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My name is Helena Magnusson and I work at WebbPlatsen i Sverige AB. I’m usually the one you talk to first if you ever get a reason to call us. We have migrated your Work2Go account to an updated and more modern version with many new features and much improved functionality! I wanted to take this opportunity and inform you of our periodical Work2Go newsletter.

The purpose of this newsletter is to get you inspired! To give you a little break from work while allowing you to learn something new, or find new ideas about how you can use Work2Go. The idea is that reading this shouldn’t take more of your time than having a cup of coffee or eating an apple! It won’t be any time-consuming courses or so.

Work2Go contains a lot more than what is obvious at a first glance. Once I started to look into all the possibilities I was certainly very suprised. Like most people, my first impression was, “well great another e-mail application”. Just a bit more practical, since it’s possible to access it on-line from any computer at any time. But now when I have begun to recognize the full potential, I see the tool with brand new eyes. I do not mean to sit and praise and preach how grand Work2Go is. Like everyone else, I also encounter features that I either miss or don’t know how to find or how they work. So with these newsletters I want to tell you more about the various functions that are available, as well as to give you tips and maybe teach you a new trick or two. Keeping it all concise – without exaggeration, I promise!

Technology is not my main interest in life. It’s something that should work and be simple, just keeping it going without any hassles, and that’s how I want you to feel too while working with Work2Go.

While writing this, we are also about to launch a new website that will contain helpful guides, tips and other useful information. These newsletters will also be available to read and download from the new website.

I hope you’d like to continue reading my newsletters. I’ll start off writing the second one right away. Then I will tell you more about automated out-of-office messages. Vacation time is coming up!

Out of Office

“Out of Office” is an expression I like! I can feel the holiday mood grabbing a hold of me when I go to activate my Out-of-Office reply in my e-mail account to inform the world I’m off on vacation.

Setting up your own Out-of-Office reply is a breeze in Work2Go. If you head over to Settings -> Mail: “Receiving Messages” (it’s the second section on that screen with preferences), you will find an input box where you can enter your custom message text.

You can also specify between which dates the auto-reply should be active. If you don’t feel comfortable with revealing the dates of your Out-of-Office period, you can simply leave those two checkboxes unchecked. There may be a number of reasons why you do not want to reveal this to someone sending you an e-mail message. I’ll leave it up to you to decide how you want to use this feature. Don’t forget to enable the checkbox above the message text box that says “Send auto-reply message”.

Activating an Out-of-Office message can also be useful even when you’re there in the office. Maybe you have a lot to do, a stressfull deadline or something like that and simply don’t have time to spend on e-mail. You may want to create a short and simple auto-reply message informing you have received the message, but that your reply may take a while. Anyone who sends you an e-mail will receive the auto-reply immediately and therefore, hopefully, gets less impatient to get a reply from you.

Hope you learnt a thing or two now. Next time I’ll be writing about sending out newsletters.

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Newsletters

Here’s me again, hoping you had a nice summer; not that summer is gone already, but I guess most of you are back at work again. For me that always makes me feel a little bit like summer has passed. Depressing to some, and exciting for others. The reason there was no July edition of this newsletter is that I wasn’t at the office.

I know many of you send out newsletters and other “send-outs” to clients and customers, and members, on a regular basis. If you do send these to a large number of recipients, I would recommend you to use actual Distribution Lists (DL for short) instead of simply copying many recipients into each message you want to send. Distribution Lists are created in the Administrator section of Work2Go. If you are not the administrator of your Work2Go accounts, perhaps you can ask her/him to aid you. It only takes a minute or two to create a Distribution List in Work2Go.

An alternative to Distribution Lists are Contact Groups, which you can manage in your regular Work2Go account, and if you are e-mailing your send-outs to only a few recipients, you can just as well pick them out manually from the Address Book in Work2Go. Typing the recipients’ names will also give you a fast autocomple functionality, if you’re only sending your e-mail to a few recipients.

Another tip is to use the Tag feature and tag your contacts with special tags that will make it easier to “group” them together. When it’s time for your send-out, you simply search for all contacts with a given tag. The flexibility of the tagging objects (contacts, documents, e-mail messages) is something I have come to appreciate recently.

