endpar
Compose the message in the normal way and then press the [@g_QUIC1042.BMP|] button. The Send Mail dialog box is displayed. Select the Advanced page.
[@g_QUIC1083.BMP|]
Check the [w2h_b1|Delayed Send] check box and specify a date and time when the message should be sent. Press the [w2h_b1|Send ]button.
The message will not arrive at the recipients until after the date and time specified.
[w2h_b1|Note: ]Delaying the sending of a message only works for messages sent to local OfficeTalk users. Delayed messages sent to other recipients are sent immediately.
[@aheading_4|]Sometimes when you send a mail message to someone, you would like to know when they received the message. You can instruct OfficeTalk to send you a confirmation message when the
recipient of your message has opened the message. You can do this in the following way:
.endpar
Compose the message in the normal way and then press the [@g_QUIC1043.BMP|] button. The Send Mail dialog box is displayed. Select the Advanced page.
.par
Check the [w2h_b1|Require Read Confirmation] check box. Press the [w2h_b1|Send] button. When the message is opened, you will be sent back a confirmation message informing you that the message has
been read.
.endpar
[w2h_b1|Note: ]Read Confirmation only works for messages sent to local or remote OfficeTalk users. Messages sent to other recipients will not return a read confirmation message.
[@aheading_3|]You can check for new mail manually by pressing the [@g_QUIC1044.BMP|] button located in the Shortcut bar in Mail mode. When you do this, OfficeTalk checks each mail service that you
use for receiving mail and adds any new mail to your Incoming Mail folder.
.endpar
.par
You may wish to check a specific mail service for new incoming mail, such as the Internet Mail Service. You can do this using the menu. Select [w2h_b1|Check For New Mail] from the [w2h_b1|Mail ]menu
in Mail mode.
.endpar
[@g_QUIC0575.BMP|]
.par
From the sub-menu, select [w2h_b1|Using Internet Service]. OfficeTalk will check only the Internet Mail Service for incoming mail sent to you. Each service has a shortcut key which is shown next to
each menu item in the sub menu. For example, the shortcut key to check for new mail using [w2h_i1|all] services is [w2h_b1|Ctrl+M]. The shortcut key for checking for new mail using individual mail
services will depend upon which services are currently loaded. Press [w2h_b1|Ctrl+1] to check for new mail using the first mail service shown, [w2h_b1|Ctrl+2] to check using the second mail service
shown and so on.
.endpar
.par
[w2h_b1|Note: ]If your machine is set up as a [@GlossGatewaymachine|gateway machine] for Internet Mail then, when you check for new mail, OfficeTalk first connects to the Internet and checks on
behalf of all users in the workgroup who are currently set up to use the Internet mail service. For more information on setting up your machine as an Internet Mail Gateway, see
[@SettingUpPer_UserInformation|Setting Up Per-User Information].
[@aheading_3|]By default OfficeTalk checks the workgroup database for new local mail every 5 minutes. This period may be changed from within Supervisor mode. For more information, see
[@PollingtheDatabase|Polling the Database]. This section also describes how you can set up a single machine to check for new mail for all users thereby reducing network traffic.
.endpar
You may independently specify how frequently to check for new MAPI and VIM mail. For more information, see [@MAPIServiceSettings|MAPI Service Settings] and [@VIMServiceSettings|VIM Service Settings].
.par
If your machine is a [@GlossGatewaymachine|gateway machine] for the Internet mail service then you may specify a comprehensive connection schedule, letting you choose which days of the week and which
times on those days that you wish to connect to the Internet in order to receive Internet mail for the entire workgroup. For more information, see [@SettingUpConnectionInformation|Setting Up Connection Information]
[@aheading_2|]All messages sent to you will automatically appear in your Incoming Mail folder. When you first enter Mail mode, the Mail window will display the contents of the Incoming Mail folder.
If the Mail window is displaying the contents of another folder, you can view the contents of the Incoming Mail folder by double clicking on it in the Folder window.
.endpar
[@g_QUIC0577.BMP|]
The Mail window displays mail messages by showing the date, time and subject text of the message along with the sender of the message on a single line. The full list of default columns is as follows:
.table colSize 8 20
[w2h_b1|Column
Description
[w2h_b0|Is Urgent
Shows a {bmct help0131.bmp}marker if the mail message is marked as urgent.
Has Attachment
Shows a {bmct help0132.bmp} marker if this message contains a binary attachment
Status
Shows a {bmct help0133.bmp} marker if the message has been opened or a {bmct help0134.bmp} marker if the message has not yet been opened.
Sender
The sender's name and e-mail address
Subject
The subject of the message
Received Time
The time when the message was received
Link
Shows a {bmct help0135.bmp} marker if this message is linked to some other data within OfficeTalk.
.end-table
.par
You can change the columns shown. For more information on this, see [@ChoosingWhichColumnsToDisplay|Choosing Which Columns To Display][w2h_b1| ]. To read a message, single click the left mouse on the
relevant message in the Mail window. When you do this, the body of the message is displayed in the Message window along with any attached files.
.endpar
.par
To read the next message in the Mail Window, press the [@g_QUIC1045.BMP|] button located in the Shortcut bar in Mail mode. To read the previous message in the Mail Window, press the
[@g_QUIC1046.BMP|] button located in the Shortcut bar in Mail mode.
.endpar
.par
If a message has already been read then it will be displayed with a {bmct help0136.bmp} marker. If the message has not yet been read then the message header is displayed in bold with a {bmct
help0137.bmp} marker.
.endpar
[@g_QUIC1047.BMP|]
In addition to showing Incoming Mail, the Mail window can display messages stored in any of the folders in the Folder window. For more information about folders see [@MailFolders|Mail Folders].
[@aheading_2|]When you send mail to people, OfficeTalk keeps a copy of each message that you send in the Sent Mail folder. You can open the Sent Mail folder by double clicking on the folder from
within Read View.
.endpar
[@g_QUIC1048.BMP|]
The columns shown in the Sent Mail folder are slightly different from those shown in the Incoming Mail folder. The Sent Mail folder contains the following columns:
.table colSize 7 21
[w2h_b1|Column
Description
[w2h_b0|Is Urgent
Shows a {bmct help0138.bmp} marker if the mail message is marked as urgent.
Has Attachment
Shows a {bmct help0139.bmp} marker if this message contains a binary attachment
Receiver
The receiver's name and e-mail address
Message
The subject of the message
Sent Time
The time when the message was sent
Status
Shows status information for the sent mail.
Link
Shows a {bmct help0140.bmp} marker if this message is linked to some other data within OfficeTalk.
[@aheading_3|]OfficeTalk displays the status of sent messages in the Status column. For a message sent to a local OfficeTalk user, OfficeTalk displays whether or not the message has been opened. If
the message has been opened, the status column indicates when the message was opened.
.endpar
[@g_QUIC1157.BMP|]
.par
When you send mail to an Internet recipient, the Status column indicates whether or not the [@GlossGatewaymachine|gateway machine] has sent the message to the Internet. The status of the message in
this case is either 'Sent' or 'Waiting to be Sent'.
[@aheading_3|]OfficeTalk lets you re-send any message existing in the Sent Mail folder. You can do this by clicking on the message using the right mouse button and selecting [w2h_b1|Resend] from the
context menu. OfficeTalk will switch to Compose View, setting up the To: field, subject field and message window with the appropriate content. Press [w2h_b1|Ctrl+S] to re-send the message.
[@aheading_3|]By default, OfficeTalk will keep a sent mail record for each recipient that you send mail to. You may disable sent mail in the following way:
Select [w2h_b1|Preferences ]from the [w2h_b1|Options ]menu. The Preferences dialog box is displayed. Select the Send page.
[@g_QUIC1085.BMP|]
.par
Uncheck the [w2h_b1|Save a copy of sent messages in the Sent Mail folder ]check box. Press [w2h_b1|OK ]to save your changes. The next time you send a mail message, OfficeTalk will no longer save a
[@aheading_2|]You can reply to a received message by selecting the message and pressing the [@g_QUIC1050.BMP|] button located in the Shortcut bar in Mail mode. When you do this, the view will switch
to Compose View and OfficeTalk will automatically set up the subject, prefixed with '[w2h_b1|Re:]', and will copy the original text positioning the caret ready for you to type in your reply. The
original sender of the message will be set up as the recipient of the replying message. Once you have entered your reply into the message window, press [w2h_b1|Ctrl+S ]to send the message.
.endpar
[w2h_b1|Note: ]You may also reply to a message by clicking the right mouse button on the message and selecting [w2h_b1|Reply ]from the context sensitive menu.
.par
The [@g_QUIC1051.BMP|] button may be used to reply to the author of the original message. If you wish to reply to both the author and all the recipients of the original message, then select the
message and press the [@g_QUIC1052.BMP|] button. This will behave exactly as described above except that all the recipients of the original message will become recipients of the new message.
.endpar
[w2h_b1|Note: ]When you reply to a message, any attachments in the original message are also included in the reply message.
[@aheading_2|]You can forward a received message to another person by selecting the message from the Mail window and pressing the [@g_QUIC1053.BMP|] button located in the Shortcut bar in Mail mode.
When you do this, the view will switch to Compose View and OfficeTalk will automatically set up the subject, prefixed with 'FW:', and will copy the original text, positioning the caret ready for you
to add any further comments to the message. Select a recipient for the message in the usual way and press [w2h_b1|Ctrl+S ]to send the message.
.endpar
[w2h_b1|Note: ]When you forward a message, any attachments in the original message are also included in the forwarded message.
[@aheading_2|]OfficeTalk lets you set up one or more categories which may be used to classify your mail. To mark a mail message as belonging to a particular [@GlossCategory|category], do the
following:
.endpar
[w2h_b0|Bring up the Mail property sheet by clicking on the received mail item or sent mail item in the Mail window using the right mouse button and selecting [w2h_b1|Edit ]from the context menu.
[@g_QUIC1087.BMP|]
Select the Categories page. The Categories page will display a list of mail related categories in the bottom window. Each category has a check box to the left of the description.
Select one or more check boxes representing the classification of the message into the relevant categories.
Press [w2h_b1|OK] to save your changes.
.par
You may add your own private categories by typing the name of the category into the Categories window in the Categories page and pressing the [w2h_b1|Update ]button. The new category will appear,
checked, in the bottom window. Press [w2h_b1|OK] to save your changes.
.endpar
.par
If you wish to add the mail message to categories in another [@GlossCategoryset|category set], for example, the Global category set, then select the 'Global Categories' from the [w2h_b1|Set ]drop
down list. The list of available categories in that category set will appear in the bottom window. Select one or more categories and press [w2h_b1|OK] to save your changes.
.endpar
For more information on Categories, see [@UsingCategories|Using Categories].
[@aheading_2|]When you send and receive mail to and from contacts held in your contact address book, you can view the messages as history items from within Contact mode. By default, no other users
may see your e-mail messages.
.endpar
[w2h_b1|More:
[w2h_b0|[@ChangingtheDefaultSetting|Changing the Default Setting]
[@MarkingIndividualMessagesasPublicorPrivate|Marking Individual Messages as Public or Private]
[@aheading_3|]You may change whether or not e-mail sent or received, by you, to and from contacts, is publicly available by default in the following way:
From within Mail mode, select [w2h_b1|Preferences] from the [w2h_b1|Options] menu. The Preferences dialog box is displayed. Select the Access page.
[@g_QUIC1159.BMP|]
.par
E-mail sent from now on may be made publicly available, by default, by selecting the [w2h_b1|Sent and received mail is publicly available to all users by default ]radio button. Selecting the other
radio button will make all mail, sent or received from now on, private to you by default.
[@bheading_3|] Marking Individual Messages as Public or Private
[@aheading_3|]You may mark individual mail messages as private or publicly available in the following way:
.par
[@specialChar(b7)|183] Bring up the Mail property sheet by clicking on the received mail item or sent mail item in the Mail window using the right mouse button and selecting [w2h_b1|Edit ]from the
context menu.
.endpar
[@g_QUIC1160.BMP|]
Select the Access page. Select either the [w2h_b1|Public] or [w2h_b1|Private] radio button as appropriate and press [w2h_b1|OK] to save your changes.
When you send a mail message, you may specify whether or not it will be private or public in the following way:
[@specialChar(b7)|183] Compose the message in the normal way and then press the [@g_QUIC1043.BMP|] button. The Send Mail dialog box is displayed. Select the Access page.
[@g_QUIC1161.BMP|]
.par
Select either the [w2h_b1|Public] or [w2h_b1|Private] radio button as appropriate and press [w2h_b1|Send]. Note that if you send the message by pressing [w2h_b1|Ctrl+S], you will not be given the
[@aheading_3|]When OfficeTalk finds new mail for you, it is automatically placed in your Incoming Mail folder. You can view the contents of the Incoming Mail folder by double clicking on it in the
Folder Window. Its contents are displayed in the Mail window.
.endpar
[w2h_b1|Note: ]You can also open a folder by selecting it using the right mouse button and selecting [w2h_b1|Open] from the context sensitive menu.
[@aheading_3|]Whenever you send a mail message, a copy of the message is automatically placed in the Sent Mail folder. You can view the contents of the Sent Mail folder by double clicking on it in
the Folder Window. For more information on Sent[w2h_i1| ]Mail see [@ViewingSentMail|Viewing Sent Mail].
[@aheading_3|]A [w2h_i1|bulletin board] is a public folder. Received and sent messages may be moved into a bulletin board and you may also send messages directly to a bulletin board. Any message
placed in or sent to a bulletin board may be read by any OfficeTalk user, provided that the user has been granted sufficient access to the bulletin board. Bulletin boards are useful for discussion
groups or for posting public information. For more information, see [@UsingBulletinBoards|Using Bulletin Boards].
[@aheading_3|]A personal mail folder is a convenient place to which to move messages that you wish to keep. You may create an unlimited number of personal mail folders and the folders may be
[w2h_i1|hierarchical] allowing you to create a structure for your folders.
[@aheading_3|]To create a folder, select [w2h_b1|New Folder] from the [w2h_b1|Edit] menu. A New Folder dialog box is displayed.
[@g_QUIC0582.BMP|]
.par
Enter the name of the new folder into the [w2h_b1|Name] field and press [w2h_b1|OK]. The new folder will appear in the Folder window in alphabetical order underneath the Incoming Mail folder and the
Sent Mail folder.
.endpar
[@g_QUIC0584.BMP|]
The [w2h_i1|red] numbers along the right margin of the Folder window indicate the number of messages stored in each folder.
[@aheading_3|]OfficeTalk lets you create hierarchical folders enabling you to structure the way in which you store mail. For example, you may create a folder called Personal Mail which is to be the
root folder for all your personal mail. Under this folder you may wish to create a folder representing each person that sends you personal mail. You may wish the structure to look similar to the
picture below:
.endpar
[@g_QUIC0586.BMP|]
.par
The folders representing each of the personal contacts are [w2h_i1|sub folders] of the 'Personal' folder. To create a sub folder, simply drag an existing folder and drop it onto another folder. The
folder that you drag will become a sub folder of the receiving folder.
[@aheading_3|]You can change the name of a folder by selecting the folder and then selecting [w2h_b1|Edit Folder ]from the [w2h_b1|Edit ]menu. A Folder dialog box is displayed. Modify the contents of
the [w2h_b1|Name ]field and then press [w2h_b1|OK].
.endpar
.par
A quicker way to edit the name of a folder is to select the folder and then press the [w2h_b1|F2] key. The folder name will become editable. Modify the name as appropriate and press the
[@aheading_3|]You can delete folders in one of two ways:
Select the folder and press the [w2h_b1|Delete] key on your keyboard.
or
Drag the folder and drop it onto the Deleted Items button in the Shortcut bar.
OfficeTalk will ask you to confirm that you wish to send the selected items to the recycle bin.
[@g_QUIC0588.BMP|]
.par
If the folder contains mail messages, the messages will also be removed, however the messages will be kept inside the folder within the recycle bin and so in order to restore those messages from the
recycle bin you must restore the deleted folder.
.endpar
.par
If you wish to permanently delete a mail folder then keep the [w2h_b1|Shift] key pressed when you press the [w2h_b1|Delete] key. OfficeTalk will then ask you to confirm that you wish to permanently
delete the items.
.endpar
[@g_QUIC0590.BMP|]
Any messages stored inside the folder will also be permanently deleted.
[@aheading_3|]You can move a message from one folder to another by dragging it from the Mail window and dropping it onto a folder of your choice. The folder that you drop it onto may be either a top
level (parent) folder or a sub-folder. The [w2h_i1|red] message count, next to the folder name, will increase to show the new number of messages stored in that folder.
[@aheading_3|]You can open a folder to view its contents by double clicking on it in the Folder window using the left mouse button. Alternatively, select the folder using the right mouse button and
choose [w2h_b1|Open] from the context sensitive menu.
.endpar
When you open the folder, the Mail window will display the contents of the selected folder. The name of the opened folder is shown in the Mail Window title.
[@aheading_2|]Bulletin boards are public mail folders to which you may send or move messages. Messages in a bulletin board may be read by any user who has sufficient access rights. Furthermore, users
may reply to specific messages in the bulletin board. Consequently, bulletin boards may be used as discussion groups, working in a similar way to news groups on the Internet.
.endpar
.par
The fundamental difference between bulletin boards and mail folders is that it is possible for users to reply to messages held within bulletin boards rather than to the authors of the messages.
OfficeTalk represents a reply to a message by indenting the message reply underneath the original message. The replies to a particular message may be displayed by pressing the {bmct help0145.bmp}
button to the left of the message entry.
.endpar
[@g_QUIC0594.BMP|]
[w2h_b1|Note: ]OfficeTalk displays any unread messages in a bold font. Any messages that you have read are displayed in the normal font chosen for the message list window.
[w2h_b1|More:
[w2h_b0|[@SendingMessagestoaBulletinBoard|Sending Messages to a Bulletin Board]
[@ReplyingtoaBulletinBoardMessage|Replying to a Bulletin Board Message]
[@EditingMessagesPostedtoaBulletinBoard|Editing Messages Posted to a Bulletin Board]
[@bheading_3|] Sending Messages to a Bulletin Board
[@aheading_3|]You may send a new message to a bulletin board in the following way:
Double click on the relevant bulletin board in the Recipient Address Book window.
Enter a subject into the [w2h_b1|Subject][w2h_i1| ]field.
Enter your message in the Message window. You may use the format bar to add formatting and colour to the text that you enter.
Press [w2h_b1|Ctrl+S] to send the message to the bulletin board.
.par
Another way of sending a message to a bulletin board is by simply dragging the message from another folder and dropping it onto the bulletin board. You may only add top level messages to the bulletin
[@bheading_3|] Replying to a Bulletin Board Message
[@aheading_3|]You may reply to a bulletin board message in the following way:
.par
Open the relevant bulletin board, select the message that you wish to reply to and press the [@g_QUIC1054.BMP|] button. The view will switch to Compose View and OfficeTalk will automatically set up
the subject, prefixed with 'Re:', and will indent the original text, positioning the caret ready for you to type in your reply. The bulletin board containing the message will be set up as the
recipient of the message.
.endpar
Enter your reply into the message window and press [w2h_b1|Ctrl+S] to send the message.
Your message will appear indented under the original message in the bulletin board.
[@bheading_3|] Editing Messages Posted to a Bulletin Board
.par
[@aheading_3|]If you use bulletin boards as a way of posting public information, then it is likely that this information will need to be updated at some point. For this reason, OfficeTalk lets you
edit the contents of a bulletin board message. You can edit the contents of a bulletin board message in the following way:
.endpar
Click on the bulletin board message that you wish to edit using the right mouse button and select [w2h_b1|Edit] from the context menu. The Mail property sheet is displayed.
Select the Notes page. The body of the message is shown in this page. Make any changes to the message body and press [w2h_b1|OK].
[@aheading_2|]OfficeTalk provides a number of different mail services which may be used to send and receive mail over different mail transports. For example, in addition to using the OfficeTalk Mail
service, you may also send and receive mail using the following mail services:
.endpar
[w2h_b1|MAPI Service] - providing connectivity to other MAPI compliant applications such as Microsoft Exchange and Microsoft Outlook.