Another new feature I like in Work2Go is the automatic saving function of an e-mail as a draft. You can start working on it, take a break and then continue again when you’ve regained the inspiration. It’s of course always a good idea to spend some time working on the layout too. Clarify the message with the use of lines, different font sizes, live it up with a colour, add links, images, tables etc. But please keep in mind that the appearance may change depending on which e-mail client the recipient is using in the end!

Feel free to take a peek at the links I’ve posted, I hope they can give you some ideas for your own newsletters. Next time I will talk more about my new Work2Go discovery: Tags!

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Tags

Keep it neat and tidy!
I’m not really sure why I like the expression. But I guess there’s a part of me that feels more comfortable when things are put in order and easy to find. That’s probably the reason why I got hooked on using tags in Work2Go right away.
With tags, I can mark a bit of everything in my account, and it looks colorful and nice too!
For example you can tag messages that are related or highlight those that are more important or more urgent than others. When using filters, you can also get your incoming messages tagged automatically.

But it’s not only with mails that tags are brilliant. If you quickly want to get hold of some Contacts, without keeping them in the same Address Book or Contact Group, you can simply mark the Contacts with a tag and then run a search for that tag and you’ll have all tagged Contacts gathered in a list. In your Calendar, you can organize and keep track of  various appointments with tags and while working with files and documents is tagging a given feature. You can also add multiple tags to one object, which is very useful when a single file, contact, email, etc should be used in different contexts at the same time.

Finding a tagged object is very easy. Just double-click the tag in the left column and all tagged objects saved on that tab in Work2Go will be displayed in a list. You can also use the Advanced search to find all tagged objects in Work2Go, no matter under which tab they are kept.

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iPhone

Yes, I’ve also got myself an iPhone now, and can’t stop my finger from swishing all over the display, here and there. It’s not only convenient but also very simple. Therefor it’s surely about time to talk about how you can access your Work2Go account on your iPhone. OK this will be written specifically for iPhones, but if you have another smartphone, you can surely follow similar steps.

Sync your Mail, Contacts and Calendar

With Work2Go Pro, you can sync your account with your mobile and always have your information available, even when you’re on the run. You can choose whether you want to sync all mails or only some. How far back in time and how often. This also applies to your Calendar and Contacts. If your mobile gets lost, you don’t need not worry about sensitive and important information leaking out. Just log into your account online and by a click, the information will be deleted from your mobile.

Send and receive Mails

If you’re only interested of managing your mails on your mobile, you can create an IMAP account. Then you can manage your inbox both on your computer and in your mobile.

Get reminders from your Calendar

If you set up a subscription to your Work2Go Calendar, you will see all your appointments and also get reminders before the meetings. With Work2Go Pro, you can also schedule additional appointments, directly in your mobile.

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Calendar

This year is soon coming to an end and a new year is approaching.
New year – new Calendar! Well that’s how it used to be at least. But by using ones computer more frequently, an actual new Calendar is really not the case. But it still feels like a natural time to take an extra look at your Calendar now anyway. Maybe it’s time for new routines, new projects, make more information available for more users… There are a lot of things that you can do with your Calendar and several clever settings to use. Here’s a brief introduction to some features that everyone should know of. Whether you think the features are useful or not, is surely up to you.

Share Calendar with your colleagues

Sharing a Calendar is a very efficient feature when you want to schedule appointments or just keep track of where your colleagues are. At the same time you can use it for adding private entries that’ll only be visible for you.

Access your Calendar in a mobile

As described in a previous newsletter, you can sync your Calendar to your mobile with Work2Go Pro. With a standard account, you can add a subscription to a Calendar instead, or use your mobile’s browser to log into your account and access it from there.

Publish a Calendar on your website

If you are handling reservations, it may be convenient to publish a public Calendar on your website. It’s also possible to set up RSS for new Calendar posts.

Additional time zones

Do you often have telephone conferences with someone sitting in another country?
Then it’s a good idea to use the option to show time zones while you’re scheduling an appointment and you won’t need to keep track of the time difference yourself.

Forwarding of invitations

Are you temporarily absent from your work and have a back up for your assignments? Then you can have you invitations forwarded directly to that person instead.

 

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Briefcase

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I thought I should have a brief walk-through of the Briefcase this time. It might be an unknown part of Work2Go for a few of you. But in reality it’s actually a central place of your account. Just as in all other parts of Work2Go you can of course also share your folders with others here. The key feature of the Briefcase is to use it as a central archive for files. If you keep them here, you can always access them from any computer or even your smartphone, wherever you are. Files can be anything from text documents, spreadsheets, presentations, PDFs, images and other media files. You have also access to a word processor, spreadsheet- and presentation tools directly in your Briefcase. No other software needed! And you can even show off your presentations and slide shows from here.

Connect your Briefcase to your computer’s file manager

An easy way to manage files in your Briefcase is to use a so-called ‘WebDAV client’. A client like that allows a nearly invisible link between your computer and Work2Go. When it’s set up the Briefcase will appear as a folder or disk in your local file browser/explorer. If you are used to work on your files in a specific application on your computer, you can continue doing so and when it’s time to save the file, you simply drag & drop a copy of it to your Briefcase.

Email a file or link from your Briefcase

When you want to show a file that you keep in your Briefcase for someone, you can either attach it to an email or send a link to the file. What’s important to know is that anyone who has access to the link to the file, will also be able to make changes to it.

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Sharing

Work2Go is a lot more than just an email application. Actually it’s more of a collaboration tool, where sharing information plays a key role. Sharing the company’s Address Book, Calendar, Documents, Task lists and files in the Portfolio is essential, but what about Email folders, when is it a good idea to share you emails with someone?!

When sharing your email folder is a good idea

  • You have a public email address, such as info@, which is managed by several people at your company.
  • You can also have your incoming email sorted into different folders by creating filters.
  • When helping a colleague with incoming mails for a certain period, such as during maternity leave.
  • Instead of sending emails to dozens of addresses every time you have something new to inform about, you can share one of your folders containing your news.

Adjust the permission rights for your shared information

When you share your information with other Work2Go users, you can give them different permission rights. From read-only to edit its content, delete files, create additional folders, send out invitations and more. The permission level can be set per user or group.

Sharing files with the public

You can also share your folders with someone who doesn’t have a Work2Go account. Either you protect the folder with a password or you just hand out its URL.

Perhaps it’s time to take a closer look at the Tasks tab now, or what do you say?! A really easy function for all of us that likes to make plans and keep track of things.
Take care and Happy Easter!

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Tasks

I’m a quite forgetful person myself, or actually I’m probably not really that forgetful, only assume this, in fear of forgetting. I constantly feel a need for writing down checklists and memos for all sorts of things. Shopping lists, packing lists, lists of things I want to read more about when I have more time, what gifts to buy… basicly anything that comes to my mind – I will list it all!
And then I later on can start unchecking my lists, it makes me feel even more pleased with myself and my accomplishments.

You can easily be overwhelmed by all lists as well. Luckily, there is a tool in Work2Go called Tasks. There you can add all your lists, of all kinds. Keep them as private or share them with others. It also gives you an informative overview of each and every task’s status of progress. What is left to do and when it needs to be finished. Perfect for people like me!

Why you should list your Tasks

  • Easy way to keep track of your projects.
  • Helping you to not miss anything important.
  • Giving yourself a extra boost every time you change the status of the Task, getting closer to the set up goals.
  • Easy overview + clear progress = less stress.
  • Keeping track of who’s doing what while working on a project together with your colleagues.

Since Outlook 2010 works so well with Work2Go Pro, I thought I should actually write a bit about just Outlook 2010 next time.

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The Outlook connector

Install the Outlook connector to your Work2Go Pro account Helena! It’s easy! Just download, double click and then done… Well… or… NOT!?!
I really don’t know how many times I restarted Outlook to get that box, where you need to fill in the settings needed, to finalize the installation. You see, I am the ‘lucky one’ having Outlook 2010 on my computer and the fact that this version is so user friendly, makes it a mystery to get hold of the settings that needs be done “behind the scenes” at some occasions… But I’m a stubborn person and don’t give up easily. Once I got it all done however, it all worked like clock work!

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Work2Go Pro + Outlook Connector = flexible!

Once I got into it, I have to admit that it is actually very easy and even neat as well. And it’s so much more than just emails now. You can also use your tags from Work2Go, auto-reply message, filters, persona’s, reminders from your Calendar, access your shared mailboxes, Address Books and Calendars, and you can also get hold of your Tasks. The only thing I miss is the Portfolio and the Notebooks that I’ve saved in Documents.