[w2h_b1|VIM Service] - providing connectivity to Lotus Notes mail and cc:Mail.
[w2h_b1|Internet Service][w2h_b1|[w2h_i1| - ]]providing connectivity to all users of Internet mail world-wide.
To activate any of the services, select [w2h_b1|Mail Services ]from the [w2h_b1|Options ]menu. The Mail Services dialog box is displayed.
[@g_QUIC0596.BMP|]
.par
Check the check box next to the mail service that you wish to activate and press the [w2h_b1|Settings[@specialChar(85)|133] ]button to specify service specific information. The dialog box that is
shown will depend upon the mail service that you are setting up.
.endpar
[w2h_b1|More:
[w2h_b0|[@MAPIServiceSettings|MAPI Service Settings]
[@VIMServiceSettings|VIM Service Settings]
[@InternetServiceSettings|Internet Service Settings]
[@aheading_3|]Selecting the MAPI Service and pressing the [w2h_b1|Settings[@specialChar(85)|133] ]button will display the MAPI User dialog box showing the Credentials page.
[@g_QUIC0598.BMP|]
.par
Specify the MAPI Profile that you wish to load when the MAPI Service is started. Dropping down the drop list will show a list of available profiles set up on the current machine. The same list of
MAPI profiles is available in the Mail and Fax applet in Control Panel.
.endpar
.par
[w2h_b1|Note: ]If you are using Windows for Workgroups 3.x then you should enter your Microsoft Mail login name into the Login Profile field. You should also specify your Microsoft Mail password in
the password field.
.endpar
.par
The Address page is applicable to you only if you have specified the MAPI Mail service as your [@GlossDefaultmailservice|default mail service]. The Address page lets you specify an address by which
other users may mail you over the MAPI messaging transport. You may specify any address which may be recognised by one of the mail services contained in the selected MAPI profile.
.endpar
[@g_QUIC0600.BMP|]
.par
The Settings page in the MAPI User dialog box is applicable to you only if you have specified the MAPI Mail service as your default mail service. This page lets you specify whether or not you plan to
receive your mail using Microsoft Exchange in preference to the OfficeTalk mail client. If you specify this to be the case, by selecting the [w2h_b1|Using Microsoft Exchange ]radio button, then, when
other users invite you to meetings or assign you tasks, you will receive the appropriate MAPI form into your Microsoft Exchange incoming mail folder.
.endpar
[@g_QUIC0602.BMP|]
.par
The Checking page in the MAPI User dialog box lets you specify how frequently to automatically check for new mail using the MAPI service. If you wish OfficeTalk to automatically check for new mail
using the MAPI Mail service then, ensure that the [w2h_b1|Check for mail for this service on this machine ]check box is checked and specify the number of minutes between checks.
[@aheading_3|]Selecting the VIM Service and pressing the [w2h_b1|Settings[@specialChar(85)|133] ]button will display the VIM User dialog box showing the Credentials page.
[@g_QUIC0606.BMP|]
.par
Specify your VIM Login name and password into the relevant fields. The Checking page in the VIM User dialog box lets you specify how frequently to automatically check for new mail using the VIM
service. If you wish OfficeTalk to automatically check for new mail using the VIM mail service then, ensure that the [w2h_b1|Check for mail for this service on this machine ]check box is checked and
[@aheading_3|]Selecting the Internet Service and pressing the [w2h_b1|Settings[@specialChar(85)|133]] button will display the Internet User dialog box, showing the Address page.
[@g_QUIC0610.BMP|]
.par
The Address page lets you specify your mailbox name. The name you enter in the [w2h_b1|Mailbox] field specifies your full Internet address within the workgroup and determines the mail that is
directed to your Incoming Mail folder. For example, if the workgroup address has been set up by a Supervisor as [w2h_b1|company.com ]and you specify your mail box name as [w2h_b1|John], then you will
receive all mail received for [w2h_b1|john@company.com]. If a supervisor sets up an additional workgroup address, [w2h_b1|thiscomp.com], then you will receive mail sent to both
[w2h_b1|john@company.com] and [w2h_b1|john@thiscomp.com].
.endpar
.par
[w2h_b1|Note: ]It is not possible for two users to share the same mailbox name. If you enter an exiting mailbox name into the [w2h_b1|mailbox ]field then OfficeTalk will warn you of the problem and
will not let you save your changes.
.endpar
.par
The [w2h_b1|Workgroup address ]and [w2h_b1|Custom address ]radio buttons let you specify your e-mail address as seen by recipients of your mail. For example, a Supervisor may set up two workgroup
addresses, [w2h_b1|company.com ]and [w2h_b1|thiscomp.com], say. Selecting [w2h_b1|thiscomp.com ]from the drop down list will specify your out-going e-mail address as [w2h_b1|john@thiscomp.com]. It
will not affect what mail you receive. Alternatively, you may enter a custom workgroup address by selecting the [w2h_b1|Custom address ]radio button and entering, for example, [w2h_b1|myhome.com].
This will specify your out-going e-mail address as [w2h_b1|john@myhome.com]. Note that when recipients of your mail reply to subsequent messages sent by you, they will send the mail to this address
so you should ensure that the address entered corresponds to a valid e-mail address.
.endpar
.par
The POP3 page lets you specify your own POP3 details if relevant. If the workgroup receives mail using SMTP rather than POP3 or receives mail via one multiple user POP3 mailbox using a single POP3
login name and password then you should leave this page blank.
.endpar
[@g_QUIC0612.BMP|]
.par
If your company collects mail for each of its users from a series of single user POP3 accounts then the details of your POP3 account should be entered into this page. If this is the case, specify the
login name and password for the POP3 account used to collect mail for you.
.endpar
.par
The Format page in the Internet User dialog box is only available if you have specified the Internet Mail service as your [@GlossDefaultmailservice|default mail service]. This page lets you specify
whether mail attachments sent to you by other OfficeTalk users should be MIME encoded or UU encoded. This is useful only if you plan to receive mail sent to you from other users using a mail client
other than OfficeTalk which may recognise only one of the encoding formats.
.endpar
[w2h_b0|[@g_QUIC0614.BMP|]
Additionally, you may specify whether you are to receive messages in plain text format or in the original [@GlossRichtext|rich text] format.
.par
[w2h_b1|Note: ]If you choose rich text format and you receive your Internet mail using a client other than OfficeTalk, then you will receive the message in plain text along with an attachment
containing the rich text version of the message. You will need a rich text viewer, such as Wordpad, in order to be able to successfully read the rich text message attachment.
.endpar
.par
The Forwarding page is useful if you wish to auto forward mail arriving for you to another user or address. This functionality is particularly useful if, for example, you are going away on holiday
and will not be logging into OfficeTalk during that time and want your mail to be forwarded to a colleague or assistant.
.endpar
[@g_QUIC0616.BMP|]
.par
To forward your mail to another user, select the [w2h_b1|Forward to user] radio button and select the appropriate user from the drop down list. To forward your mail to an external e-mail address,
select the [w2h_b1|Forward to address ]radio button and specify the required address.
.endpar
Checking the [w2h_b1|Keep a copy ]check box will ensure that you receive each incoming message as well as the user or address specified.
[@aheading_2|]OfficeTalk has a simple rules engine which lets you automate certain activities when mail is sent and received. For example, you may be going on holiday and for a two week period you
may wish to forward your mail to a colleague or to an Internet mail address. Or you may wish to automatically file all incoming mail from your boss into a folder called [w2h_b1|Important]. OfficeTalk
lets you do both these things and more.
.endpar
.par
A rule comprises an event, a condition and an action. For example, the event may be 'On Receiving mail', the condition may be 'Sender is my boss' and the action may be 'Move mail to the Important
[@aheading_3|]To create a new rule, do the following: Select [w2h_b1|Rules[@specialChar(85)|133]] from the [w2h_b1|Mail] menu. The Rules dialog box is displayed. To add a new rule, press the
[w2h_b1|New ]button. A Rule wizard is displayed showing the Details page.
.endpar
[@g_QUIC0618.BMP|]
.par
Enter a name for the rule, for example, 'File all mail from boss to Important folder'. By default, the rule is enabled. You may disable the rule by un-checking the [w2h_b1|Enable ]check box. By
default, the rule will be private to you. If you are a Supervisor, then you may make this rule public to all users by checking the [w2h_b1|Public ]check box.
.endpar
Press [w2h_b1|Next ]to show the Event page. Select the event for which you wish the action to be performed. In the case of the example, you would select the event 'On Receive mail'.
[@g_QUIC0620.BMP|]
.par
Press [w2h_b1|Next ]to show the Condition page. Select the condition which must hold true for the action to be performed. In the case of the example, the condition would be 'Mail Sender is specific
OfficeTalk User'. When you select this condition, a drop down list of OfficeTalk users will appear. Select your boss from this list.
.endpar
[@g_QUIC0622.BMP|]
.par
Press [w2h_b1|Next ]to show the Action page. Select the action that you wish to perform. In the case of the example, the action will be 'Move to folder'. When you select this action, a drop down list
of mail folders will appear. Select the folder to which you wish to file the mail. Press [w2h_b1|Finish]. The rule is now active.
[@aheading_3|]OfficeTalk will perform automated actions only if one of the following conditions is met:
.table colSize 7 6 15
[w2h_b1|Condition
Event
Description
[w2h_b0|Always[w2h_i1|
]Sending/ Receiving
The action is performed every time mail is sent or received.
Never[w2h_i1|
]Sending/ Receiving
The action is never performed.
Mail sent from an OfficeTalk user[w2h_i1|
]Receiving
The action is performed every time mail is received from an OfficeTalk user.
Mail sent from a specific user[w2h_i1|
]Receiving
The action is performed every time mail is received from a specific OfficeTalk user. The Condition page contains a drop down of local OfficeTalk users to choose from.
Mail sent from non OfficeTalk user[w2h_i1|
]Receiving
The action is performed every time mail is received from a non-OfficeTalk user, for example, from someone over the Internet.
Sender address contains[w2h_i1|
]Receiving
.par
The action is performed every time mail is received from a person whose address contains certain text. A [w2h_b1|contains text] field is shown in the Condition page letting you enter some qualifying
text.
.endpar
Body contains[w2h_i1|
]Sending/ Receiving
.par
The action is performed every time mail is sent or received with the body of the message containing certain text. A [w2h_b1|contains text] field is shown in the Condition page letting you enter some
qualifying text.
.endpar
Subject contains[w2h_i1|
]Sending/ Receiving
.par
The action is performed every time mail is sent or received with the subject of the message containing certain text. A [w2h_b1|contains text] field is shown in the Condition page letting you enter
some qualifying text.
.endpar
Mail is urgent[w2h_i1|
]Sending/ Receiving
The action is performed every time mail is sent or received and the message is marked as urgent.
Mail is not urgent[w2h_i1|
]Sending/ Receiving
The action is performed every time mail is sent or received and the message is [w2h_i1|not] marked as urgent.
Mail received between dates[w2h_i1|
]Receiving
The action is performed every time mail is received between two specific dates. The Condition page contains two fields for entering the two dates.
Mail received outside dates[w2h_i1|
]Receiving
The action is performed every time mail is received outside two specific dates. The Condition page contains two fields for entering the two dates.
Mail has attachment[w2h_i1|
]Receiving
The action is performed every time mail is received containing attached files.
[@aheading_3|]OfficeTalk is capable of performing the following actions:
.table colSize 10 19
[w2h_b1|Action
Description
[w2h_b0|Pop up message box[w2h_i1|
]The Action page contains a text field for entering the specific text that the message box will contain.
Add sender to contact address book[w2h_i1|
]The sender of the message is added as a contact to the contact database if he does not already exist as a contact. The e-mail address is automatically set up.
Create conversation for incoming mail[w2h_i1|
.par
]A conversation is created containing the body of the mail message. If a contact does not already exist which represents the sender then a new contact is created and the conversation is associated
with the contact.
.endpar
Move message to folder[w2h_i1|
]Moves the message to a specific folder. The Action page contains a drop down list of available mail folders to choose from.
Copy message to folder[w2h_i1|
]Copies the message to a specific folder. The Action page contains a drop down list of available mail folders to choose from. The original message remains in the Incoming folder.
Redirect to OfficeTalk user[w2h_i1|
]Redirects mail to a specific OfficeTalk user. The mail will not arrive in the Incoming mail folder. The Action page contains a drop down list of users to choose from.
Redirect to e-mail address[w2h_i1|
]Redirects mail to a specified e-mail address. The mail will not arrive in the Incoming mail folder. The Action page contains a field in which to enter the e-mail address.
Forward to OfficeTalk user[w2h_i1|
]Forwards mail to a specific OfficeTalk user. The mail will also arrive in the Incoming mail folder. The Action page contains a drop down list of users to choose from.
Forward to e-mail address[w2h_i1|
]Forwards mail to a specified e-mail address. The mail will also arrive in the Incoming mail folder. The Action page contains a field in which to enter the e-mail address.
Reply to sender[w2h_i1|
]Sends an e-mail message to the sender of the message.
Send mail to Internet address[w2h_i1|
]Sends an e-mail message to an Internet address.
Send mail to OfficeTalk user[w2h_i1|
]Sends mail to a specific OfficeTalk user. The Action page contains a drop down list of users to choose from.
[@aheading_3|]If you wish to disable a rule temporarily, rather than deleting the rule, you can mark it as disabled. You can do this in the following way:
.par
Select [w2h_b1|Rules[@specialChar(85)|133] ]from the [w2h_b1|Mail ]menu. The Rules dialog box is displayed. Select the rule that you wish to disable and press the [w2h_b1|Edit ]button. A Rule dialog
box is displayed with the Details page selected.
.endpar
[@g_QUIC0626.BMP|]
Uncheck the [w2h_b1|Enabled ]check box. The rule will now be disabled. To re-enable a disabled rule, check the [w2h_b1|Enabled ]check box.
[@aheading_3|]To delete a rule, do the following: Select [w2h_b1|Rules[@specialChar(85)|133] ]from the [w2h_b1|Mail ]menu. The Rules dialog box is displayed. Select the rule that you wish to delete
and press the [w2h_b1|Delete ]button. OfficeTalk will ask you to confirm the deletion of the rule. Press [w2h_b1|Yes].
[@aheading_2|]OfficeTalk lets you specify certain preferences for Mail mode using the Preferences dialog box. Display the Preferences dialog box by selecting [w2h_b1|Preferences ]from the
[@aheading_3|]A signature is a series of characters, usually including your name, added to the end of each mail message that you send. OfficeTalk lets you choose between using no signature, using a
workgroup signature, or using a personal signature.
.endpar
[@g_QUIC0630.BMP|]
.par
If you select the [w2h_b1|Use Workgroup Signature], OfficeTalk will add the workgroup signature to the end of each message that you send. A supervisor may add a workgroup signature from Supervisor
mode. For more information, see [@SpecifyingaWorkgroupE_mailSignature|Specifying a Workgroup E-mail Signature].
.endpar
.par
Selecting the [w2h_b1|Use personal signature ]radio button will enable the [w2h_b1|Text ]and [w2h_b1|File] radio buttons. Selecting the [w2h_b1|Text ]radio button will enable a text box, letting you
specify a textual signature. Selecting the [w2h_b1|File ]radio button will enable the [w2h_b1|Browse[@specialChar(85)|133] ]button letting you search for a file containing the signature text.
[@aheading_2|]OfficeTalk lets you search through mail messages for any text. You can do this by selecting [w2h_b1|Search Mail ]from the [w2h_b1|Search ]menu.
When you select this, the Search Mail dialog box is displayed showing the Simple page.
[@g_QUIC0633.BMP|]
The Simple page lets you choose which fields to search and what text to search for. You may choose any of the following field options:
.table colSize 13 16
[w2h_b1|Field Option
Description
[w2h_b0|Subject field only
Searches the subject field of the message.
Subject field and message body
Searches the subject field and the message body.
All text fields
Searches all fields, including subject, body, sender and ]][@GlossCategory|category] fields.
[w2h_b0|All fields
Searches all fields, including subject, body, sender, received date, sent date and category fields.
.end-table
.par
Select the required field option from the [w2h_b1|Field] drop down list. Enter the text that you wish to search for into the [w2h_b1|Text ]field. Choose which mail folders to search. You may select
either the [w2h_b1|Sent and received] radio button, the [w2h_b1|Received only] radio button or the [w2h_b1|Sent only ]radio button. If you wish to search through bulletin boards, check the
[w2h_b1|Search Bulletin Boards] check box. If you want to confine your search to a certain date range then check the [w2h_b1|Date] check box and select the relevant date range from the [w2h_b1|Start]
and [w2h_b1|End] date controls.
.endpar
When you have specified your search criteria, press the [w2h_b1|Search ]button. OfficeTalk will perform the search and add the results into the [w2h_b1|Results] window as they are found.
[@g_QUIC0635.BMP|]
.par
To view a particular result, select the result from the Results window and press the [w2h_b1|Goto ]button. OfficeTalk will close the dialog box, load the mail message and display it in the Read Mail
window.
.endpar
.par
If you wish to perform a more complex search then you may use the Advanced tab of the Search dialog box. The Advanced page lets you build a complex search expression from a series of simple search
expressions using the logical AND and logical OR operators. Additionally, the Advanced page lets you include any of the fields available in the Mail window as part of your search.
.endpar
[@g_QUIC0637.BMP|]
.par
For example, you may wish to search for all mail messages whose sender address contains the characters [w2h_b1|john@address.com ]and whose received time is after 1/1/98 or for all messages that are
urgent.
.endpar
You may achieve this in the following way:
.par
From the Advanced page of the Search Mail dialog box, press the [w2h_b1|Add[@specialChar(85)|133]] button. This will show the Expression dialog box. Select 'Sender' from the [w2h_b1|Field ]field,
select 'Contains No Case' from the [w2h_b1|Operator ]drop down and enter 'john@address.com' into the [w2h_b1|Value ]field. Press [w2h_b1|OK]. The full expression will appear as a single line in the
[w2h_b1|Expressions] list in the Advanced page.
.endpar
.par
Select the [w2h_b1|AND] radio button and press the [w2h_b1|Add[@specialChar(85)|133]] button again. From the Expression dialog box, select 'Received Date' from the [w2h_b1|Field ]field, select '>='
from the [w2h_b1|Operator ]drop down and select '1/1/98' from the [w2h_b1|Value ]field. You can select the date either by typing in a date value or by pressing the {bmct help0146.bmp} button and
selecting the date from the pop-up calendar. Press [w2h_b1|OK]. The expression will also appear in the [w2h_b1|Expressions] list in the Advanced page.
.endpar
Next, combine the two expression into a single line by selecting all lines in the Expression list and pressing the [w2h_b1|Combine ]button.
.par
Next, select the [w2h_b1|OR] radio button and press the [w2h_b1|Add[@specialChar(85)|133] ]button once again. From the Expression dialog box, select 'Is Urgent' from the [w2h_b1|Field ]field, select
'==' from the [w2h_b1|Operator ]drop down and select 'TRUE' from the [w2h_b1|Value ]field. Press [w2h_b1|OK]. The full expression will appear as shown below:
.endpar
[@g_QUIC0639.BMP|]
Perform the search by pressing the [w2h_b1|Search ]button.
[@aheading_2|]OfficeTalk lets you print out mail messages by selecting [w2h_b1|Print Mail ]from the [w2h_b1|File/Print] menu. When you select this, the Print Mail dialog box is displayed showing the
Details tab.
.endpar
[@g_QUIC0641.BMP|]
.par
You may choose between printing the currently selected message, the currently open folder or the search results in the Search Mail dialog box. You can do this by selecting one of the [w2h_b1|Current
message], [w2h_b1|Open folder ]and the [w2h_b1|Mail search results ]radio button.
.endpar
.par
By default, in addition to printing the body of each message, OfficeTalk also prints out the contents of each of the fields currently displayed in the Mail window. You may specify different fields to
be printed by selecting the [w2h_b1|Print using options] radio button. When you do this, the [w2h_b1|Fields ]list becomes enabled, allowing you to select the relevant check boxes next to each of the
fields that you wish to print.