You can still settle for having just a Work2Go Standard account and set up an IMAP account in Outlook. However this means that you can only manage your emails in Outlook. If you also want to get hold of the contacts you have saved in your Work2Go account, you need to export a file from Work2Go and then import it into your Outlook Address Book. When adding a new contact, you will need to add the contact twice. Once to Outlook and once to your Work2Go account in a browser. The same applies to entries in your Calendar.

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Tips & tricks

ideas174Often it is not really as complicated as you think. It’s just that you do not know the handy shortcuts. Just because of this I will show you some convenient ways to perform various operations in Work2Go to you now and hope that they will give the occasional aha experience and simplifies your life.

Drag & drop

Drag and drop files of various kinds works best if you log in to your account using Advanced AJAX Mode.

  • You can do it from your emails and your calendars to schedule an appointment.
  • Changing the date on your calendar Posts by drag & drop in the weekly view.
  • Moving files between folders.
  • Attach a file to your email by drag & drop from your desktop to your email.
  • Select files and emails with tags.
  • Change the order of tasks in your Task Lists.

Mini-calendar

  • At the bottom left is a small calendar that facilitates the booking of appointments. Either right-click on the date you want to book something on, or you can drag and drop a mail on the date.
  • It need not be meetings. There is also a smart option if you want to be reminded of something at a particular time.
  • You can even quickly and easily produce all the emails that you sent or received on a particular day. The only thing you need to do is click on the date in the mini calendar.
  • Hold your cursor over a date a little while you will see which meetings are scheduled that day.

Chat with your colleagues

You have not missed that there’s a chat in your account as well?
At the bottom left, next to the mini calendar you will find it.
A simple yet useful way to communicate with your colleagues.

Mail from different senders

  • By means of creating multiple roles, you can send emails from different situations. From you as an individual, as an employee, as teachers, as association secretary or something similar.
  • Each role can have their own signature.
  • With filters, you can also get the answers you get when you mail from your different roles, sorted into different folders, completely automatically.

RSS feeds and podcasts

You can even mix business with pleasure in your account. If you subscribe to podcasts or RSS feeds, you can put them up in Work2Go and thus get notified when there’s something new of interest to download or read.

A file archive to share

  • You can email the files, or a link to a file directly from your briefcase.
  • Everyone you share your briefcase with don’t need to have the same access rights to its contents.
  • You can create and view presentations, directly from the briefcase.
  • When you want to upload files to your briefcase, it is usually easiest by your own file manager

Save only what is needed

It’s easy to save information. Often it’s unnecessary information as well and after a while your quota has exceeded. You can always purchase more disk space and if you think you need a lot more, you can even save money by upgrading to Work2Go Pro instead. But you can also keep your disk usage at a lower level by a few clicks.

  • Delete unnecessary emails and don’t forget that you also have all your sent emails saved in your Sent folder.
  • Save large attachments to your hard drive and delete them from the email.
  • When you save an attachment to your Portfolio, a copy of the file is created. If you only want to keep one, you can delete the file from the email.
  • And don’t forget to empty the Trash!

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Sync your account Work2Go

You do not always sit at your desk in the office and when you leave the office, do it rarely without your best friend, your mobile phone. The cell phone has become more or less as an extension of your computer. You can surf, email, and do so much more than just making calls. Among the perhaps most used tools in the mobile, when it comes to working life, are enough e-mail and calendar. Two indispensable tools that remembers your brain misses and communicating with colleagues worldwide. Do you put up your account with sync, you can actually see the cell phone as an extended arm of the tools. When you leave your job, you always keep with your email and calendar wherever you are. When you get back to work again, all the work you’ve done on the field will be reflected and synced to your computer.

I write about syncing to mobile phones here, but it works exactly the same on tablets. The technology that makes this possible is called ActiveSync, which is a software for communication between different devices, such as computers, phones and tablets. It’s so good with the synchronization is precisely that it is bidirectional – changes that you perform in your phone are also transferred to your account on your computer / browser. Would you get in trouble and loose your phone, you need not to worry about your information getting into the wrong hands. With a single keystroke, you can delete your content on your mobile.

Tips & trix for syncing

  • Set the Exchange calendar as your default calendar.
    Add something in the calendar that comes with your phone, sync it over to your Work2Go account, because it is a separate calendar.
  • The same applies to the Address Book. You need to add the contact to the person or address books you have on your Exchange account.
  • Do you have many entries in your calendar, you should choose to sync fewer days. A calendar with up to 200 posts may have problems.
  • Equally, you should not choose to sync all your emails either. Choose only sync mail from the folders you need to avoid unnecessary traffic.
  • Do you want to save on your battery, you can select Manual sync, or sync with a longer time interval. In Manual sync sync information only when the tools are used.
  • Make sure you have Push enabled if you want to see when it got into something new to your account.

Sync to Outlook

As I wrote about in a previous mailing (2011-05 Outlook extension), you can also sync your account to Outlook. What is needed is of course a Work2Go Pro Account (because the sync is only available in the Pro accounts), Outlook 2003 or later and that you install Outlook add-on your computer.

It is not just your emails, contacts and calendars synced, but also your tags, your absent message, filters, and roles. You can access shared mailboxes, address books and calendars, and you even have access to your information.

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Smart e-mail functions

There are many features you can use when working with your email in Work2Go. I’ll go through a bunch today. You can easily find the functions on your own, by clicking around on your account. But sometimes it’s nice just to be informed and avoid having to look yourself too, right ?! So therefore, it will be short and sweet little tips and tricks again, but with a focus on e-mail.

The appearance counts

You have not missed that you can change to different display modes by clicking on the View toolbar, huh?

  • Reading Pane on the right – typical Outlook looks.
  • Reading Pane at the bottom / off – now, you can sort emails based on the date, sender, attachments, subject or size.
  • Sort e-mails for messages each one individually, or by conversation when several emails with the same subject are merged into one record.
  • The actual theme / background colors, you can also change. You do this on the Settings tab> General.

Create filters to automate email flow

By creating filters, you can streamline the information flow and have more time for other things.

  • You can have your incoming mail sorted into different folders,
  • get e-mails forwarded to another address or
  • get them marked with tags, flags, etc., completely automatically.

Manage email without logging into your account

  • You can forward copies of the emails you receive to another email address. It can be a convenient option for someone else to manage your incoming e-mails for a limited time.
  • If the person also needs access to old emails, you share out your Inbox instead.
  • Do you want someone to be told that you have received e-mail, without getting the email, you can set it with.
  • Be sure to select the correct sender when you respond to e-mails from shared Inboxes. If it is a shared inbox, you should answer email from, create a role that you use as the sender.
  • If you are several who work with e-mails in a shared inbox, it may be a good idea to create subfolders, which you can drag and drop emails from. So it clearly shows what is done and what is left to work with.

Clean up your Inbox

The most controlled approach to delete emails with large attachments, do as follows.

  1. See your Inbox with the display mode Reading Pane at the bottom / off.
  2. Click the Size at the top of the toolbar to sort emails by size.
  3. Select the messages you want to delete. (Shortcuts like Ctrl+click and Shift+click works in Work2Go.)

If you do not want to empty your entire Trash at once, you can select the emails you want to delete and then click Delete on the toolbar (or right click and select Delete).

Searching for emails

Use the view mode Reading Pane at the bottom / off and sort emails based on the relevant option or use the search function at the top.

Email images

Want to send many pictures to anyone or high resolution images of several megabytes, it may be easier if you save them in a folder in your briefcase instead. Then emailed the link to the briefcase, to the person / persons you want to have access to your pictures. Even though you can send emails with heavy attachments on several megabytes, it is not certain that your receipient can receive such large mails in their inbox.
If you want to upload multiple files / folders to your briefcase at the same time, you can connect to your briefcase with the help of your computer’s file manager, through WebDAV.

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Filters

In with the new out with the oldsay the New Year. In with efficiency up with a cluttered inboxI say then.
By creating filters, you can namely be considerably more structure in your inbox, without lifting a finger. Imagine the time you save by getting your incoming mail is sorted into different folders, completely automatically. Firstly, perhaps it is not so easy to find among their emails if you just let them lie in their inbox. Secondly, it may be a growing stressor to feel overwhelmed by all the emails that never seems to end. The fewer emails in my inbox, the less pressured, I feel anyway. Below I describe some examples of when it is a good idea to make use out of the filter and as usual you will find information on how to perform the tips my web links in the right column.