.endpar
The Details tab of the Print Mail dialog box contains several other options used when printing mail. These are described in the table below:
.table colSize 9 18
[w2h_b1|Check box
Description
[w2h_b0|New page per message
Starts a new page for each message.
Line between messages
Draws a horizontal line separating each message.
Print fields titles
Prints the title of each field printed above the contents of each field.
Print subject line
Prints a separate subject line for each message. The default is to print a separate subject line.
Print message text
Prints the message body text for each message. The default is to print the message body text.
.end-table
The Fonts tab of the Print Mail dialog box contains four buttons detailed below:
.table colSize 9 19
[w2h_b1|Button
Description
[w2h_b0|Title Font
The font used to draw field titles. Relevant only if the [w2h_b1|Print Field Titles] check box is selected.
Field Font
The font used to draw field information.
]]]][@GlossGroup|Group] Header Font
The font used to draw group headers.
Subject Font
The font used to draw the subject line. Relevant only if the [w2h_b1|Print subject line] check box is checked.
.end-table
[@g_QUIC0643.BMP|]
[w2h_b1|Note: ]There is no button to choose the font of the mail body text since this is [@GlossRichtext|rich text] and is therefore already formatted.
OfficeTalk provides common print functionality in all Print dialog boxes. This functionality includes:
Defining headers and footers
Printer setup
Page Style Selection
Saved Print Settings
Preview capability
For more information on this common print functionality, see [@Printing|Printing].
.par
Once you have selected the required options in the Print Mail dialog box, press the [w2h_b1|Preview] button to check the appearance of your print out and then send it to the printer by pressing the
[@aheading_2|]Notify mode lets you compose and send messages directly to other users screens. This may be considered a more urgent form of E-mail. Provided that the recipient is running OfficeTalk
and OfficeTalk is the active application, a yellow coloured notification will appear on the user's desktop. If OfficeTalk is not the active application, the program's button will start flashing on
the task bar. When the user clicks on the OfficeTalk button in the task bar, OfficeTalk will become the active application, displaying the yellow coloured notification. If the recipient is not
running OfficeTalk, the notification is stored until the recipient next logs onto OfficeTalk.
.endpar
[@g_QUIC0646.BMP|]
.par
You may send notifications to both local and remote OfficeTalk users. You may also send notifications to non OfficeTalk users, for example, Internet recipients. Such recipients will simply receive a
formatted mail message.
.endpar
Notify mode provides four different notification styles. These are:
[@aheading_2|]The Simple format notification is used to send one-way messages to other OfficeTalk users. You can send a Simple notification in the following way:
Press the [@g_QUIC1089.BMP|] button located in the Shortcut bar. Write the required message into the Message window.
Select the recipients to whom you wish to send the message.
.par
Specify a date and time into the [w2h_b1|Notify time ]field when you want the notification to be sent. If you want the notification to be sent as soon as possible then do not change the
[w2h_b1|Notify time ]field.
.endpar
Press the [@g_QUIC1055.BMP|] button or press [w2h_b1|Ctrl+S].
When the Simple notification arrives, it appears as shown below:
[@g_QUIC0648.BMP|]
.par
The Simple notification displays the message and who it was from. Pressing the [w2h_b1|Snooze ]button will close the notification and instruct it to pop up at a later time, depending upon the
specified snooze time. The [w2h_b1|Mail ]button allows you to[w2h_b1| ]mail the notification to yourself so that you can store it in a folder. Pressing the [w2h_b1|Mail ]button will pop up the Mail
Notification dialog box.
.endpar
[@g_QUIC0650.BMP|]
.par
You may specify the subject for the mail message and any additional comments. When you press [w2h_b1|OK ]the notification will be mailed to your Incoming Mail folder in Mail Mode, along with the
additional information provided.
.endpar
Pressing the [w2h_b1|OK] button on the pop up notification will close the notification.
[@aheading_2|]The While You Were Out[w2h_i1| ]format notification is used to send telephone messages to other OfficeTalk users. You can send a While You Were Out notification in the following way.
.par
[@specialChar(b7)|183] Press the [w2h_b1|[@g_QUIC1090.BMP|] ]button located in the Shortcut bar. Enter the name of the telephone caller into the [w2h_b1|Name ]field. Enter the caller's company into
the [w2h_b1|Of ]field and the caller's phone number into the [w2h_b1|Phone no][w2h_i1|.] field. Select the appropriate check box(es) to indicate the reason for calling and enter any other message
into the Message window.
.endpar
Select the recipients to whom you wish to send the message.
Press the [@g_QUIC1056.BMP|] button or press [w2h_b1|Ctrl+S].
[@g_QUIC0651.BMP|]
When the While You Were Out notification arrives, it appears as shown below:
[@g_QUIC0653.BMP|]
.par
The While You Were Out notification displays the message and who it was from. Pressing the [w2h_b1|Snooze] button will close the notification and instruct it to pop up at a later time, depending upon
the specified [w2h_b1|Snooze time]. The [w2h_b1|Mail ]button allows you to[w2h_b1| ]mail the notification to yourself so that you can store it in a mail folder.
[@aheading_2|]The Yes/No format notification is used to send messages to other OfficeTalk users, allowing them to reply either 'yes' or 'no'. You can send a Yes/No notification in the following way:
Press the [@g_QUIC1091.BMP|] button located in the Shortcut bar. Write the message into the Message window.
Select the user(s) to whom you wish to send the message.
Specify a date and time (using the calendar) into the [w2h_b1|Notify Time ]field when you want the notification to be sent.
Press the [@g_QUIC1057.BMP|] button or press [w2h_b1|Ctrl+S].
[@g_QUIC0655.BMP|]
When the Yes/No notification arrives, it appears as shown below:
[@g_QUIC0657.BMP|]
.par
The Yes/No notification displays the message and who it was from. Pressing the [w2h_b1|Snooze] button will close the notification and instruct it to pop up at a later time, depending upon the
specified [w2h_b1|Snooze time]. The [w2h_b1|Mail ]button allows you to[w2h_b1| ]mail the notification to yourself so that you can store it in a mail folder.
.endpar
You may press either the [w2h_b1|Yes ]or [w2h_b1|No ]button on the pop-up notification, depending on the required response to the message.
The originator of the Yes/No notification will be informed of the recipients reply with a Simple notification, as shown below:
[@aheading_2|]The Respond format notification is used to send messages to other OfficeTalk users, allowing them to reply to the message. You can send a Respond notification in the following way:
Press the [@g_QUIC1092.BMP|] button located in the Shortcut bar. Write the message into the Message window.
Select the user(s) to whom you wish to send the message.
Specify a date and time into the [w2h_b1|Notify Time] field when you want the notification to be sent.
Press the [@g_QUIC1058.BMP|] button.
[@g_QUIC0661.BMP|]
When the Respond notification arrives, it appears as shown below:
[@g_QUIC0663.BMP|]
.par
The Respond notification displays the message and who it was from. Pressing the [w2h_b1|Snooze] button will close the notification and instruct it to pop up at a later time, depending upon the
specified [w2h_b1|Snooze time]. The [w2h_b1|Mail ]button allows you to[w2h_b1| ]mail the notification to yourself so that you can store it in a mail folder.
.endpar
You may reply to the message in the Respond window. When you have entered your response, press the [w2h_b1|OK ]button on the pop-up notification.
The originator of the Respond notification will be informed of the recipients reply with a Simple notification, as shown below:
[@aheading_2|]By default, OfficeTalk will check for new notifications every 5 minutes. This period may be changed by a supervisor. Alternatively, you may manually check for pending notifications, You
can do this by selecting [w2h_b1|Popup Pending Notifications] from the [w2h_b1|Notify] menu in Notify mode. Alternatively, press [w2h_b1|Ctrl+O].
[@aheading_2|]By default, OfficeTalk will re-display snoozed notifications only after the snooze time that you specified has expired. You may wish to refer to a notification that you have snoozed
sooner than this. OfficeTalk lets you do this by selecting [w2h_b1|Popup Snoozed Notifications ]from the [w2h_b1|Notify ]menu in Notify mode. Alternatively, press [w2h_b1|Ctrl+N].
[@aheading_2|]You can use the contact address book to select recipients for your notification. The contact address book shows all contacts in the Contacts database who have been assigned an e-mail
address and a mail service. The e-mail address and mail service together describe where and how OfficeTalk will send the notification to that recipient.
.endpar
[@g_QUIC0564.BMP|]
.par
You can quickly search for a contact by typing in the first few letters of the contact's surname. If a match is found the recipient is selected in the left hand window. To select the contact as a
recipient, press the [w2h_b1|To->] button.
.endpar
You can view the properties of a contact by selecting the contact in the left hand list and pressing the [w2h_b1|Properties ]button.
When you press [w2h_b1|OK], the chosen recipients will be added to the To: window.
[@aheading_2|]When a notification arrives and OfficeTalk is not the active application, you have the choice of how the notification should present itself to you. You may wish to have the notification
pop up in front of the application that you are working in. Alternatively, you may wish to be told that there is a notification waiting to be read. OfficeTalk does the latter by flashing the
OfficeTalk title bar and the OfficeTalk task bar button, if the task bar is displayed. The notification will appear when OfficeTalk is made the active application.
.endpar
You may choose either of these options by selecting [w2h_b1|Preferences] from the [w2h_b1|Options ]menu in Notify mode. The Preferences dialog box is displayed. Select the Notifications page.
[@g_QUIC1164.BMP|]
Select the appropriate radio button and press [w2h_b1|OK]. The default setting is to flash the title bar.
[@aheading_2|]Any data that you view in a list in OfficeTalk may be sorted in a variety of ways. Nearly all lists display one or more columns of data. For example, when you view the Incoming Mail
folder in Mail mode, OfficeTalk displays, amongst others, a Sender column and a Received Time column. By default, OfficeTalk sorts mail in the Incoming Mail folder by Received Time, so that the most
recent mail is displayed at the top of the list. If you wanted to sort this list by another column, for example, the Sender column, then you simply click the relevant column header using the left
mouse button.
.endpar
[@g_QUIC1059.BMP|]
.par
This will sort the data in an ascending fashion according to the data type of the column. If the column is a text column, such as the Sender column, then OfficeTalk sorts the list showing mail from
senders whose name begins with 'A' at the top of the list and senders whose name begins with 'Z' at the end of the list. If the column is a date column, then items in the list are sorted with
earliest dates displayed at the top of the list.
.endpar
Data may be sorted in a descending fashion by clicking again on the column header.
.par
If you wish to sort by a column which is not displayed in the list then this is possible by using the Sort dialog box. You can show the Sort dialog box by clicking the right mouse button anywhere
inside the list and selecting [w2h_b1|Sort[@specialChar(85)|133]] from the context sensitive menu.
.endpar
[@g_QUIC1060.BMP|]
.par
The Sort dialog box lets you perform a multi-level sort which you cannot achieve simply by clicking on a column. A multi-level sort consists of a primary sort and optional secondary and tertiary
sorts. For example, you may sort Incoming mail by Received Time and then by Sender.
.endpar
[@g_QUIC0669.BMP|]
.par
Choose the primary sort by selecting a column from the top most drop down list in the dialog box. Choose a secondary sort from the next drop down list and so on. For each sort level you may choose
whether to sort ascending or sort descending by selecting the relevant radio button next to each drop down list.
[@aheading_2|]Any data that you view in a list within OfficeTalk may be grouped in a variety of ways. Grouping is similar to sorting except that header lines are inserted into the appropriate places
in the list.
.endpar
.par
For example, you may wish to [@GlossGroup|group] your Incoming Mail folder by Sender. This will display all mail sent from a particular person grouped together shown underneath an appropriate group
heading. The result is shown below:
.endpar
[@g_QUIC0671.BMP|]
.par
You can group a list by a particular column simply by clicking on the column using the left mouse button whilst keeping the [w2h_b1|Shift] key depressed. Clicking on the Sender column within Mail
mode whilst depressing the [w2h_b1|Shift] key will achieve a result similar to that shown in the picture above. The list is grouped in an ascending fashion. Data may be grouped in a descending
fashion by clicking again on the relevant header whilst keeping the [w2h_b1|Shift] key depressed.
.endpar
.par
If you wish to group by a column which is not displayed in the list then this is possible by using the Group dialog box. You can show the Group dialog box by clicking the right mouse button anywhere
inside the list and selecting [w2h_b1|Group[@specialChar(85)|133]] from the context sensitive menu.
.endpar
[w2h_b0|[@g_QUIC1061.BMP|]
.par
Choose a column by which to group the list by selecting a column from the drop down list in the dialog box. Choose whether to sort ascending or sort descending by selecting the relevant radio button
[@aheading_3|]By default, a header is inserted into the list every time the value of the grouped column changes. Sometimes you may wish to specify your own rules for grouping a list. For example, you
may wish to [@GlossGroup|group] the sender column into the following three ranges:
.endpar
[w2h_b0|Sender names (A to J)
Sender names (K to R)
Sender names (S to Z)
.par
You can do this by specifying a group range. Having selected 'Sender' in the [w2h_b1|Field ]drop down list in the Group dialog box, press the [w2h_b1|Edit Ranges ]button. The Ranges dialog box is
displayed.
.endpar
[@g_QUIC0676.BMP|]
Press the [w2h_b1|New] button. The Range Wizard will appear showing the Name page.
[@g_QUIC0678.BMP|]
Enter a name for the range, for example, 'Three way alphabetic split', and press [w2h_b1|Next ]to display the Ranges page.
[@g_QUIC0680.BMP|]
.par
The Ranges list will contain a single item called 'All'. You may split this item into the various ranges using the [w2h_b1|Split ]button. Press the [w2h_b1|Split ]button to display the Data dialog
box.
.endpar
[@g_QUIC0682.BMP|]
Enter the 'K' character and press [w2h_b1|OK]. The Ranges list will contain the following items:
Up to K
K and above
Press the [w2h_b1|Split ]button once more and enter the 'S' character and press [w2h_b1|OK]. The Ranges list will now contain the following items:
Up to K
K to S
S and above
.par
Press [w2h_b1|Finish ]on the Ranges page and press [w2h_b1|OK ]on the Ranges dialog box. Select the 'Three way alphabetical split' range from the [w2h_b1|Ranges ]drop down list in the Group dialog
box and press [w2h_b1|OK]. The mail shown in the Incoming Mail folder will be re-grouped as shown below:
.endpar
[@g_QUIC0684.BMP|]
.par
The Data dialog box, shown when you press the [w2h_b1|Split] button in the Ranges page, will vary depending upon the data type of the grouping column. If the grouped column is a [w2h_i1|string] type
then the Data dialog box will let you split the groupings by string-based ranges. If the grouped column is a [w2h_i1|date] type then the Data dialog box will contain a Date control letting you split
the groupings by Date-based ranges as shown below:
.endpar
[@g_QUIC0686.BMP|]
A different Data dialog box is displayed for each of the following column data types:
[@aheading_2|]Any data that you view in a list in OfficeTalk may be filtered in a variety of ways. The simplest way of filtering is by using the [w2h_b1|Filter By] and [w2h_b1|Filter Excluding]
commands available in most lists from the context sensitive menu. Using the example of the Incoming Mail folder, if you click on the right mouse button whilst positioning the cursor over a particular
field under the Sender column, the context menu will give you the choice of filtering the list showing only records whose sender column matches the value of the field or filtering the list excluding
records whose sender column matches the value of the field.
.endpar
[@g_QUIC0688.BMP|]
.par
Choosing the [w2h_b1|Filter By John Smith ][@GlossCommand|command] will filter the list to show only incoming mail sent by John Smith. Choosing the [w2h_b1|Filter Excluding John Smith ]will filter
the list to show all currently shown incoming mail except mail sent from John Smith.
.endpar
When a list is filtered, a {bmct help0147.bmp} marker is displayed in the window's title bar as shown below:
[@g_QUIC1062.BMP|]
.par
Having filtered the list in this way, you may disable the filter by selecting [w2h_b1|Disable Filter ]from the context sensitive menu. Once disabled, you may re-apply the filter by selecting
[w2h_b1|Enable Filter ]from the context menu.
.endpar
.par
You can use the [w2h_b1|Filter By] and [w2h_b1|Filter Excluding ]commands to build a complex filter. For example, you may wish to view all mail except mail from John Smith and Fred Bloggs. You could
achieve this by selecting [w2h_b1|Filter Excluding John Smith] and then selecting [w2h_b1|Filter Excluding Fred Bloggs].
.endpar
[w2h_b1|More:
[w2h_b0|[@UsingtheFilterdialogbox|Using the Filter dialog box]
[@aheading_3|]An alternative to using the [w2h_b1|Filter By ]and [w2h_b1|Filter Excluding ]commands is the Filter dialog box. You can show the Filter dialog box by selecting
[w2h_b1|Filter[@specialChar(85)|133]] from the context sensitive menu.
.endpar
[@g_QUIC0690.BMP|]
The Filter dialog box lets you perform either a quick simple filter or a more advanced, multi stage filter. It does this by providing a separate Simple and Advanced page.
The Simple page lets you select a field, for example, "Sender", an operator, for example, "==" and a value, for example, "Fred Smith".
.par
The Field drop down list is filled with all the fields available in the list that you are filtering. The Operator drop down list is filled with all the operators available for the chosen field. The
table below shows which operators are available on which field types:
.endpar
.table colSize 7 22
[w2h_b1|Field Type
Available Operators
[w2h_b0|String
.par
!=, != (no case), <, <=, ==, == (no case), >, >=, begins with, begins with (no case), contains, contains (no case), does not begin with, does not begin with (no case), does not contain, does not
contain (no case), does not end with, does not end with (no case), ends with, ends with (no case).
.endpar
Boolean
!=, ==.
Integer
!=, < <=, ==, >, >=
Date
!=, < <=, ==, >, >=
Date/Time
!=, < <=, ==, >, >=
.end-table
.par
The Value control will vary also depending upon the data type of the selected field. For example, if you are filtering the Incoming Mail folder and you select "Sender" from the Field drop down then
the Value control will be an Edit box, letting you type in a [w2h_i1|string] type value. If you select "Received Date" from the Field drop down then the Value may be selected from a date control.
.endpar
When you have specified your simple filter, press [w2h_b1|OK]. The list will be filtered accordingly.
.par
If you wish to perform a more complex filter then you can use the Advanced page. The advanced page lets you build a complex filter based on a series of simple expressions operated on by logical AND
and logical OR operators.
.endpar
For example, if you wanted to filter on all mail sent from John Smith between 1/1/98 and 3/1/98, you would need to build a complex filter in the following way:
From the Advanced page of the Filter dialog box, press the [w2h_b1|Add ]button. This will display another Filter dialog box showing the Simple page.
Enter the expression 'Received Date > 1/1/98' into the page and press [w2h_b1|OK].
Press the [w2h_b1|Add] button again and enter the expression 'Received Date < 3/1/98' into the page and press [w2h_b1|OK].
Select the [w2h_b1|AND ]radio button, select the contents of the list box and press the [w2h_b1|Combine] button. This will combine the two expressions into a single expression.
Press the [w2h_b1|Add ]button once more. This time enter the expression 'Sender == John Smith' and press [w2h_b1|OK]. The Filter dialog box will be as shown below:
[@g_QUIC0692.BMP|]
Finally press [w2h_b1|OK ]on the Filter dialog box. The list will be filtered accordingly.
[@aheading_3|]Once you have defined a filter you may save it for future use. You can save a filter by pressing the [w2h_b1|Save] button in the Filter dialog box. Pressing the [w2h_b1|Save ]button
will display the Save Filter dialog box.
.endpar
[@g_QUIC0694.BMP|]
Enter a description for the filter and choose whether to make the filter personal to you or publicly available to all users in the workgroup. Press [w2h_b1|OK] to save the filter.
Once saved, a filter may be retrieved from the Saved Filters page by simply selecting the appropriate filter from the drop down list.