Get your mail sorted

Some emails are important and more urgent than others, such as if you get an alarm or orders via email. And probably, you also get a few other emails on the other hand that is not as urgent to read now once, but you can wait to read at a later time, as this mailing perhaps. Likewise, it can be nice to get this mail sorted from the most frequently converse with. Some use the same email address for both their work and private. In that case, I would recommend you to filter out private contacts into a separate folder.
And if you get many calendar invitations or read receipts, it might be nice to also get them to a separate folder.

Mark read / with tag / flag

For example if you have already created a filter to sort the less urgent emails to a separate folder, you can edit the filter, and add a further rule. That is a rule that simultaneously marks the email as already read when you receive it. Then, read the e-mails later when you have time and you do not feel stressed about having so many unread emails.

In order not to drown in folders, you can for example gather all the newsletters / mailing in one folder, but get them marked with different labels, to easily see who is coming from which sender.

Forward to another email address

For example, you’ll be away from your office for a short time, and someone else will take care of your incoming email in the meantime. A filter may forward your email to one of your colleagues. You can select a copy of the mail will be saved in your account or that it is only forwarded.

 

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Signatures

An email signature is a custom text that is automatically inserted at the bottom of all messages you send. Usually it contains your contact information and sometimes even a sign, image, or a suitable quote. A signature will give your message both a personal touch and a more professional impression. I would therefore like to take this opportunity to remind you that do not already have a signature create one, and if you already have one, I want to inform you that you can create more than one if you want.

Make a stylish signature

In Work2Go you can decide yourself if you want to have a formatted signature, or if you want a signature with ordinary plain text. If you choose to create a formatted signature, you can choose from different fonts, colors, add a photo or logo, and create links to your website or similar.
A signature in pure simple text might look a little bland. But the big advantage of using a plain signature is that the information is always visible. A signature image can, for example, have to be approved by the recipient first, before the entire signature appears.

Create multiple signatures

You can have multiple signatures in your account. There are actually no maximum limit to how many you can have. If you have multiple e-mail identities / roles, ie different e-mail addresses posted where all are linked to the same account, you can create a different signature for each email address / role. This can eg be useful when you answer work-related emails and private.

Login with Ajax version

I would also like to add that you will always have the best functionality and user friendly in Work2Go when logging in with the advanced Ajax version of your account.
Do you on the other hand sit with very slow Internet connection or an old web browser, Standard (HTML) is the version that works best for you. If it is so that you have an old web browser in your computer, I would definitely recommend you to update it as soon as possible. Not only for increased functionality but first and foremost to protect your computer from threats on line.

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Folder management

Honestly, how many of you are good at using folders to sort your data in Work2Go?
Clear among all the available information. Delete what you do not really need more. Sort the remaining in folders, and gain better control of your own information. Therefore I thought to give some tips on how to clear your account with a few easy steps. Time for a little spring cleaning!

Step 1: Go through the folders that you have today

  • Do you have many folders?
    Begin to clear the largest folders first.
  • Is there anything that you no longer need?
    Delete the files and folders that are just lying around.
  • Suitable folder name is still with its contents?
    You can change the folder name afterwards.
  • If you have multiple folders that contain similar information?
    Why not color coordinate them in order to quickly and easily see that they belong together.
  • Do not want to sort your folders by alphabet?
    Then you can number them and yourself take control of the placement.

Step 2: Create more folders

  • Create as many folders as you need.
  • Create subfolders in several levels if it fits your information.

Step 3: Move files between folders

  • Are files put in the wrong place or they would fit better in another folder?

Step 4: Save attachments in portfolio

  • Have you got the attachments in your email that you want to save?
    Then you can choose to save the file in your briefcase.

Step 5: Create efficiency filter

  • Do not want to sort incoming e-mails yourself?
    With filters you can define rules that will do it for you, completely automatically.

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Images

Some images are communicating, others say nothing at all. The expression that a picture is worth a thousand words is an old truth, but one word can change the whole picture. Anyway, it’s almost always nice with pictures and they can help you clarify your message in a very simple way.

The difference between attaching images to e-mails or send a link to the image saved in your briefcase?

If it is only about one or two images, it may be easiest to attach images to an e-mail. However, if it’s more than that, it might be better to save the images in a folder in your briefcase that you then share and email the link to. Then there will be no heavy emails and you can feel confident that you can send e-mail and your recipient’s mail server to receive the email, without any problems. All e-mail servers can not handle large / heavy emails.

The difference between e-mailing photos as an attachment or embedded in the message itself?