[@g_QUIC0696.BMP|]
You may delete a filter completely by selecting the filter from the drop down list and pressing the [w2h_b1|Delete ]button.
[@aheading_2|]OfficeTalk lets you search for the following types of data:
Tasks
Appointments
[@GlossProject|Project] Tasks
Meetings
Companies
Contacts
Conversations
Documents
Mail
.par
[w2h_b0|You can search for data of a certain type using the appropriate search dialog box which may be accessed from the [w2h_b1|Search] menu in the relevant mode. For example, to search through
conversations, select [w2h_b1|Search Conversations] from the [w2h_b1|Search] menu in Contact mode.
.endpar
Each search dialog box provides two ways of searching. You may perform either a simple search or an advanced search. To perform a simple search, select the Simple page.
[@aheading_3|]The Simple page lets you choose which fields to search through. You may choose from the following options:
.table colSize 11 18
[w2h_b1|Field option
Description
[w2h_b0|Name/Subject field only
Searches just the name or subject field of the associated data type.
Subject field and body
Available in mail, conversation and document searching. Enables you to search the name or subject field and the mail body, conversation body or document contents, accordingly.
All text fields
Searches all text fields of the associated data type. This includes ]][@GlossCategory|category] fields and any custom fields.
[w2h_b0|All fields
Searches all text fields and any date fields
.end-table
You may enter the text that you wish to search for into the [w2h_b1|Text] field. OfficeTalk searches for data items [w2h_i1|containing] any text that you enter into this field.
[@g_QUIC1163.BMP|]
.par
The appointment, meeting, conversations, documents and mail search dialog boxes provide a way of confining the search to a certain date range. You can do this by checking the [w2h_b1|Date] check box
and entering the relevant date range into the [w2h_b1|Start] and [w2h_b1|End] date controls.
.endpar
.par
When you have specified the search criteria, press the [w2h_b1|Search] button. The [w2h_b1|Search] button will change to a [w2h_b1|Stop] button which enables you to halt the search at any point
during the search. The results of the search will be added to the [w2h_b1|Results] list as and when the results are found. At any time, you may view a particular result by selecting the result from
the [w2h_b1|Results] list and pressing the [w2h_b1|Goto] button.
[@aheading_3|]A more powerful form of searching may be achieved using the Advanced page of the Search dialog box. The Advanced page lets you specify complex search expressions involving logical AND
and logical OR operators.
.endpar
.par
For example, you may wish to search for all mail messages whose sender address contains the characters 'john@address.com'[w2h_b1| ]and whose received time is after '1/1/98' or for all messages that
are urgent.
.endpar
You may achieve this in the following way:
.par
From the Advanced page of the Search Mail dialog box, press the [w2h_b1|Add[@specialChar(85)|133]] button. This will show the Expression dialog box. Select 'Sender' from the [w2h_b1|Field ]field,
select 'Contains No Case' from the [w2h_b1|Operator ]drop down and enter 'john@address.com' into the [w2h_b1|Value ]field. Press [w2h_b1|OK]. The full expression will appear as a single line in the
[w2h_b1|Expressions] list in the Advanced page.
.endpar
.par
Select the [w2h_b1|AND] radio button and press the [w2h_b1|Add[@specialChar(85)|133]] button again. From the Expression dialog box, select 'Received Date' from the [w2h_b1|Field ]field, select '>='
from the [w2h_b1|Operator ]drop down and select '1/1/98' from the [w2h_b1|Value ]field. You can select the date either by typing in a date value or by pressing the {bmct help0148.bmp} button and
selecting the date from the pop-up calendar. Press [w2h_b1|OK]. The expression will also appear in the [w2h_b1|Expressions] list in the Advanced page.
.endpar
Next, combine the two expression into a single line by selecting all lines in the Expression list and pressing the [w2h_b1|Combine ]button.
.par
Next, select the [w2h_b1|OR] radio button and press the [w2h_b1|Add[@specialChar(85)|133] ]button once again. From the Expression dialog box, select 'Is Urgent' from the [w2h_b1|Field ]field, select
'==' from the [w2h_b1|Operator ]drop down and select 'TRUE' from the [w2h_b1|Value ]field. Press [w2h_b1|OK]. The full expression will appear as shown below:
.endpar
[@g_QUIC0639.BMP|]
Perform the search by pressing the [w2h_b1|Search ]button.
[@aheading_3|]Sometimes you may wish to search through all data in OfficeTalk for specific text. OfficeTalk lets you perform a database search by selecting [w2h_b1|Search Database] from the
[w2h_b1|Search] menu from within any mode. The Search Database dialog box is displayed.
.endpar
[@g_QUIC1097.BMP|]
The Search Database page lets you choose which fields to search through. You may choose from the following options:
.table colSize 11 18
[w2h_b1|Field option
Description
[w2h_b0|Name/Subject fields only
Searches just the name or subject field of the associated data type.
]][@GlossCategory|Category] fields
Searches the category fields of the associated data items.
All text fields
Searches all text fields of the associated data type. This includes category fields and any custom fields.
All fields
Searches all text fields and any date fields
.end-table
You may enter the text that you wish to search for into the [w2h_b1|Text] field. OfficeTalk searches for data items [w2h_i1|containing] any text that you enter into this field.
.par
In the [w2h_b1|Search what] list, place a tick next to each data item that you wish to include as part of the database search. If you wish to search through a subset of any data type, for example,
you may wish to search through a particular user's tasks rather than all users' tasks, then you may do this by selecting the [w2h_b1|Tasks] data type and pressing the
[w2h_b1|Details[@specialChar(85)|133]] button. A further dialog box is displayed allowing you to select which users' tasks will be searched.
.endpar
.par
When you have specified the search criteria, press the [w2h_b1|Search] button. The [w2h_b1|Search] button will change to a [w2h_b1|Stop] button which enables you to halt the search at any point
during the search. The results of the search will be added to the [w2h_b1|Results] list as and when the results are found. At any time, you may view a particular result by selecting the result from
the [w2h_b1|Results] list and pressing the [w2h_b1|Goto] button.
[@aheading_2|]Nearly all data in OfficeTalk gets transferred to the Recycle Bin when deleted. OfficeTalk lets you view the contents of the Recycle Bin and lets you either restore data back to its
original state or permanently delete it.
.endpar
[w2h_b1|More:
[w2h_b0|[@DeletingData|Deleting Data]
[@ViewingtheRecycleBinContents|Viewing the Recycle Bin Contents]
[@aheading_3|]Any item of data, such as a task or an appointment may be moved to the Recycle bin by selecting the item and pressing the [w2h_b1|Delete ]key on the keyboard. Alternatively, the item
may be dragged over and dropped onto the Recycle bin in the Shortcut bar. In both cases, OfficeTalk will ask you to confirm the action by displaying the following message box:
[@aheading_3|]You may view the contents of the Recycle bin by pressing the [@g_QUIC1063.BMP|] button in the Shortcut bar from within any mode.
.par
The Recycle bin displays a list of deleted data which may be sorted, filtered and grouped in just the same way as any other OfficeTalk list. By default, the list is grouped by data type as shown
below:
.endpar
[@g_QUIC0700.BMP|]
.par
The list displays the type of deleted data, for example, Tasks, Appointments, Planners etc. The list also displays the description of the deleted data, the original owner of the data, when the data
was deleted and who deleted the data.
.endpar
.par
By default, only data that you have deleted is shown. If you are a supervisor then you may view and restore deleted items belonging to other users. You can view other users deleted items by selecting
[w2h_b1|All Deleted Items] from the [w2h_b1|View] menu.
[@aheading_3|]Data that you have previously sent to the Recycle bin may be restored back to its original state by viewing the contents of the Recycle bin, selecting the data that you wish to restore
and pressing the [@g_QUIC1064.BMP|] in the Shortcut bar. For example, if you deleted a [@GlossPlanner|planner], all the keys and bookings associated with the planner would also be deleted, however
you would only see the planner in the recycle bin. Restoring the planner will also restore the associated keys and bookings.
[@aheading_3|]An item may be deleted permanently without going to the recycle bin by keeping the [w2h_b1|Shift ]key depressed whilst pressing the [w2h_b1|Delete] key. OfficeTalk will ask you to
confirm this action by displaying the following message box:
.endpar
[@g_QUIC0702.BMP|]
.par
You may permanently delete data from the Recycle bin by selecting the items in the Recycle bin and pressing the [@g_QUIC1065.BMP|] button located in the Shortcut bar. OfficeTalk will ask you to
confirm the permanent deletion prior to performing the action.
[@aheading_2|]OfficeTalk lets you link items of many different types together, allowing you to easily associate one piece of information with another. For example, you may need to action a task as a
result of a conversation that you had with a particular contact. OfficeTalk will let you link together the task, the conversation and the contact so that you can quickly access each piece of
information from the other.
.endpar
.par
OfficeTalk lets you link information belonging to other users, provided that you have access to their information. For example, you may send a mail message to somebody requesting that they action a
task that you have entered for them in their task list. You may wish to link your copy of the mail message to their task, letting you find the task quickly to see if it has been completed.
.endpar
[w2h_b1|More:
[w2h_b0|[@Howtolinktwoitemstogether|How to link two items together]
[@aheading_3|]To link, for example, an appointment to a task, select the appointment from the Daily Appointment Window and press the {bmct help0150.bmp} button above that window. Next, select the
task that you wish to link to and press the {bmct help0151.bmp} button above the Task list.
.endpar
.par
Notice that when you have pressed the link button once, all other link buttons will change their appearance to indicate that OfficeTalk is expecting you to [w2h_i1|finish] the link. When you press
the {bmct help0152.bmp} button to finish the link, all link buttons will change back to their original appearance.
.endpar
You can use the menu to link items together. The [w2h_b1|Links ]menu contains the following commands:
[@g_QUIC1066.BMP|]
.par
To connect one end of the link, select the relevant OfficeTalk item and choose [w2h_b1|Start Link] from the [w2h_b1|Links ]menu. Next, to connect the other end of the link, select the other
OfficeTalk item and choose [w2h_b1|Finish Link]. The items will now be linked together.
[@aheading_3|]To delete an existing link, select one of the linked items and select [w2h_b1|Delete Links ]from the [w2h_b1|Links ]menu. OfficeTalk will ask you to confirm that you wish to delete all
links associated with the selected item. Press [w2h_b1|Yes]. All links attached to the selected object will be deleted.
[@aheading_3|]Any item within OfficeTalk (e.g., task, appointment, conversation etc.) that is linked to another item will be displayed with a {bmct help0153.bmp} marker shown next to it. You can view
all the items that a particular item is linked to by clicking on the marker using the left mouse button. A list of links will be displayed underneath the {bmct help0154.bmp} marker. You can go to any
of the links shown by clicking on the relevant link in the list, using the left mouse button.
.endpar
[@g_QUIC0759.BMP|]
When you select one of the links from the list, OfficeTalk will change to the relevant mode and display the item in the view.
.par
If any of the items in the list of links have other links themselves, then OfficeTalk will indicate this by displaying an arrow symbol down the right margin of the link list next to the relevant
link. You may view these links by clicking on the arrow using the left mouse button. When you click on the arrow, another list will appear, showing another set of links. You can [w2h_i1|go to ]any of
[@aheading_2|]By default, when you start OfficeTalk, you begin in Diary Mode with the Daily Appointments View displayed. OfficeTalk lets you change which mode and which view is displayed initially
when you start the application. You can do this in the following way:
.endpar
Select [w2h_b1|Preferences ]from the [w2h_b1|Options ]menu. The Preferences dialog box is displayed. Select the Startup page.
[@g_QUIC0761.BMP|]
.par
Select which mode you wish to start up in by choosing a mode from the [w2h_b1|Startup Mode ]drop down list. The [w2h_b1|Sub View ]drop down list will contain a list of available sub views. Choose the
[@aheading_2|]Categories provide a useful way of classifying pieces of information. For example, you may wish to categorise contacts and companies into 'potential customers', 'existing customers' and
'old customers' and then have a way of searching any record by [@GlossCategory|category]. Alternatively, you may wish to have a wider category definition such as 'Personal' or 'Business' and then use
these categories to classify any piece of information in OfficeTalk. Again, you may then wish to search the entire database for any [w2h_i1|personal] information.
[@aheading_3|]Usually, you will want certain categories to apply only to certain data types in OfficeTalk. For example, you might wish to associate a [@GlossCategory|category] such as 'Customer' with
a company or contact but you may wish to associate a category such as 'Personal' with Task, Company, Contact and [@GlossPlanner|Planner] data types. OfficeTalk lets you do this using Category Sets.
.endpar
.par
A [@GlossCategoryset|Category Set] is a named list of categories which may be assigned to one or more data types. This means that the categories contained in a particular category set will be
available from within the Category page of only certain OfficeTalk data property sheets.
.endpar
.par
OfficeTalk is supplied with a number of category sets, however, you may create your own categories and category sets. For more information on defining Category Sets, see
[@aheading_3|]OfficeTalk lets you apply categories to the following data types:
Tasks
Appointments
[@GlossResource|Resource] Bookings
[@GlossProject|Project] Tasks
Meetings
Mail
Companies
Contacts
Conversations
Documents (such as letters and faxes)
.par
[w2h_b0|In order to apply categories to any data of the above types, you must have at least edit access to the data. To apply one or more categories, bring up the property sheet for the data item by
selecting the data item using the right mouse button and choosing [w2h_b1|Edit] from the context menu. Alternatively, double click on the data item. In either case, the associated property sheet is
displayed. Select the Categories page. The picture below shows the categories page for the Task property sheet.
.endpar
[@g_QUIC1093.BMP|]
.par
The [w2h_b1|Set ]drop down list lets you choose which [@GlossCategoryset|category set] to view. You may choose either the 'Global Categories' category set, the 'All Categories' category set or any
additional category sets which are associated with the specific data type. The categories belonging to the selected set will appear in the [w2h_b1|Available Categories ]list. If the set contains
categories which are already applied to the data then these categories will appear in the Categories field and the check box next to the relevant category in the [w2h_b1|Available Categories] list
will be checked.
.endpar
.par
To apply a category to the data item, simply check the relevant check boxes next to the required category in the [w2h_b1|Available Categories ]list. If you wish to add a new category to the set and
apply that category to the data item, then type the description of the category in the Categories field, separating it from other categories using a [w2h_i1|comma ]',' character.
[@aheading_3|]Once you have categorised data, you will, at some point, wish to search for the data by [@GlossCategory|category]. Whenever you search for data across all fields using the Simple Search
page, OfficeTalk will always include category information as part of the search. For example, if you search for tasks using the Simple page of the Search Tasks property sheet and you select 'All
Fields' from the [w2h_b1|Field] drop down list then any text that you enter in the [w2h_b1|Text] field will be used to try to match any of the tasks associated categories.
.endpar
[@g_QUIC1095.BMP|]
So, if you entered 'person'[w2h_i1| ]as your search text, OfficeTalk would find, as one of the results, a task associated with the [w2h_i1|Personal] category.
.par
The Search Database dialog box may be displayed by selecting [w2h_b1|Search Database] from the [w2h_b1|Search] menu from within any mode. The Simple page of this dialog box contains a [w2h_b1|Field]
drop down list which contains a 'Category Fields' entry. Selecting 'Category Fields' ensures that OfficeTalk will search through only the category fields of any data. Enter the required search text
into the [w2h_b1|Text] field.
.endpar
[@g_QUIC1097.BMP|]
.par
This search text should contain part or all of the relevant category description. When you press the [w2h_b1|Search] button, OfficeTalk will search for all relevant items whose category fields match
[@aheading_2|]The Calendar is shown in Diary and Meeting mode and is also shown when selecting a date from any date control within OfficeTalk.
[@g_QUIC0763.BMP|]
.par
You can select a date from the calendar by clicking on the {bmct help0155.bmp} button and {bmct help0156.bmp} button, using the left mouse button, to select the appropriate month and then simply
clicking on the appropriate date.
.endpar
.par
In Diary mode, you can drag appointments onto the calendar in order to move them from one date to another. You can also drag tasks onto the calendar in order to schedule time for those tasks on the
relevant date. You can also use the calendar to change the date shown in the diary.
.endpar
In Meeting mode, you can use the calendar to select the date for showing [@GlossResource|resource] availability prior to booking a meeting.
.par
The calendar is also used in the date control available in several dialog boxes and in certain lists. For example, the Task property sheet contains a date control to let you choose a deadline date
for the task. The Date control presents two buttons. The rightmost button lets you pop up the calendar in order to specify a date.
.endpar
[@g_QUIC0764.BMP|]
As soon as you select a date, the calendar will disappear and the selected date will appear in the associated field.
[@aheading_2|]OfficeTalk needs to know about each user's normal working hours. This information is used by the meeting manager when finding availability time during the process of booking a meeting.
This information is also represented graphically in diary mode so that anyone looking at a particular user's diary can see that user's availability time at a glance.
.endpar
.par
Typically, most users will have the same working hours and, for this reason, OfficeTalk lets you define the working hours or Custom Day for the workgroup as a whole. For more information, see
[@TaskFolders|Task Folders]. By default, all users will use the workgroup Custom Day but if certain users work to different working hours then those users may over-ride these settings, specifying
their own Custom Day settings. You may specify your own Custom Day settings by selecting [w2h_b1|Preferences ]from the [w2h_b1|Options] menu from within any mode. The Preferences dialog box is
displayed. Select the Custom Day page.
.endpar
[@g_QUIC1099.BMP|]
By default, the [w2h_b1|Use workgroup custom day] check box is selected. Uncheck the check box and press the [w2h_b1|Custom Day] button. The Custom Day property sheet is displayed.
[@g_QUIC1101.BMP|]
.par
Place a check box next to each weekday that is a normal working day. For most people, this is Monday to Friday inclusive. Next, for each of those days, specify a start time and an end time
representing your normal working hours for each day. Press [w2h_b1|OK] to save your changes.
[@aheading_2|]You may add [@GlossRichtext|rich text] notes to the following OfficeTalk data items:
[w2h_b0|Tasks
Appointments
Projects
[@GlossProject|Project] Tasks
Contacts
Companies
Documents
You can do this in the following way:
Select the Notes page in the item's property sheet.
Type in notes, using the format toolbar to add colour, fonts and character style to your text. Press [w2h_b1|OK] to save your changes.
.par
The task list and project task lists let you show a [w2h_b1|Has Notes] column. This column will display a {bmct help0157.bmp} marker if the associated record contains notes. Additionally, if an
appointment has associated notes, a {bmct help0158.bmp} marker will be displayed on the appointment window. Double clicking on this marker will bring up the relevant property sheet, showing the Notes
[@aheading_3|]OfficeTalk lets you insert objects into any notes window. An object may be anything from a Microsoft Word document to a link to a sound file.
You can insert objects into a notes window by pressing the {bmct help0159.bmp} button. This will pop up the Insert Object dialog box.
[@g_QUIC0766.BMP|]
.par
The Insert Object dialog box contains two pages: A Create New page and a Create From File page. The Create New page lets you select, from a list, one of the objects registered on your computer.
Select the required object and choose whether or not you wish to display the object as an icon within the Notes window and press [w2h_b1|OK]. OfficeTalk will open a new document for whichever object
type you selected.
.endpar
Alternatively, you may insert an object that is represented by a file. For example, you may wish to insert a bitmap file into the Notes window.
[@g_QUIC0768.BMP|]
.par
Do this by selecting the Create From File page and entering the full path of the file into the [w2h_b1|File Name ]field. Again, select whether or not you wish to display the object as an icon within
the Notes window. Also select whether or not you wish to embed the object into the notes page or link the object to the original file. Doing the former will make a copy of the object, embedding all
the data in OfficeTalk. Doing the latter will link the object to the original file such that any changes you make to the object within the Notes window will be reflected in the File and vice versa.
[@aheading_2|]You may print many of the views that OfficeTalk provides. The list of printable views is as follows:
Daily Appointments
Weekly Appointments
Monthly Appointments
Custom Appointment View
Task List
[@GlossGroup|Group] Chart View
Group Weekly View
Meetings
[@GlossProject|Project] Plan
Project Task List
Planners
Contacts
Companies
Conversations
History
Mail
.par
[w2h_b0|All Print dialogs have several buttons in common which provide functionality for setting up the printer, previewing what you are about to print, defining headers and footers and specifying
paper styles.
.endpar
.par
You can display any Print dialog box by pressing the {bmct help0160.bmp} button above the appropriate window. Alternatively, if the button is not available, then you may select the appropriate menu
item from the [w2h_b1|File/Print] menu.
.endpar
[w2h_b1|More:
[w2h_b0|[@SettingUpThePrinter|Setting Up The Printer]
[@aheading_3|]Every Print dialog box has a {bmct help0161.bmp}[w2h_b1| ]button. Pressing this button will display a Print Setup dialog box. This dialog box lets you choose which printer you wish to
use.
.endpar
[@g_QUIC0770.BMP|]
.par
You can choose either the default printer or a specific printer from the list of printers. Since this dialog is standard to most other Windows applications, it also lets you choose the orientation
and size of your paper. OfficeTalk does not use this functionality since paper orientation and size is defined in OfficeTalk's Paper Style dialog box. For more information, see [@PaperStyles|Paper Styles]
.
.endpar
If you press the {bmct help0162.bmp}[w2h_b1| ]button, another dialog box is displayed which will be specific to the particular printer that you have selected.
[@aheading_3|]OfficeTalk lets you preview (view on the screen) anything that you are about to print. This saves you paper and time. To preview, bring up the relevant Print dialog box, by pressing the
{bmct help0163.bmp} button above the appropriate window. Press the [w2h_b1|Preview] button. OfficeTalk will then display a preview of the print out. Press [w2h_b1|Close] to close the preview screen.
[@aheading_3|]Headers and footers are the areas above and below the top and bottom of the print range on a page, respectively. These areas are typically used for printing titles and page numbers.
OfficeTalk provides a Headers and Footers page in every Print dialog box.
[@g_QUIC0772.BMP|]
.par
OfficeTalk lets you define left, centre and right justified headers and footers, using the six fields in the Headers and Footers page. You may insert any text in these fields including certain
substitution codes which give you additional [w2h_i1|print time] information. The substitution codes available to you are as follows:
.endpar
.table colSize 14 14
[w2h_b1|Column
Description
[w2h_b0|%%Page
Page number
%%TotalPages
Total number of pages
%%Row
Row number for xy printing
%%Column
Column number for xy printing
%%Date
Current date
%%Time
Current time
%%%%
Percent sign
%%User
OfficeTalk user
%%Workgroup
OfficeTalk workgroup name
.end-table
When a view has a date/time associated with it, for example, when printing your diary information or printing a project, the following substitutions may be used:
.table colSize 14 14
[w2h_b1|Column
Description
[w2h_b0|%%YearShort
Year without century (00-99)
%%Year
Year with century
%%MonthShort
Abbreviated month name
%%Month
Full month name
%%MonthNum
Month number (1-12)
%%WeekDayShort
Abbreviated weekday name
%%WeekDay
Full weekday name
%%WeekDayNum
Weekday number (1-7)
%%Week
Week of the year (00-51)
%%Day
Day of month as a decimal (01-31)
%%DayOfMonth
Day of month as a decimal (01-31)
%%DayOfYear
Day of year as a decimal (01-365)
%%Hour
Hour in 24 hour format (00-23)
%%Hour12
Hour in 12 hour format (01-12)
%%Minute
Minute as a decimal (00-59)
%%Second
Seconds as a decimal (00-59)
%%TimeZone
Time zone abbreviation if known
.end-table
.par
The substitutions below apply only when printing certain views. For example, %%StartMonthStart would represent the first month printed in a project chart print out or a monthly appointments print
out, but it would be invalid for a task list print out.
.endpar
.table colSize 10 18
[w2h_b1|Column
Description
[w2h_b0| %%s or %%Section
Section letter (company/contact, e.g. A, B ...Z)
%%o or %%Owner
Owner of a schedule/task list
%%n or %%Name
Name of a project/]]]]]][@GlossGroup|group]/[@GlossPlanner|planner]
[w2h_b0|%%StartYearShort
Start year of page without century (00-99)
%%EndYearShort
End year of page without century (00-99)
%%StartYear
Start year of page with century
%%EndYear
End year of page with century
%%StartMonthShort
Abbreviated start month name for page
%%EndMonthShort
Abbreviated end month name for page
%%StartMonth
Full start month name for page
%%EndMonth
Full end month name for page
%%StartMonthNum
Start month number for page(1-12)
%%EndMonthNum
End month number for page(1-12)
%%StartWeekDayShort
Abbreviated start weekday name for page
%%EndWeekDayShort
Abbreviated end weekday name for page
%%StartWeekDay
Full start weekday name for page
%%EndWeekDay
Full end weekday name for page
%%StartWeekDayNum
Start weekday number for page (1-7)
%%EndWeekDayNum
End weekday number for page (1-7)
%%StartWeek
Start week of the year for page (00-51)
%%EndWeek
End week of the year for page (00-51)
%%StartDay
Start day of month for page as a decimal (01-31)
%%EndDay
End day of month for page as a decimal (01-31)
%%StartHour
Start hour for page in 24 hour format (00-23)
%%EndHour
End hour for page in 24 hour format (00-23)
%%StartHour12
Start hour for page in 12 hour format (01-12)
%%EndHour12
End hour for page in 12 hour format (01-12)
%%StartMinute
Start minute for page as a decimal (00-59)
%%EndMinute
End minute for page as a decimal (00-59)
%%StartSecond
Start seconds for page as a decimal (00-59)
%%EndSecond
End seconds for page as a decimal (00-59)
%%StartDate
Start date of page
%%StartTime
Start time of page
%%EndDate
End date of page
%%EndTime
End time of page
.end-table
[w2h_b1|Example: ]The following text could be put into the footers field:
[w2h_b1|Printed by %%u on %%D at %%T
]If the current user is called Joe Smith and you print using this text in your footer field then OfficeTalk will print something similar to the following:
[w2h_b1|Printed by Joe Smith on 21/02/98 at 14:10
.par
]You may choose to use this example substitution on all OfficeTalk print outs. If you check the [w2h_b1|Line below Header ]check box then a horizontal line will be drawn below each header. If you
check the [w2h_b1|Line above Footer ]check box then a horizontal line will be drawn above each footer. You may choose between having a header on the first page only or having a header on all pages.
Similarly, you may choose between having a footer on the first page only or having a footer on all pages.
.endpar
.par
You can specify the fonts for the header and footer using the [w2h_b1|Header Font ]button and the [w2h_b1|Footer Font ]button. The header and footer fonts will apply only to the Print dialog from
which this dialog was invoked. Once defined, the font settings will remain between OfficeTalk sessions.
[@aheading_3|]When printing you must always tell OfficeTalk the paper style that you wish to print on. A paper style describes the size and orientation of the printed view. It also lets you divide a
page into sub pages which OfficeTalk will treat as if they were pages in their own right.
.endpar
OfficeTalk comes supplied with several pre-defined paper styles. These are as follows:
A4 Portrait
A4 Landscape
A4 Landscape (2 rows x 2 Cols)
A5 Landscape
A5 Portrait
Envelope
Filofax[@specialChar(ae)|174] 2 pages Landscape
Filofax[@specialChar(ae)|174] 2 pages Portrait
You can select a paper style from within any Print dialog box by choosing the relevant style from the [w2h_b1|Paper Style ]pull down list.
.par
You can create or edit paper styles by selecting [w2h_b1|Paper Styles ]from the [w2h_b1|Print ]sub menu in the [w2h_b1|File ]menu or by pressing the [w2h_b1|Paper Styles[@specialChar(85)|133]] button
in the Print dialog box. When you select this menu option or press the button, the Paper Styles dialog box is displayed.
.endpar
[@g_QUIC0774.BMP|]
.par
You can create a new paper style by pressing the [w2h_b1|New] button. Alternatively, you can edit an existing paper style by selecting the paper style from the list and pressing the [w2h_b1|Edit]
button. In both cases a Paper Styles dialog box is displayed.
.endpar
.par
The [w2h_b1|Paper Sizes ]fields define the printable area in terms of width and height. You may choose from a list of existing paper sizes or you may select [w2h_b1|Custom ](at the bottom of the
list) and specify your own Paper Width and Paper Height.
.endpar
.par
The [w2h_b1|No. of Rows ]field and the [w2h_b1|No. of Columns ]field define how the page is to be divided into sub-pages. The default is No. of Rows = 1 and No. of Columns = 1 which means that the
page is not split into sub-pages.
.endpar
The [w2h_b1|Page Margins] and the [w2h_b1|Internal Margins ]may be used to completely define the printable area of the page (and/or sub pages). The diagram below summarises each measurement.
[@g_QUIC0004.WMF|]
.par
[w2h_b1|Example: ]If you wanted to print out some OfficeTalk contacts onto sheets of labels (4 across x 8 down) then you would set No. of Rows = 8 and[w2h_i1| ]No. of Columns = 4. You would then
specify the internal margins according to the size of the labels.
.endpar
.par
The [w2h_b1|Draw Cutlines ]check box draws lines representing where you should cut along if you wanted to cut the printout into its individual sub-pages. For example, if you used the
Filofax[@specialChar(ae)|174] 2 pages Landscape paper style, which comes supplied with OfficeTalk, you would probably want OfficeTalk to draw the cut lines so that you could cut out the two filofax
sized pages from your single A4 sheet of paper.
.endpar
.par
You can specify the orientation of the paper by selecting either the [w2h_b1|Portrait] or [w2h_b1|Landscape] radio button. This will automatically instruct the printer to use either landscape or
[@aheading_2|]The Shortcut bar is located down the left hand side of the screen. It provides access to specific functions within each mode, essentially behaving as a sub tool bar. Each icon shown in
the Shortcut bar is termed a [w2h_i1|Shortcut button] and is the means to activating either a specific function within a mode or is a shortcut to a file or application.
.endpar
.par
The Shortcut bar can contain several groups of buttons. By default, OfficeTalk shows a single [@GlossGroup|group] containing the buttons for the mode shown. You can show all the mode groups in the
shortcut bar by clicking the right mouse button in a blank part of the Shortcut bar and selecting [w2h_b1|Mode Groups ]from the context menu.
.endpar
[@g_QUIC0777.BMP|]
.par
Doing this will show a group tab for each of the modes in OfficeTalk. Clicking on a mode group tab will display that mode's shortcut buttons in the Shortcut bar. If you change mode using the mode
tool bar at the top of the screen, the associated mode group tab is automatically selected, showing the mode's buttons in the Shortcut bar. If you select a different mode group and click on one of
the buttons in that group, the associated mode will be selected and the action, associated with the button, will be performed.
.endpar
[w2h_b1|More:
[w2h_b0|[@AddingaGroup2|Adding a Group]
[@RemovingaGroup|Removing a Group]
[@AddingaShortcutButtontotheBar|Adding a Shortcut Button to the Bar]
[@AddingaFiletotheBar|Adding a File to the Bar]
[@RenamingaShortcutButton|Renaming a Shortcut Button]
[@RemovingaShortcutButton|Removing a Shortcut Button]
[@aheading_3|]You are not restricted to displaying mode groups in the Shortcut bar. You can add your own [@GlossGroup|group] by clicking the right mouse button in the Shortcut bar and selecting
[w2h_b1|Add New Group ]from the context menu. A new group tab is displayed at the bottom of the Shortcut bar in an activated state, ready for you to enter a name for the tab. Type in a name and press
[@aheading_3|]You cannot permanently remove mode groups from the Shortcut bar since these are special groups which are automatically selected when you change mode, but you can hide mode groups by
clicking the right mouse button in a blank part of the Shortcut bar and selecting [w2h_b1|Mode Groups ]from the context menu.
.endpar
[@g_QUIC1067.BMP|]
.par
Any groups that you have added may be deleted from the Shortcut bar by clicking on the relevant [@GlossGroup|group] tab using the right mouse button and selecting [w2h_b1|Remove Group ]from the
[@bheading_3|] Adding a Shortcut Button to the Bar
.par
[@aheading_3|]You can add a shortcut button to any [@GlossGroup|group] by first selecting the group and then clicking the right mouse button in a blank part of the Shortcut bar and selecting
[w2h_b1|Add To Bar ]from the context menu. The Select Shortcut dialog box is displayed.
.endpar
[@g_QUIC0780.BMP|]
.par
From the drop down list, choose the mode containing the shortcut button that you wish to add to the selected group, select the relevant shortcut button from the [w2h_b1|Shortcuts] list and press the
[w2h_b1|Add ]button. The shortcut button will be added to the bottom of the selected group.
[@aheading_3|]OfficeTalk lets you create shortcuts to any file or application on your computer or network. You can do this by selecting the [@GlossGroup|group] to which you wish to add the shortcut
file and by selecting [w2h_b1|Add File To Bar ]from the context menu.
.endpar
[@g_QUIC0782.BMP|]
.par
A file chooser dialog box is displayed letting you locate and select the relevant file. Press [w2h_b1|OK ]on the file chooser dialog box. A shortcut, representing the file, will appear at the bottom
of the selected group. Clicking on the shortcut will activate the associated file or application.
[@aheading_3|]OfficeTalk provides default descriptions for each shortcut button in the Shortcut bar. You may change the description of any shortcut button by clicking on the shortcut using the right
mouse button and selecting [w2h_b1|Rename Shortcut ]from the context menu.
.endpar
[@g_QUIC0784.BMP|]
An edit box is displayed over the shortcut description. Enter a new description and press [w2h_b1|Enter].
[@aheading_3|]You may permanently remove any shortcut button or shortcut file from a [@GlossGroup|group] by clicking on the shortcut using the right mouse button and selecting [w2h_b1|Remove Shortcut
]from the context menu.
.endpar
[@g_QUIC0785.BMP|]
OfficeTalk will ask you to confirm that you wish to permanently remove the shortcut. If you press [w2h_b1|Yes], the shortcut will be permanently removed.
[@aheading_3|]You may change the order of any of the shortcut buttons within a [@GlossGroup|group] by simply depressing the left mouse button on a particular shortcut and dragging the shortcut up or
down to the new location. Releasing the left mouse button will fix the shortcut's new location.
[@aheading_2|]Sometimes, you will want to know which other users are logged on to OfficeTalk. For example, you may wish to send a notification to someone in order that they receive your message
immediately. If you know that the person is not logged on, then it is likely you will decide to contact them by other means.
.endpar
.par
At any time, you may view the list of users who are currently logged on. You can do this by selecting [w2h_b1|Who[@specialChar(85)|133]] from the [w2h_b1|View] menu. This will display the Who Is
Logged On dialog box. The list of currently logged on users is displayed in the Users list.
.endpar
[@g_QUIC1103.BMP|]
[w2h_b1|More:
[w2h_b0|[@RemotelyLoggingaUserOff|Remotely Logging a User Off]
[@aheading_3|]Occasionally, as a supervisor, you will want to ensure that no other users are logged on to OfficeTalk. For example, you might wish to compact the database. Such a process requires all
users to be logged off.
.endpar
.par
You can log another user out of OfficeTalk by selecting [w2h_b1|Who[@specialChar(85)|133]] from the [w2h_b1|View] menu in Supervisor mode. When you do this the Who Is Logged On dialog box is
displayed with an additional [w2h_b1|Log Off ]button.
.endpar
Select the user that you wish to log off and press the [w2h_b1|Log Off] button. The user will be logged off after a short while.
[@aheading_2|]If a password has been set on the OfficeTalk database for security purposes, then to avoid each user having to manually enter this password every time they log onto OfficeTalk, a
password automation program is supplied. This program is called the OfficeTalk Password Automation applet and is installed only on the first OfficeTalk installation into the OfficeTalk program
[@GlossGroup|group].
.endpar
Start this program by double clicking on the program item in the OfficeTalk program group. A dialog box is shown asking you to specify the correct database password.
[w2h_b0|[@g_QUIC1105.BMP|]
Enter the database password and press [w2h_b1|OK]. The Password Automation applet will tell you if you have entered the wrong password.
[@g_QUIC1107.BMP|]
If you entered the correct password, the applet will feed this information to OfficeTalk, such that the next time that any user logs on, this password is automatically used to open the database.
If the database password changes, then you must re-run the Password Automation applet and enter the new password.
.par
[w2h_b1|Note: ]The database password is completely different to your login password. Your login password is used to identify you as an OfficeTalk user once the database has been opened. The database
password is required in order to open the database and acts as another level of security.
[@bheading_2|] Installing Forms into Microsoft Exchange/Outlook
.par
[@aheading_2|]Several electronic forms are supplied with OfficeTalk which provide a mechanism for OfficeTalk users to invite Microsoft Exchange/Outlook users to meetings and to assign them tasks. The
following forms are supplied:
.endpar
Meeting invitation form
Task assignment form
[@GlossProject|Project] task assignment form
.par
[w2h_b0|The forms are intended to be installed into Microsoft Exchange or Microsoft Outlook. In the absence of such forms, the Microsoft Exchange/Outlook user will receive a text based message
inviting them to a meeting or assigning them a task. Responses to these invitations or task assignments are achieved by replying to the message. If these forms are installed, then responding to the
invitations or task assignments may be done simply by pressing a button. This leads to tighter integration between OfficeTalk and Microsoft Exchange/Outlook.
.endpar
To install any of the supplied forms into Microsoft Exchange/Outlook, do the following:
Firstly, ensure that the Microsoft Exchange Server service is installed.
Select [w2h_b1|Options] from the [w2h_b1|Tools] menu. The Options property sheet is displayed. Select the Exchange Server page.
[@g_QUIC1145.BMP|]
Press the [w2h_b1|Manage Forms] button. The Forms Manager dialog box is displayed.
[@g_QUIC1147.BMP|]
.par
Press the [w2h_b1|Install[@specialChar(85)|133]] button. A file chooser dialog box is displayed. Locate and select one of the following files from the [w2h_b1|Forms] sub directory in the shared
database directory:
.endpar
.table colSize 10 19
[w2h_b1|Form
Description
[w2h_b0|[w2h_b1|OTProj.cfg
]The project task assignment form
[w2h_b1|OTTask.cfg]
The task assignment form
[w2h_b1|OTMeeting.cfg
]The meeting invitation form
.end-table
.par
When you press [w2h_b1|OK ]on the file chooser dialog box, the Form Properties dialog box is displayed. You may change the display name of the form and add any relevant comments. Pressing [w2h_b1|OK]
on the Form Properties dialog box will install the form.
[@bheading_2|] Importing Data From Microsoft Outlook
.par
[@aheading_2|]OfficeTalk is supplied with a utility which can import data from Microsoft Outlook into OfficeTalk. The utility is called [w2h_b1|OUTLK2OT.EXE] and may be found in the [w2h_b1|Import]
directory of your installation CD.
.endpar
The [w2h_b1|OUTLK2OT.EXE] utility is able to transfer the following data from Outlook into OfficeTalk:
Appointments
Tasks
Companies and Contacts
E-mail and folders
When you run the utility, you may select which data you wish to convert. Make your selection by checking the appropriate check box.
[@g_QUIC1166.BMP|]
To begin the import, press [w2h_b1|Import]. As the data import progresses, the utility will display the number of records converted.
[w2h_b1|Note:] This utility should be run only once. Running this utility twice will add duplicate records to your database.
[@aheading_2|]Before you send mail or save conversation or note text, you may wish to check that you have spelt everything correctly. OfficeTalk lets you do this by pressing the {bmct help0164.bmp}
button located in the toolbar in the following views:
.endpar
[@specialChar(b7)|183] Compose view in Mail mode
[@specialChar(b7)|183] Details page of conversation property sheet
[@specialChar(b7)|183] Notes page of any item property sheet
.par
If there are any mis-spelt words in your document, the spell checker dialog box is displayed showing the first incorrect word. The spell checker suggests one or more words to correct the word. Select
the appropriate word from the [w2h_b1|Suggestion] list and press [w2h_b1|Replace].
.endpar
[@g_QUIC1168.BMP|]
.par
If you wish to replace all occurrences of this mis-spelt word then press [w2h_b1|Replace All]. If you wish the spell checker to ignore the word then press [w2h_b1|Ignore]. If you wish the spell
checker to ignore all occurrences of this word throughout the remainder of the document then press the [w2h_b1|Ignore All] button.
.endpar
.par
The spell checker lets you add your own words to the dictionary. Rather than ignore any words that the spell checker does not know about, you may add them to the dictionary by pressing the
[w2h_b1|Add] button. The spell checker will treat any words that you add as acceptable words for all future spell checks.
.endpar
The spell checker can suggest similar words to any word that you enter into the [w2h_b1|Replace With] field. It will do this when you press the [w2h_b1|Suggest] button.
When the spell checker has completed checking your document, it will display a message box as shown below, including a word count of your document.
[@g_QUIC1170.BMP|]
.par
If you wish to use OfficeTalk when you are not connected to the main database, then you can do so using the Work Offline feature. When you work offline, OfficeTalk constructs a subset of the main
database on the local drive of your computer. You have full control over how little or how much of the main database that you copy. Whilst you are working offline, every time that you log in to
OfficeTalk you will use the offline database. Any changes that you make to the offline database may be applied to the main database either directly over the network, when you are back in the office,
or by e-mail over the Internet.
.endpar
.par
Any member of your workgroup may log onto your offline database by supplying their own login name and password and they may add, edit and delete their own data. When you synchronise with the main
database their changes will also be synchronised. In this way, it is possible to use the Work Offline feature for a [@GlossGroup|group] of people to work remotely. An alternative is to use the Remote
Workgroup features which offer a richer set of synchronisation features.
[@aheading_2|]You may work offline by selecting [w2h_b1|Work Offline ]from the File menu in any mode. When you do this, OfficeTalk will display the Work Offline wizard, showing the Details page. This
page lets you choose which type of data you wish to bring with you from the main database to the offline database.
.endpar
[@g_QUIC0786.BMP|]
.par
You may specify which user's information to copy by selecting the Users item and pressing the [w2h_b1|Details[@specialChar(85)|133] ]button. The Users dialog box will appear, showing a list of the
users in the workgroup.
.endpar
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For each user, you may choose whether or not to copy the following data:
Tasks
Appointments
Mail
Notifications
Events
Viewed Planners
User Links
You can do this by selecting the relevant user from the list and pressing the Details button. This will display a list of user related data types from which you may choose.
[@g_QUIC0790.BMP|]
.par
You may also select whether or not to take down [@GlossResource|resource] data, [@GlossPlanner|planner] data, [@GlossProject|project] data, meeting data and contact data. Selecting any of these items
and pressing the [w2h_b1|Details[@specialChar(85)|133] ]button will display additional dialog boxes letting you select sub components. For example, if you select the Planners check box and press the
[w2h_b1|Details[@specialChar(85)|133] ]button, an additional dialog box will pop up showing a list of planners to choose from.
.endpar
When you press [w2h_b1|Finish], OfficeTalk will copy all the selected data and will then ask you to confirm whether or not you wish to log onto the offline database.
[@g_QUIC0792.BMP|]
.par
If you press [w2h_b1|No], OfficeTalk will close down. The next time you log onto OfficeTalk you will automatically be logged onto the offline database. If you press [w2h_b1|Yes], OfficeTalk will log
[@aheading_2|]Once you have created the offline database, the next time you work offline the Offline wizard will contain two pages. The first page is the Details page as described above. The second
page is the Existing Workgroup page. It gives you the choice of creating a new offline database, over-writing the existing one or updating the existing offline database with the latest changes to the
main database.
.endpar
[@g_QUIC0794.BMP|]
The second option is more efficient since the database does not have to be recreated. Instead, only changes made since the last time the offline database was updated will be copied.
.par
If you choose to update the existing offline database with the latest changes then the [w2h_b1|Next] button is enabled. If you chose to create a new offline database then your next step is to press
[w2h_b1|Finish]. Pressing [w2h_b1|Next ]displays the Additional Data Synchronisation page which lets you choose various options relating to how documents and notes will be handled when you work
offline.
.endpar
[@g_QUIC1172.BMP|]
.par
This page lets you choose whether or not to update the offline database with all new and changed documents (such as letters and letter templates and any file attachments attached to notes). It also
lets you choose whether or not to update the offline database with all new and changed notes (such as notes associated with tasks, appointments, companies and contacts etc.).
.endpar
When you press [w2h_b1|Finish], OfficeTalk will copy the relevant data and will then ask you to confirm whether or not you wish to log onto the offline database.
[@bheading_2|] Synchronising With the Main Database
.par
[@aheading_2|]While you are working offline, you may at any time synchronise with the main database. Synchronising with the main database will copy changes made to the main database over to the
offline database. It will also copy changes made to the offline database to the main database.
.endpar
You may synchronise by selecting [w2h_b1|Synchronise] from the [w2h_b1|File] menu. This will display the Synchronisation wizard showing the Method page.
[@g_QUIC0796.BMP|]
.par
This page lets you choose between synchronising directly, synchronising via a [@GlossCommand|command] or synchronising via e-mail. If you are in the office and have access to the main database, over
the network, then you should select the [w2h_b1|Synchronising Directly] option. If you are away from the office but have access to the main database over a dial up network, then you should choose the
[w2h_b1|Synchronising by Command ]option. If you are away from the office and have access to Internet mail via the OfficeTalk Internet Service, then you may select the [w2h_b1|Synchronising via
E-mail ]option. Select the appropriate radio button and press [w2h_b1|Next].
.endpar
.par
If you choose [w2h_b1|Synchronising via E-mail] and you have not set up your Internet Mail Service in the offline database, then OfficeTalk will inform you of this and will ask you if you wish to set
up the service now.
.endpar
[@g_QUIC0798.BMP|]
Press [w2h_b1|Yes ]and follow the instructions for setting up the Internet Mail Service as described in [@ConfiguringtheInternetMailservice|Configuring the Internet Mail service ].
When the Internet Mail Service is set up, the Email page is shown.
[@g_QUIC0800.BMP|]
.par
Enter the e-mail address used by any of the mail gateway computers logged on to the main OfficeTalk database and press [w2h_b1|Next]. In order for the main database to send back its changes to update
your offline database, it needs to know a [w2h_i1|Return Address] to which it can send synchronisation data. If you have not previously specified a return address, OfficeTalk will prompt you to
specify one now
.endpar
[@g_QUIC0802.BMP|]:
Press [w2h_b1|Yes]. OfficeTalk will display the Command Return Address dialog box. Enter your e-mail address that you use while away from the office.
[@g_QUIC0804.BMP|]
[w2h_b1|Note: ]OfficeTalk will suggest a return address based on information that you provided in the Internet Mail Service property sheet.
.par
If you have chosen to synchronise directly or synchronise by command, the page shown after the Method page is the Dial-up Service page. This page lets you specify whether or not OfficeTalk should use
dial up networking in order to connect to the main database.
.endpar
[@g_QUIC1174.BMP|]
.par
If you have access to the main database over the network then leave the check box un-checked. If you are genuinely working remote and need to use dial up networking in order to see the main database,
then check the check box and select the appropriate dial up service. Press [w2h_b1|Next].
.endpar
If you have chosen to synchronise directly or synchronise by command, the page shown after the Dial-up Service page is the Direction page.
[@g_QUIC0806.BMP|]
.par
This page lets you choose whether to update the main database from changes made to this offline database or whether to update this offline database from changes made to the main database, or both.
Select the appropriate radio button and press [w2h_b1|Finish].
.endpar
If you have chosen to synchronise directly, OfficeTalk will connect directly to the main database and will perform the synchronisation.
.par
If you have chosen to synchronise via e-mail, OfficeTalk will generate a command which will get sent the next time you connect to the Internet in order to send and receive Internet mail. If you have
chosen to update this workgroup from the main database, then when your command has been processed by the gateway computer on the main database, you will, some time later, receive a command, via
e-mail, which OfficeTalk will automatically interpret as the synchronisation data from the main database.
.endpar
.par
If you have chosen to synchronise by command, OfficeTalk will connect directly to the main database and will transfer a single command to the database. This command will contain all the information
that the main database needs to update itself with your changes. The command also contains a request to receive changes made to the main database. This command will be processed the next time that
one of the machines, connected to the main database, runs the Command Processor. You will receive changes made to the main database the next time you synchronise.
[@aheading_2|]When you have returned to the office you may wish to log onto the main OfficeTalk database. This process is called [w2h_i1|Working Online]. You can work online in the following way:
.par
[@specialChar(b7)|183] Select [w2h_b1|Work Online] from the [w2h_b1|File ]menu. OfficeTalk will ask you whether or not you wish to update the main database with any changes made to the offline
database prior to working online. Press [w2h_b1|Yes] to perform the one way synchronisation or [w2h_b1|No] to work online without updating the main database.
.endpar
[@g_QUIC0808.BMP|]
OfficeTalk will log you onto the main database. Logging on to OfficeTalk subsequent times will log you straight on to the main database.
[@aheading_2|]Once you have worked offline, then each time that you log onto OfficeTalk, you will be automatically logged onto the offline database. It is possible to log onto the main database
without marking your machine as [w2h_i1|working online]. You can do this by selecting 'Main Database' from the [w2h_b1|Database ]drop down in the Login dialog box.
.endpar
[@g_QUIC0810.BMP|]
.par
When you log in, you will be logged onto the main database. However your machine will not be marked as [w2h_i1|working online] and subsequent logins will log you onto the offline database unless you
select Main Database from the [w2h_b1|Database ]drop down.
[@aheading_2|]Remote Workgrouping is an OfficeTalk feature which lets separate OfficeTalk Workgroups have access to each other's data.
Remote Workgrouping includes the ability to replicate data between OfficeTalk databases and it can do this in a variety of ways to suit many different organisations.
.par
For example, your company may have several sites, each with a separate OfficeTalk Workgroup. It may be company policy that every individual should be able to look at the diary of any other individual
at any of the company's sites. OfficeTalk can achieve this through Remote Workgrouping.
.endpar
.par
Your company may be managing a [@GlossProject|project] which is being implemented by off-site contractors, each one having only Internet Mail access to you. You may wish to be updated with their
progress on a twice daily basis. OfficeTalk can achieve this and much more through Remote Workgrouping.
[@aheading_3|]When two or more workgroups connect in a mirrored[w2h_i1| ]configuration, each workgroup will inherit each other's data and any changes made to the data in one workgroup will be
reflected in all the other workgroups.
.endpar
.par
The advantage of a mirrored configuration is that all users, regardless of which database they come from or where they are physically located, appear as if they all belong to the same local
Workgroup.
.endpar
.par
This means that a user can view the diary of a user belonging to another workgroup, just as if that user was a member of the same workgroup. In addition, all users will share the same contact address
book, meetings, planners and projects etc. It also means that a user, visiting another site, can access his own diary from that site and see his changes reflected exactly at his own site.
.endpar
All this may be considered an advantage for certain Organisations, but a disadvantage for others where less intimate data sharing is favoured.
.par
One disadvantage of the Mirrored Configuration is that the data you access will not be up-to-date with the actual data held in the remote workgroup since the data that you access is a copy of the
original data. The accuracy of your data depends entirely on how frequently data is synchronised.
[@aheading_3|]A Direct Workgroup Configuration consists of two separate workgroups each containing their own data. In this configuration, there is no data replication involved. Neither workgroup
keeps a copy of any of the data in the other workgroup. Any accesses made from one workgroup to another are done [w2h_i1|directly]. It is possible to access most of the data in the remote workgroup
via a Direct Configuration, however access to the workgroup depends entirely on what data that workgroup wishes to let you see.
.endpar
.par
Depending upon the mechanism you choose for accessing data via the Direct Workgroup Configuration (see [@RemoteWorkgroupReplicationStrategies|Remote Workgroup Replication Strategies]), you may have
either [w2h_i1|full] or only [w2h_i1|partial] access to the data held in the workgroup. If you have [w2h_i1|partial] access, you will be restricted to sending e-mail, notifications, meeting requests
and task assignments to users belonging to the remote workgroup. If you have [w2h_i1|full] access then, from within OfficeTalk, you will be able to open the remote workgroup and you will have access
to a lot more data including diaries, projects, planners, meetings and contacts.
.endpar
.par
For example, to access the diary information of a user belonging to a remote workgroup via a direct configuration, you can simply select the workgroup name from the user drop down list in diary mode.
This will open the remote workgroup.
.endpar
[@g_QUIC0812.BMP|]
Once you have done this, the drop down is populated with users belonging to the remote workgroup. Simply select the required remote user from the drop down list to show their diary information.
.par
An advantage of a Direct Workgroup configuration over a Mirrored Workgroup configuration is that the workgroups can remain independent databases and do not need to merge with each other. A further
advantage is that, since the remote workgroup data is accessed directly, all data is always fully up to date.
.endpar
.par
One disadvantage is that access to [w2h_i1|all ]data in the remote Workgroup is not possible. For example, you do not have access to any history information held in the remote workgroup. A further
disadvantage is that any immediate data access requires that all users have direct or dial-up access to the Remote Workgroup's database. As a result, data transfer must be made over a potentially
slow direct ODBC connection, hence the term Direct Workgroup Configuration.
[@aheading_3|]A Replica Workgroup Configuration is a configuration whereby the remote workgroup is replicated to a local database which remains separate from your own local workgroup's database. The
advantage of a Replica Workgroup Configuration is that you have fast access to data held in the remote workgroup without the need for connecting directly to the remote workgroup. One disadvantage is
that the data you access will not be up-to-date with the actual data held in the remote workgroup since the data that you access is a copy of the original data. The accuracy of your data depends
entirely on how frequently data is synchronised.
.endpar
.par
You may access data in the replica workgroup in the same way as the direct configuration, except this time you are directly accessing a local replica database rather than the data of the main remote
workgroup database itself. As an example, to access the diary information of a user belonging to a remote workgroup via a replica configuration, you can simply select the workgroup name from the user
drop down list in diary mode. This will open the remote workgroup.
.endpar
[@g_QUIC0814.BMP|]
Once you have done this, the drop down is populated with users belonging to the remote workgroup. Simply select the required remote user from the drop down list to show their diary information.
[@aheading_2|]Once one workgroup has connected to another workgroup in one of the configurations described above, the data in each workgroup must be synchronised from time to time. OfficeTalk
provides three different methods for synchronising data with remote workgroups. Each method has its own advantages.
[@aheading_3|]The Synchronous method involves opening the database of the remote workgroup in order to transfer data between the workgroups. The data transfer is [w2h_i1|synchronous] which means that
when the local OfficeTalk synchronisation server sends and receives changes to and from the remote workgroup database, it does it there and then.
.endpar
.par
The advantage of the Synchronous method is that OfficeTalk only needs to connect once to the Remote Workgroup database in order to send and receive changes and any changes are made immediately to the
remote workgroup.
.endpar
.par
A disadvantage of this method is the fact that the OfficeTalk synchronisation server machine must have either direct or dial-up access to the Remote Workgroup's database. Also this method requires
the highest network bandwidth of the three methods and as a result is the slowest in terms of data transfer.
[@aheading_3|]The Asynchronous method involves opening the database of the remote workgroup in order to transfer a single record to the remote workgroup's database and a single record from the remote
workgroup's database. The data transfer is [w2h_i1|asynchronous] which means that when the local OfficeTalk synchronisation server sends and receives changes, the changes are not made there and then.
Instead, the synchronisation server of the remote workgroup makes the changes in it's own time.
.endpar
The advantage of the Asynchronous method is that network bandwidth is considerably reduced which makes it a more suitable synchronisation strategy for slower networks or for dial-up connections.
.par
A disadvantage of this method is that OfficeTalk needs to connect on two separate occasions in order to synchronise. The first connection transfers any data to be sent and makes a request for any
data to be prepared. The second connection, made later, collects any data waiting as a result of the request.
.endpar
Another disadvantage of this method is the fact that the OfficeTalk synchronisation server machine must have either direct or dial-up access to the Remote Workgroup's database.
[@aheading_3|]The E-mail method does not require the synchronisation server to be able to see the Remote Workgroup's database. Instead, OfficeTalk's Internet Mail service can handle the delivery of
replication data and replication requests. This method is asynchronous and has the same advantages and disadvantages as the Asynchronous method except that no direct database access is necessary. All
that is required is an e-mail address for the Remote Workgroup.
.endpar
This method uses the least network bandwidth of the three methods but does require that each workgroup has access to an Internet Service Provider or has its own SMTP/POP3 based mail backbone.
[@bheading_3|] The Effect of the Replication Method on Data Access
.par
[@aheading_3|]Your choice of replication method has no effect on your access to data in the remote workgroup except in the case of the Direct workgroup configuration. Since this configuration
involves directly accessing the remote workgroup database, then in order to access that data, the Synchronous replication method must be used. If the Asynchronous or E-mail replication methods are
chosen, access is restricted to sending e-mail, notifications, meeting requests and task assignments.
[@aheading_3|]This section considers several different workgroup scenarios and makes a recommendation for each one in terms of the replication strategy that may be applied using OfficeTalk
[@aheading_3|]A company is split into two sites, A and B, with 50 users at each site. All users wish to be able to view any other users diary. Both sites should operate from the same Contact address
book. There is a fast wide area network connecting both sites. Data must be no more than 4 hours out of date.
[@aheading_3|]The replication strategy for this company would be to implement a Synchronous Mirrored Configuration between the two sites. One site, Site A, would be made the [w2h_i1|controlling
site]. Every 4 hours, Site A will connect to Site B and perform a synchronous replication.
[@aheading_3|]A company is split into three sites A, B and C, with 50 users at each site. All users wish to be able to view any other users diary. All three sites should operate from the same Contact
address book. There is no Wide Area Network connecting the three sites but all three sites have Internet Mail access. Data must be no more than 1 day out of date.
[@aheading_3|]The replication strategy for this company would be to implement a Mirrored Configuration between the three sites. Each site should schedule an e-mail replication with the other two
sites at a pre-determined time every day. For example, at 8:00pm Site A would schedule an e-mail replication to Site B and Site C. At the same time Site B would schedule an e-mail replication with
Site A and Site C. Similarly, Site C would schedule an e-mail replication with Site A and Site B. Each Site would send the resulting e-mail [w2h_i1|commands] and should each then connect an hour or
so later in order to receive the changes from the other sites.
[@aheading_3|]A company is split into three sites with 50 users at each site. All users wish to be able to view any other users diary. All three sites should operate from the same Contact address
book. There is no wide area network connecting the three sites but two of the sites have Internet Mail access and one of these sites has a dial-up connection to the site without Internet Mail access.
[@aheading_3|]The replication strategy for this company would be to implement a Mirrored Configuration between the three sites making one of the sites the [w2h_i1|controlling] site. The
[w2h_i1|controlling] site (Site A) should be one of the sites with Internet access which has the dial up connection facility. The [w2h_i1|controlling] site should synchronise data with the other
Internet enabled site (Site B) using E-mail Replication and should synchronise data with the remaining site (Site C) using the Asynchronous method over the dial up connection.
.endpar
.par
The [w2h_i1|controlling] Site A should connect to Site C at, say, 8:00pm and then should issue an e-mail replication to Site B at 8:30pm. Site B should be set to check for Internet mail at 9:00pm. By
9:30pm, both Site B and Site C will have been updated with the Site A's changes for that day and Site C will have prepared it's changes for Site A and Site B will have sent back, via Internet mail,
it's changes for Site A. Site A may then check for Internet mail at 10:00pm, knowing that it should receive Site B's changes for that day. Site A will then connect to Site C at 10:30pm and receive
its changes and will update Site C with Site B's changes which it has just received. Site A will now be updated with the changes from Site B and Site C. Site C will also have been updated with Site
B's changes. However, Site B will not yet have been updated with Site C's changes and so Site A should issue another e-mail replication to Site B for 11:00pm. Site B should schedule a check for
Internet mail at 11:30pm.
.endpar
Given that all connections are dial-up connections, then all 3 sites may be updated with each others changes with 7 phone calls over a period of 3[@specialChar(bd)|189] hours.
[@aheading_3|]Company A of 100 users is linked closely with Company B. They are separate companies. However both companies have many joint meetings and wish to co-ordinate a way of scheduling
meetings in which they know all persons will be able to attend. They plan to do this by giving the organiser, who resides at Company A, access to the holidays and diaries of all the relevant people.
Both companies have Internet mail access. The diary data must be no more than 1 day out of date.
[@aheading_3|]The replication strategy for these companies is for Company A to implement a replica of Company B's OfficeTalk database using e-mail replication. Company B will be set up to give
Company A access to its user diary data and its [@GlossPlanner|planner] data. Company A will make no data available to Company B. This will enable the organiser to use Meeting Mode to invite people
from both his local workgroup and from Company B's workgroup, taking into consideration all user's diary and holiday commitments.
.endpar
.par
Each day at, say 8:00pm, Company A will issue an e-mail replication request to Company B. Company B will collect mail at 8:30pm and will package up its changes since the last synchronisation and send
the information via Internet mail. At 9:00pm Company A will dial up and collect Internet mail. It will receive Company B's changes but will issue no changes of its own since Company B has been
[@aheading_3|]A company has several employees who work from home. It is required that each remote worker should have access to all OfficeTalk data and all users should be able to mail and notify each
other as normal. Each remote worker has Internet mail access.
[@aheading_3|]A possible replication strategy for this company would be to have each remote worker mirror the main Workgroup, or have the main Workgroup mirror each remote worker's Workgroup. The
first case is not desirable since it would require each remote worker to know how to set up a mirror database. The second case is also not desirable since the main workgroup would need to have an
External Workgroup defined for each remote worker and updates would be sent out regardless, even if the remote worker was on holiday, for example.
.endpar
.par
A more suitable replication strategy for this company would be for the remote workers to Work Off-line (See Working Off-line). Once off-line, the remote workers could synchronise with the main
[@bheading_2|] Data Security Between Remote Workgroups
.par
[@aheading_2|]By default, OfficeTalk does not allow other workgroups to connect to your workgroup in any way. Permission to do this must be explicitly set by a supervisor. For more information, see
"Granting Access to Remote Workgroups" below.
.endpar
.par
OfficeTalk gives you full control over what data you give to remote workgroups. At a higher level, you can decide whether or not to give specific remote workgroups access to your diary,
[@GlossProject|project], [@GlossPlanner|planner], contact information etc.
.endpar
.par
Additionally, you can specify the access rights of a remote workgroup to individual items of data in just the same way that you administer your local security. For example you may wish to give
members of the remote workgroup access to the diaries of certain individuals in your workgroup, but not others.
.endpar
.par
To provide even more control over security, OfficeTalk lets you grant individual access to specific users in a remote workgroup. This could be useful, for example, if you wished to grant to the
members of a particular remote workgroup, read only access to the local user's diaries but wished to grant full access to one specific member of the remote workgroup.
.endpar
[w2h_b0|[w2h_b1|More:
[w2h_b0|[@GrantingAccesstoRemoteWorkgroups|Granting Access to Remote Workgroups]
[@bheading_3|] Granting Access to Remote Workgroups
.par
[@aheading_3|]A remote workgroup which connects to your workgroup for the first time, in order to initiate some form of replication, is referred to as an [w2h_i1|un-registered ]Remote
Workgroup[w2h_i1|. ]It will be granted access to your data depending upon the settings that you specify in the Remote Workgroup Options dialog box. You can display the Remote Workgroup Options dialog
box by selecting [w2h_b1|Remote Workgroup Options ]from the [w2h_b1|Options ]menu in Supervisor mode.
.endpar
.par
Remote workgroups that have registered with your workgroup are accessible from Supervisor mode by selecting Remote Workgroups from the left hand list. You may grant separate access rights to each
registered remote workgroup from each remote workgroups corresponding property sheet. You may display such a property sheet by double clicking on the appropriate remote workgroup in the right hand
[@aheading_4|]The first level of security lets you specify whether or not remote workgroups may connect to you at all. This may be specified in the Security page of the Remote Workgroup Options
dialog box.
.endpar
[@g_QUIC0816.BMP|]
You may separately specify whether remote workgroups may:
replicate your workgroup
mirror your workgroup
access your workgroup directly
.par
Do this by checking the appropriate check box in the Security page. For each option, you may supply an optional password. If you do this, then each remote workgroup that wishes to connect to you must
supply the same password when defining the connection. This provides a further level of security.
[@aheading_4|]The second level of security lets you specify the data types to which remote workgroups have access. This is called Data Level security. To specify the data level security for
un-registered remote workgroups select the Details page of the Remote Workgroup Options dialog box.
.endpar
[@g_QUIC0818.BMP|]
.par
You will be presented with a list of data types. If you wish to give no access to any part of your data to any un-registered remote workgroups, then you must ensure that all the check boxes are
blank. If, by default, you wish to give un-registered workgroups access to your users' diaries and your planners, for example, then check the Users and Planners items.
.endpar
If you wish to give access to only one user's diary then select the Users item and press the [w2h_b1|Details ]button. From the list of users, check the check box next to the relevant user.
.par
You may specify the Data Level security on a per remote workgroup basis. This can be done from within the property sheet of the relevant remote workgroup. Select [w2h_b1|Remote Workgroups ]from the
left hand list in Supervisor mode and then right click on the appropriate remote workgroup in the right hand list and select [w2h_b1|Edit] from the context menu. The remote workgroup property sheet
is displayed. Select the Give What page and specify the data level access as described above.
.endpar
[@g_QUIC0820.BMP|]
Note that the data level access only applies to configurations which involve data replication. As a result, the Give What page does not exist for remote workgroups configured for direct connection.
[@aheading_4|]The third level of security lets you specify a remote workgroup's access to individual data within your workgroup. This is done in exactly the same way that data access is specified for
local OfficeTalk users. Remote workgroups may be assigned a [@GlossSecurityprofile|security profile] in just the same way that local users are assigned a security profile.
.endpar
Unregistered remote workgroups may be assigned a default security profile from within the Access page of the Remote Workgroup Options dialog box.
[w2h_b0|[@g_QUIC0822.BMP|]
.par
Registered remote workgroups may be assigned a security profile on an individual basis. You can do this by selecting [w2h_b1|Remote Workgroups ]from the left hand list in Supervisor mode, clicking
the right mouse button on the relevant remote workgroup in the right hand list and selecting [w2h_b1|Edit] from the context menu. This will display the Remote Workgroup property sheet. Select the
Access page and specify the appropriate security profile.
.endpar
[@g_QUIC0824.BMP|]
Once you have specified a security profile for the remote workgroup, all members of the remote workgroup will be granted the same access as defined by the security profile.
.par
OfficeTalk lets you specify the access rights of individual remote users within the remote workgroup to your data. Once a workgroup is registered you may press the [w2h_b1|Remote User Access ]button
in the Access page of the Remote Workgroup dialog box. This will display the Remote User Access Rights dialog box.
.endpar
[@g_QUIC0826.BMP|]
Select the remote user(s) from the [w2h_b1|Access Of] list and then select the required security profile which is to be assigned to each of the selected users. Press [w2h_b1|OK] to save your changes.
[@aheading_2|]You can create a new reference to a remote workgroup in the following way:
From Supervisor mode, select [w2h_b1|Remote Workgroups ]from the left hand list. In the right hand list, click the right mouse button to bring up the context sensitive menu and select [w2h_b1|New].
[@g_QUIC1068.BMP|]
.par
The Remote Workgroup Wizard is displayed. This wizard will guide you through the process of creating the reference to the Remote Workgroup and setting various options associated with the Remote
Workgroup.
.endpar
[@g_QUIC0829.BMP|]
.par
Firstly, type in the name of the Remote Workgroup. This will typically be the name of the organisation. Press [w2h_b1|Next]. The next page lets you choose the workgroup configuration. Choose between
[w2h_b1|Mirrored], [w2h_b1|Direct] and [w2h_b1|Replica].
.endpar
[@g_QUIC0831.BMP|]
For a full description of each workgroup configuration along with its relative advantages and disadvantages see [@DifferentRemoteWorkgroupConfigurations|Different Remote Workgroup Configurations].
.par
The next page lets you specify a password which will be used to gain access to the remote workgroup database. If the remote workgroup has not specified an appropriate password in the Remote Workgroup
Options dialog box, then you may leave this field blank..
.endpar
[@g_QUIC1109.BMP|]
Each configuration requires different information and so different pages are shown depending upon which configuration you choose.
[w2h_b1|More:
[w2h_b0|[@CreatingaMirrorConfiguration|Creating a Mirror Configuration]
[@CreatingaDirectConfiguration|Creating a Direct Configuration]
[@CreatingaReplicaConfiguration|Creating a Replica Configuration]
[@TheReplicationMethodPageandBeyond|The Replication Method Page and Beyond]
[@aheading_3|]Having selected [w2h_b1|Mirrored] in the Configuration page, pressing [w2h_b1|Next] in the Password page will display the Get What page. This page lets you choose what types of data you
wish to get from the remote workgroup. You will typically select all data types unless you are specifically uninterested in certain data types. For example, you may want each workgroup to share all
data except for contact data which should be kept proprietary to each physical database. In this case you would tick all data types except for Contact Information.
.endpar
[@g_QUIC0833.BMP|]
The next page is similar, but lets you choose what types of data the remote mirror workgroup can request from you.
.par
The next page lets you choose the user who will receive synchronisation reports. Synchronisation reports are mailed to the chosen user and detail which records were successfully replicated along with
any records which failed to replicate. For more information see [@TheSynchronisationReport|The Synchronisation Report].
.endpar
[@g_QUIC0835.BMP|]
.par
The remaining pages let you choose and set up the Replication Method and complete the creation of the remote workgroup. See [@TheReplicationMethodPageandBeyond|The Replication Method Page and Beyond]
for an explanation of the pages remaining in the creation of a mirror workgroup.
[@aheading_3|]Having selected Direct in the Configuration page, pressing [w2h_b1|Next ]in the Password page will take you straight to the Replication Method page. See
[@TheReplicationMethodPageandBeyond|The Replication Method Page and Beyond] for an explanation of the pages remaining in the creation of a direct workgroup.
[@aheading_3|]A Replica configuration will create a local copy of the remote workgroup and will keep the local copy synchronised with the remote workgroup database. Having selected Replica in the
Configuration page, pressing [w2h_b1|Next] in the Password page will take you to a page which asks for a data source representing the local copy of the remote workgroup.
.endpar
[@g_QUIC0837.BMP|]
.par
Type in 'LOCAL_REPLICA' into the Data Source field and press the [w2h_b1|Add[@specialChar(85)|133]] button. A Create New Data Source wizard is displayed. For more information on how to complete this
wizard, see [@SettingupaDataSource|Setting up a Data Source]. When you have specified a data source pointing to a new blank database, press [w2h_b1|Next].
.endpar
.par
The next page lets you choose whether or not users of the remote workgroup may log on to the local replica. If users may log on to this replica then OfficeTalk will need to replicate additional types
of data, such as mail and notifications, making the synchronisation process less efficient.
.endpar
[@g_QUIC0839.BMP|]
Pressing [w2h_b1|Next ]will display the Replicate What page. This page lets you choose what types of data you wish to get from the remote workgroup.
[@g_QUIC0841.BMP|]
The next page is similar, but lets you choose what types of data the remote workgroup may request from you.
.par
The next page lets you choose the user who will receive synchronisation reports. Synchronisation reports are mailed to the relevant user and detail which records were successfully replicated along
with any records which failed to replicate. For more information see [@TheSynchronisationReport|The Synchronisation Report].
.endpar
[@g_QUIC0843.BMP|]
.par
The remaining pages let you choose and set up the Replication Method and complete the creation of the remote workgroup. See [@TheReplicationMethodPageandBeyond|The Replication Method Page and Beyond]
below for an explanation of the pages remaining in the creation of a replica workgroup.
[@bheading_3|] The Replication Method Page and Beyond
.par
[@aheading_3|]The Replication Method page lets you choose the Replication Method. Choose between Synchronous, Asynchronous and E-mail replication methods. For a full description of each Replication
method along with its relative advantages and disadvantages see [@RemoteWorkgroupReplicationStrategies|Remote Workgroup Replication Strategies].
.endpar
[@g_QUIC0845.BMP|]
.par
If you choose the Synchronous or Asynchronous method, then the next page requires you to select or set up a data source which points to the remote workgroup database. You may either select an
existing data source from the drop list or you can create a new data source by pressing the [w2h_b1|Add ]button. For more information on creating a new data source, see [@SettingupaDataSource|Setting up a Data Source]
.
.endpar
[@g_QUIC0847.BMP|]
.par
If you need to use Dial-up Networking in order to connect to the remote workgroup database, then check the [w2h_b1|Connect to this data source using dial-up networking ]check box and select a dial-up
service from the drop down list below. Doing this will ensure that OfficeTalk automatically establishes the dial-up network prior to attempting to connect to the remote workgroup database.
.endpar
If you choose the E-mail method, then the Data source page is not displayed. Instead, you are prompted to supply a mail service and an e-mail address for sending mail to the remote workgroup.
[@g_QUIC0849.BMP|]
Regardless of the chosen replication method, the next page is the Gateway Page. This page lets you specify whether or not this machine will act as a gateway.
[@g_QUIC0851.BMP|]
.par
If you make this machine a [@GlossGatewaymachine|gateway machine] then you can specify when this machine will connect to the remote workgroup and replicate data. Do this by checking the
[w2h_b1|Gateway Machine] check box and pressing the [w2h_b1|Update Times[@specialChar(85)|133]] button. This will display an Update Times dialog box. For more information on specifying Update Times,
see [@ScheduledReplication|Scheduled Replication].
.endpar
.par
Attachment data is file-based data that you attach to mail messages or to notes. It can also represent letters that you write to companies and contacts. This data can be very large and you may wish
to treat it separately when replicating data between workgroups. The Gateway page lets you specify whether or not you wish to replicate attachment data and if so whether to send and receive
attachment data whenever you replicate workgroup data or according to a separate schedule. If you wish to schedule attachment data separately then select the third radio button and press the
[w2h_b1|Attachment Update Times ]button. This will display the Attachment Update Times dialog box. For more information on specifying Update Times, see [@ScheduledReplication|Scheduled Replication].
For further information, see [@OptionsForTransferringBinaryAttachments|Options For Transferring Binary Attachments].
.endpar
.par
To create the remote workgroup, press [w2h_b1|Finish]. The table below summarises the subsequent actions which will depend upon the remote workgroup configuration and the replication method used. It
is assumed that the remote workgroup allows other workgroups to connect to it and that the correct password, if any, has been specified.
.endpar
.table colSize 4 6 18
[w2h_b0|[w2h_b1|Type
Method
Description
[w2h_b0|Mirror
Synchronous
.par
OfficeTalk will confirm that you wish to set up the mirror workgroup. It will then open the remote workgroup database directly and synchronise the data in the remote workgroup with the data in your
workgroup. When this function has completed, both databases will be mirrored with each other.
.endpar
Mirror
Asynchronous
.par
OfficeTalk will place a single [@GlossCommand|command] in the remote workgroup which will be processed the next time that the remote workgroup processes commands. Once the remote workgroup has
processed commands, you should click on the remote workgroup using the right mouse button and select [w2h_b1|Merge[@specialChar(85)|133]]. Choose Send and Receive changes from the Merge Remote
Workgroup dialog box and press [w2h_b1|Finish]. OfficeTalk will process the data presented by the remote workgroup and write another command to the remote workgroup containing all the relevant data
in your workgroup. When this function has completed and the remote workgroup has processed commands once more, both databases will be mirrored with each other.
.endpar
Mirror
E-mail
.par
OfficeTalk will send an e-mail message to the remote workgroup containing your workgroup data. When the remote workgroup database receives the message, it will add the data to its database and will
send back an e-mail message containing the remote workgroup data. Once you have received this message and automatically processed it, both databases will be mirrored with each other.
.endpar
Replica
Synchronous
.par
OfficeTalk will confirm that you wish to set up the replica workgroup. It will then open the remote workgroup database directly and copy the data in the remote workgroup to your local replica
database. When this function has completed, you will be able to view data in the remote workgroup and the members of the remote workgroup will become available in the relevant address books.
.endpar
Replica
Asynchronous
.par
OfficeTalk will place a single command in the remote workgroup which will be processed the next time that the remote workgroup processes commands. Once the remote workgroup has processed commands,
you should click on the remote workgroup using the right mouse button and select [w2h_b1|Merge[@specialChar(85)|133]]. Choose Send and Receive changes from the Merge Remote Workgroup dialog box and
press [w2h_b1|Finish]. OfficeTalk will process the data presented by the remote workgroup and write it to the local replica workgroup. When this function has completed you will be able to view data
in the remote workgroup and the members of the remote workgroup will become available in the relevant address books.
.endpar
Replica
E-mail
.par
OfficeTalk will send an e-mail message to the remote workgroup asking for its data to be prepared and sent back in the form of a message. Once you have received this message and automatically
processed it, the data held in the remote workgroup will become available in the local replica database. You will be able to view data in the remote workgroup and the members of the remote workgroup
will become available in the relevant address books.
.endpar
Direct
Synchronous
You will be able to view data directly in the remote workgroup and the members of the remote workgroup will become available in the relevant address books.
Direct
Asynchronous
Members of the remote workgroup will become available in the relevant address books.
Direct
E-mail
.par
OfficeTalk will send an e-mail message requesting the list of the remote workgroup's members (users and groups). Once you have received the reply to this message and have automatically processed it,
the members of the remote workgroup will become available in the relevant address books.
[@bheading_2|] Viewing Remote Workgroup Information
.par
[@aheading_2|]With the exception of a Mirrored configuration or a Direct / Asynchronous or Direct / Email configuration, whenever you wish to access data held in a remote workgroup, OfficeTalk must
first connect to either the remote workgroup database directly, in the case of a direct configuration, or to a local copy of the remote workgroup database, in the case of a replica configuration.
.endpar
.par
When you have referenced a remote workgroup in Supervisor mode, then, provided that you have sufficient access, OfficeTalk will make the data held in the remote workgroup seamlessly available from
all relevant modes.
.endpar
[w2h_b1|More:
[w2h_b0|[@ViewingDiaryDatainaRemoteWorkgroup|Viewing Diary Data in a Remote Workgroup]
[@ViewingGroupDatainaRemoteWorkgroup|Viewing Group Data in a Remote Workgroup]
[@ViewingMeetingDatainaRemoteWorkgroup|Viewing Meeting Data in a Remote Workgroup]
[@ViewingContactDatainaRemoteWorkgroup|Viewing Contact Data in a Remote Workgroup]
[@bheading_3|] Viewing Diary Data in a Remote Workgroup
.par
[@aheading_3|]In order to view a diary held in a remote workgroup, go to Diary mode and select the Users drop down list. Select the remote workgroup which will be shown towards the bottom of the
list. This will open the remote workgroup and will select the first user's diary in the remote workgroup to which you have access.
.endpar
[@g_QUIC0853.BMP|]
If you do not have at least read access to any users' diaries in the remote workgroup, OfficeTalk will warn you with a message and will return you to viewing the local workgroup.
.par
Once you are viewing data in a remote workgroup, then provided that you have sufficient access, you may add, edit and delete data in just the same way that you add, edit and delete data in your local
[@bheading_3|] Viewing Group Data in a Remote Workgroup
.par
[@aheading_3|]In order to view the diaries of a [@GlossGroup|group] of remote workgroup users, go to Group mode and select the Group list drop down. Select the remote workgroup which will be shown
towards the bottom of the list. This will open the remote workgroup and will display the structured list of groups belonging to that remote workgroup. Double clicking a group will display the list of
group members and will show the appointments for the listed users.
[@bheading_3|] Viewing Meeting Data in a Remote Workgroup
.par
[@aheading_3|]In order to view the schedule of meetings held in a remote workgroup, go to the Meeting List view in Meeting mode and select the meeting list drop down. Select the remote workgroup
which will be shown towards the bottom of the list. This will open the remote workgroup and will display the structured list of meetings. Clicking on a meeting using the left mouse button will
display the list of people invited to that meeting in the Members window at the bottom of the Meeting view.
.endpar
[@g_QUIC0857.BMP|]
You cannot book a meeting directly into a remote workgroup, however you may book a meeting from the local workgroup consisting of members from a remote workgroup.
[@bheading_3|] Viewing Contact Data in a Remote Workgroup
.par
[@aheading_3|]In order to view companies and contact information held in a remote workgroup, go to Contact mode and from either Company, Contact or Directory view, select the Contact
[@GlossGroup|group] drop down list. Select the remote workgroup which will be shown towards the bottom of the list. This will open the remote workgroup and will display a list of contact groups held
in the remote workgroup. The [w2h_b1|All] contact group will be selected by default and any companies or contacts will be displayed in the right hand window.
.endpar
[@g_QUIC1111.BMP|]
You can view remote workgroup data in the following views:
[@aheading_2|]You can view any remote workgroups that you have defined by going to Supervisor mode and selecting [w2h_b1|Remote Workgroups] in the left hand list. The list of remote workgroups will
appear in the right hand list. This section describes how to replicate data held in these workgroups either manually or on a scheduled basis.
[@aheading_3|]Provided that the remote workgroup was originally set up as either a mirror workgroup or a replica workgroup, OfficeTalk will let you manually replicate the data held in the remote
workgroup database and the local workgroup database.
.endpar
.par
To do this, click the Remote Workgroup using the right mouse button. The context sensitive menu will appear. Select [w2h_b1|Merge[@specialChar(85)|133] ]from the menu. A Merge Remote Workgroup dialog
box is displayed. This dialog box lets you choose between sending local updates to the remote workgroup, receiving updates made by the remote workgroup, or both. Select the third option, [w2h_b1|Send
And Receive Updates ]and press [w2h_b1|Finish].
.endpar
.par
If the replication method is synchronous, OfficeTalk will send and receive changes, updating both databases there and then. If the replication method is asynchronous or e-mail, OfficeTalk will create
a package of data representing the changes made locally. This package of data is called a [@GlossCommand|command]. OfficeTalk will transfer, or send the command to the remote workgroup along with
another command, requesting the remote workgroups changes. According to its own schedule, the remote workgroup will process the commands, updating its own database with the appropriate changes and
compiling a command representing its own changes which is ready for collection the next time that you send and receive updates.
[@aheading_3|]OfficeTalk lets you automate the replication process. If the replication method is asynchronous or e-mail, then in addition to scheduling a time to send updates and requests for updates
you must also schedule another time to collect updates.
.endpar
The replication may be automated in one of two ways:
From within the Gateway page of the Remote Workgroup wizard. For more information, see [@TheReplicationMethodPageandBeyond|The Replication Method Page and Beyond].
From the OfficeTalk Services dialog box. For more information, see [@RemoteWorkgroupGatewayServices|Remote Workgroup Gateway Services].
[@aheading_3|]A [@GlossSlaveworkgroup|Slave workgroup] is a workgroup that has been referenced by another workgroup. The latter workgroup is termed the [w2h_i1|master] workgroup. If the master
workgroup chose to replicate the data in the slave workgroup asynchronously, then data synchronisation is not immediate. Instead, a [@GlossCommand|command] remains in the slave workgroup, waiting to
be processed. In order to process the command, the slave workgroup must [w2h_i1|process commands]. When the slave workgroup processes commands, it updates itself with any changes sent by the master
workgroup including delivery of any mail sent by a user in the master workgroup to a user in the slave workgroup. The slave workgroup also prepares any requests made by the master workgroup for
changes to the slave workgroup's data since the last synchronisation.
[@aheading_3|]Commands may be processed manually or automatically. To process any pending commands manually, go to Supervisor mode and select [@GlossOfficeTalkserver|OfficeTalk Server]
[w2h_b1|[@specialChar(85)|133]] from the [w2h_b1|Options] menu. The OfficeTalk Services dialog box is displayed. Select [@GlossCommand|Command][w2h_b1| processor service] from the list of services
and press the [w2h_b1|Kick[@specialChar(85)|133]] button. OfficeTalk will process any pending commands.
.endpar
Usually, you will want to schedule command processing to be performed automatically. You can do this in the following way:
.par
Check the check box next to the [w2h_b1|Command Processor] entry in the OfficeTalk Services dialog box and press the [w2h_b1|Settings[@specialChar(85)|133]] button. The Command Processor Settings
dialog box is displayed.
.endpar
The Schedules page shows a list of existing command processor schedules. To add a new schedule, press the [w2h_b1|New[@specialChar(85)|133]] button. A Scheduled Event dialog box is displayed.
[@g_QUIC0075.BMP|]
.par
The [w2h_b1|When] drop down list lets you choose the type of scheduled event. You may choose between specifying processing to occur [w2h_i1|Every n minutes] or [w2h_i1|Once] on a particular date at a
particular time or [w2h_i1|Weekly on] one or more days of the week at a certain time. The fields in the Scheduled Event dialog box will change according to your selection. Once you have selected the
scheduled event type and have specified the appropriate dates and times, then press [w2h_b1|OK]. The scheduled event will be added to the list in the Schedule dialog box.
[@bheading_2|] Options For Transferring Binary Attachments
.par
[@aheading_2|]You can attach binary files to mail messages and to any object capable of displaying a Notes page. Since binary attachments can be potentially very large, OfficeTalk gives you a choice
when it comes to replicating them. You may choose between
.endpar
Always replicating attachments
Never replicating attachments
Sending and receiving attachments according to a separate schedule.
.par
The first option will ensure that attachment information is completely up to date with other replicated data. However, large attachments created at one site may take a long time to be replicated at
another site, especially if the replication method is e-mail, and as a result, the potentially more important [w2h_i1|core] data may be delayed accordingly.
.endpar
The second option has the disadvantage that file attachments will never be available to members of the replicating site. However, the speed of data replication will be proportionally faster.
.par
The third option can be useful if your company needs to quickly replicate its core data every day and doesn't need immediate access to binary attachment data. This way large binary data can be
transferred less frequently, all in one go, for example at the weekend.
.endpar
These options may be specified in one of two ways:
From within the Gateway page of the Remote Workgroup wizard or the Remote Workgroup property sheet.
From the OfficeTalk Services dialog box. For more information, see [@RemoteWorkgroupGatewayServices|Remote Workgroup Gateway Services].
To specify these options from the Remote Workgroup property sheet, do the following:
.par
Select [w2h_b1|Remote Workgroups ]from the left hand list in Supervisor mode and click the right mouse button on the relevant remote workgroup in the right hand list and select [w2h_b1|Edit] from the
context menu. This will display the Remote Workgroup property sheet.
.endpar
.par
Select the Gateway page and choose the appropriate radio button, representing your choice for how attachments are handled. If you select [w2h_b1|Schedule when to send/receive attachment data], the
[w2h_b1|Attachment Update Times] button will become enabled, letting you enter a schedule of when attachments will be replicated.
[@aheading_2|]When data is synchronised between two workgroups, OfficeTalk can optionally generate a synchronisation report in the form of a mail message that is sent to a designated user on
completion of a data [w2h_i1|merge.] The report gives an indication of the number of records synchronised. A typical synchronisation report is shown in the picture below:
[@aheading_2|]As part of creating a reference to a remote workgroup, you are required to specify the location of the remote workgroup database in the form of a data source. A data source describes to
OfficeTalk the location and format of the remote workgroup database.
.endpar
The Data Source page lets you specify the data source representing a database either by selecting an existing data source, which describes the database, or by creating a new data source.
You may create a new data source in the following way:
.par
Specify a unique name for the data source into the [w2h_b1|Data Source ]field and press the [w2h_b1|Add[@specialChar(85)|133]] button located underneath the field. A Create New Data Source wizard is
displayed.
.endpar
.par
Select the [w2h_b1|System Data Source] radio button and press [w2h_b1|Next]. The next page shows a list of database drivers. If the remote workgroup database is an Access driver, then select the line
that reads 'Microsoft Access Driver (*.mdb)' and press [w2h_b1|Next]. The last page will summarise the wizard's intended actions when you press [w2h_b1|Finish].
.endpar
Press [w2h_b1|Finish]. The ODBC Microsoft Access Setup dialog box is displayed. Press the [w2h_b1|Select[@specialChar(85)|133]] button. A Select Database dialog box is displayed.
.par
Locate and select the remote workgroup database. Note that if the remote workgroup database is available over dial-up networking then you must be dialled up to the remote location prior to selecting
the remote workgroup database. Press [w2h_b1|OK] on the Select Database dialog box to save your changes. Finally, press [w2h_b1|OK ]on the ODBC Microsoft Access Setup dialog box. The data source is
[@aheading_2|]This section describes the different ways in which you can customise both the look and certain features of OfficeTalk. For information on how to customise the database in order to store
additional custom information, see [@AdministeringCustomData|Administering Custom Data].
[@aheading_2|]Most aspects of the display, such as fonts and colours, may be customised to your own preference and your settings may be stored in a [w2h_i1|display profile]. OfficeTalk is supplied
with several display profiles which provide a variety of display configurations. You may either use one of these shipped profiles or you may design your own. A display profile stores more than just
font and colour information. It also stores which columns are displayed in each list, how each list is sorted, which window buttons and which menu items are available as well as several mode specific
options.
.endpar
[w2h_b1|More:
[w2h_b0|[@SelectinganExistingProfile|Selecting an Existing Profile]
[@CreatingaNewProfile|Creating a New Profile]
[@EditinganExistingProfile|Editing an Existing Profile]
[@aheading_3|]You may select an existing display profile by choosing [w2h_b1|Select Profile ]from the [w2h_b1|Edit ]menu from within any mode. Alternatively, press [w2h_b1|Ctrl+P]. The Select Profile
dialog box is shown. Select the desired profile from the drop down list and press [w2h_b1|OK]. The display will change to the settings stored in the selected profile.
[@aheading_3|]To create a new display profile, select [w2h_b1|Edit Profiles[@specialChar(85)|133]] from the [w2h_b1|Edit ]menu. The Profiles dialog box is displayed.
[@g_QUIC1113.BMP|]
.par
If you want to base your new profile on an existing profile, then select the relevant profile from the list and press the [w2h_b1|Copy[@specialChar(85)|133]] button. If you wish to create a
completely new profile, based on the default settings, then press the [w2h_b1|New[@specialChar(85)|133]] button. In both cases the Profile property sheet will be displayed showing the Details page.
[@aheading_3|]To edit the fonts and colours of the currently selected display profile, select [w2h_b1|Edit Profile] from the [w2h_b1|Edit] menu from within any mode. The Profile property sheet will
be displayed showing the Format page. Any changes that you make to the list column settings, the window menu settings or the window button settings will change the currently selected profile. To save
these changes permanently, select [w2h_b1|Save Profile ]from the [w2h_b1|Edit ]menu. In order to save changes to a profile, you must either own the profile or you must be a supervisor.
.endpar
.par
To edit the fonts and colours of a different display profile, select [w2h_b1|Edit Profiles] from the [w2h_b1|Edit ]menu from within any mode. The Profiles dialog box is displayed. Select the profile
that you wish to edit and press the [w2h_b1|Edit ]button. The Profile property sheet is displayed showing the Format page.
[@aheading_3|]When you create a new profile, the Profile property sheet is displayed showing the Details page. This page lets you enter a name for the display profile. This may be, for example, 'My
Display Settings'.
.endpar
[@g_QUIC1115.BMP|]
If you edit an existing display profile, the Profile property sheet is displayed showing the Format page. This page lets you customise all the fonts and colours of the OfficeTalk display.
[@g_QUIC1117.BMP|]
The Attribute list contains a list of all the font and colour attributes which make up the OfficeTalk display. Each attribute is represented by three columns
The Window column, representing the specific window associated with the display attribute, for example, the Contact Groups window or the Diary Monthly window.
The Name column, representing the display attribute type, for example, the Column header, the Window Text or the Window Title.
The Mode column, representing the mode containing the display attribute, for example, Diary mode or Contact mode.
.par
Initially, the display attributes are grouped according to which mode they affect. However, you may sort or [@GlossGroup|group] this list by any of the three columns. You can sort by a specific
column by clicking on the column using the left mouse button. You can group by a specific column by clicking on the column whilst holding down the [w2h_b1|Shift ]key.
.endpar
.par
If you select an attribute from the list, the attribute's properties will be displayed down the right hand side of the Format page. Depending upon the attribute selected, one or more of the following
properties will be displayed:
.endpar
.table colSize 9 20
[w2h_b0|[w2h_b1|Property
Description
[w2h_b0|Font
The font face used to draw the attribute text
Style
The font style, e.g. Regular, Bold, Italic or Bold Italic
Size
The font size used to draw the attribute text
Text colour
The colour used to draw the attribute text
Background
The background colour of the attribute
Justification
The justification of the attribute text
Indentation
3D indent or outdent. Applies to window titles only
Graduation
Colour graduation. Applies to window titles only.
.end-table
.par
You may change any of the properties associated with the selected attribute. If you select more than one attribute then any properties that are the same for each selected attribute will be displayed.
Any properties that differ over the selected attributes will be blanked. Changing one of the property controls will affect that property for all the selected attributes. For example, you may sort the
list by the Name column, select all Window Text attributes and choose a font size of 9pt. This will ensure that all fonts shown in any of the window lists will be 9pt.
.endpar
If you wish to reset one or more attributes back to their default setting then select the relevant attributes from the list and press the [w2h_b1|Reset to default settings ]button.
[@aheading_4|]The Diary page lets you choose options specific to Diary mode. The settings are as follows:
.table colSize 9 20
Show window Title (Daily)
Check this check box if you wish to show the dark grey title banner immediately above the Daily view.
Day Header Format
This represents the date format shown at the top of each day [@GlossCell|cell] in weekly, monthly and custom views.
[w2h_b0|Show appointment start time
Check this check box if you wish to show the start time of each appointment shown in the view. This option applies to weekly, monthly and custom views.
Show appointment end time
Check this check box if you wish to show the end time of each appointment shown in the view. This option applies to weekly, monthly and custom views.
Show appointment duration
Check this check box if you wish to show the duration of each appointment shown in the view. This option applies to weekly, monthly and custom views.
Show daily bookings before long term bookings
Check this check box if you wish to show daily appointments before shown through [@GlossPlanner|planner] bookings and events.
Rows
Choose how many rows you wish to show in the Custom Appointments view.
Columns
Choose how many columns you wish to show in the Custom Appointments view.
Days across
Choose this radio button if you wish to show consecutive days from left to right in the Custom Appointments view.
Days down
Choose this radio button if you wish to show consecutive days from top to bottom in the Custom Appointments view.
Do not show weekends
Choose this radio button if you do not wish to show weekends in the Custom Appointments view.
Show weekends in two cells
Choose this radio button if you wish to show Saturday and Sunday in separate cells in the Custom Appointments view.
Show weekends in one cell
Choose this radio button if you wish to show Saturday and Sunday in a single cell in the Custom Appointments view.
[@aheading_4|]The Contact page lets you choose options specific to Contact mode. The settings are as follows:
.table colSize 8 20
Rows
Specify the number of rows shown in the view. This applies to either the Company or Contact view.
Columns
Specify the number of columns shown in the view. This applies to either the Company or Contact view.
Line below company name
Check this check box if you wish to show a thin black horizontal line below the company name.
Line below contact name
Check this check box if you wish to show a thin black horizontal line below the contact name.
Default Text Font
Press this button to display a Font dialog box which will let you choose the default font for the company or contact record text.
Default Field Font
Press this button to display a Font dialog box which will let you choose the default font for the company or contact field label text.
Not shown
.par
This list contains all those company or contact fields which are not shown in the Company or Contact view. You may show any of these fields by selecting them from this list and pressing the
[w2h_b1|>>] button.
.endpar
Shown
.par
This list contains all those company or contact fields which are shown in the Company or Contact view. The order in which these fields appear in the list determines the order in which they are
displayed in the Company or Contact view. You may remove any of these fields by selecting them from this list and pressing the [w2h_b1|<<] button.
[@aheading_2|]OfficeTalk lets you customise the main toolbar and the shortcut bar. This means that you can choose both the content and the order of the buttons in these toolbars. If you wish to hide
functionality that you plan not to use then this can be done simply by removing the appropriate button from the relevant toolbar. If you wish to make other programs accessible from within any mode in
OfficeTalk then such programs may be added, in the form of a button, to the main toolbar or the shortcut bar.
.endpar
For information on how to customise the Shortcut bar, see [@TheShortcutBar|The Shortcut Bar].
[w2h_b1|More:
[w2h_b0|[@CustomisingtheMainToolbar|Customising the Main Toolbar]
[@aheading_3|]To customise the main toolbar, do the following:
Click anywhere in the main toolbar using the right mouse button and select [w2h_b1|Customise[@specialChar(85)|133]] from the context menu. The Customise Toolbar dialog box is displayed.
[@g_QUIC1119.BMP|]
.par
The right hand list will contain a list of the buttons already shown in the toolbar. You can change the order in which these buttons are shown by selecting a button whose order you wish to change and
pressing either the [w2h_b1|Raise] or [w2h_b1|Lower] buttons accordingly.
.endpar
.par
The left hand list contains a list of buttons which are not currently shown in the toolbar. You may show any of these buttons in the main toolbar by selecting the appropriate button(s) and pressing
the [w2h_b1|Add] button.
.endpar
You may hide buttons that are currently shown in the main toolbar by selecting the relevant button(s) from the right hand list and pressing the [w2h_b1|Remove] button.
.par
By default, only mode buttons are shown in the main toolbar. OfficeTalk lets you add buttons which represent files or executable programs. You can do this by dragging the file or program, that you
wish to add, from the Windows Explorer and dropping it onto the main toolbar. The file or program is then shown in the main toolbar as a button and is added to OfficeTalk as a [w2h_i1|Tool]. The
program or file may be started by clicking on the button.
.endpar
.par
You may edit the properties of the tool or delete the tool by accessing [w2h_b1|Customise] from the [w2h_b1|Tools ]menu from within any mode. For more information on tools, see Customising the Tools
[@aheading_2|]A [w2h_i1|Tool] is a program or file that you can access from within OfficeTalk. One example of a tool is the Calculator program supplied with Windows. Another example is a Visual Basic
program which accesses data held within OfficeTalk.
.endpar
Once a tool has been added, it may be accessed from the main toolbar, the shortcut bar and the menu.
[w2h_b1|More:
[w2h_b0|[@AddingaTool|Adding a Tool]
[@EditingandDeletingTools|Editing and Deleting Tools]
[@aheading_3|]You can add a tool in the following way:
Select [w2h_b1|Customise] from the [w2h_b1|Tools ]menu from within any mode. The Tools dialog box is displayed.
Press the [w2h_b1|New[@specialChar(85)|133]] button. The Tool property sheet is displayed, showing the Details page.
[@g_QUIC1121.BMP|]
.par
Enter a name for the tool, for example, 'Calculator'. Specify the full path of the relevant program or file, for example, 'C:\WINDOWS\CALC.EXE'. You may use the [w2h_b1|Browse[@specialChar(85)|133]]
button to locate the required file. If you are specifying a program which requires arguments then enter those arguments in the [w2h_b1|Arguments] field.
.endpar
.par
In the Visibility page, choose whether or not you wish to show the tool in the menu by checking the [w2h_b1|View in menu] check box. If you wish to show the tool in the menu in each mode, then select
'All Modes' from the [w2h_b1|Mode ]drop down list. If you wish to show the tool only in a specific mode, then select that mode from the [w2h_b1|Mode ]drop down list.
.endpar
[@g_QUIC1123.BMP|]
If you wish to view the tool in the main toolbar then check the [w2h_b1|View in toolbar] check box.
.par
The Access page lets you choose whether this tool is a public tool, available to all users or whether it is a private tool, accessible only by you. Select either the [w2h_b1|Public] or