The most obvious difference is so clear that when one chooses to view the picture in the message itself so visible image when reading the email. If you choose to attach the image as a file, you get the picture separately and must click on it to see it.

When you receive an email with the pictures in the message itself, it is common that they have become blocked and you need to click a link to allow the images in the message to be displayed before they become visible. The reason for this is to avoid possible spread of virus through pictures.

Save attached photos in the briefcase or on your computer?

Save the picture in your briefcase, you always have access to it.
Save the image to your hard drive, you can save on your account size.
If you have save the image file, a copy of it will be saved in the briefcase and therefore you’ll have 2 copies of the image, it may be wise to remove the one from the e-mail.

Do you know that you can create slideshows of your account?

A nice way to show off your pictures to others is to make a show of them.
You can do this directly from your briefcase.

Recommended file formats for images

As a general rule, you use jpg / jpeg photos and gif or png to illustrations and logos. If you have a column defined view in your briefcase, you can see a preview of a selected picture if it is a picture saved as jpg, gif or bmp.

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Do you know that you can make images clickable?

With just a few clicks. A stylish way to take your receiver through to your website, for example.

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The address book

The Address Book is surely short, an address book, and not so much more to write about. But the handling of the addresses can still be a bit of a challenge. It is not always crystal clear how and what you can do to save new contacts, how smartest send an email to several simultaneously or how to find the right address at all times. In several cases, there are several correct answers to a question.

Why are all the addresses I emailed to saved? I have not chosen this!

With the account there’s an address book called E-mailed contacts. Where are saved all the email addresses you’ve sent email to if you have the setting on your account. If you don’t want to save all email addresses, go to the Settings tab and Address Book.

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Make sure to check the box at ‘Add new contacts …’ has no marker and then save the changes. Then click on the tab Address Book up in the main window. Choose the address book E-mailed contacts and delete all entries where if you do not want them to remain.

I would like to get the addresses in my address book as a list that I can work in Excel, how do I do it?

  • You can export all your address books at any one time, or choose one at a time. You get them exported to a .csv file.
  • To export a contact group all addresses will be placed on a long line in a cell. If you would rather have addresses arranged in a column, you can arrange this in Excel or similar programs.

I have a few addresses that I want to send an email to individually but also in group emails. How to go about it the best way?

  1. Start by downloading our template and then open it as a comma delimited file in eg Excel. Paste your contact information in each column and import it into Work2Go, suggested a new Address Book. Then you have the addresses sorted separately.
  2. Then it’s time to create a contact group that you use for group mails. Create a contact group. Go back to your .csv file and copy all e-mail addresses. Paste them in the box at the bottom right and save the contact group in the Address Book that you just created.

One important thing to remember is that the contact group is not updated if you add a new contact in your Address Book. If you want your new contact also should be included in your Contact group, you must add the address manually.

Now I have several addresses that I want to save in my Address Book, how do I do this easiest?

Then I recommend to download one of our templates, it opens as a comma delimited file and paste the new contact information in each column. Then just import the file into an already created Address Book or create a new one during the import.

The important thing to remember is that the file you import must be separated by commas and nothing to right field to be imported into the right place in Work2Go.

I’ll e-mail Donald, but does not remember his email address. How can I find him?

  • Try to write his name in the To-field in the email. Then you get a hit list of all Donald saved in your Address Book.

This requires that you have the following options selected in Preferences > Address Book: ‘Initial Search in the global address list when the contact switch is used,’ ‘Include addresses in the global address list’, ‘Include addresses in shared address books’ and ‘Auto-complete when a comma is entered’ .

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  • Have you never saved Donald’s email address but knows he has emailed you, you can find his e-mail through the search function at the top.

How do I get my contacts sync to my phone?

  • First and foremost, you must have Work2Go Pro to sync your contacts to your mobile.
  • Since it is important that you choose it is your Work2Go account’s address is the primary address book of your mobile. All the contacts you have in your Work2Go account synced then over to your mobile.
  • Henceforth, when you add new contacts, be it in your mobile, or you have logged into your account on a computer, then you have the address information in both places.

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Book resources

How the years pass by quickly. I know that I have written about the calendar in Work2Go before. This time I want to highlight the meeting bookings and special ability to be able to book rooms and equipment in the calendar in Work2Go.

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Book a room for the meeting

Should you book a room for the meeting that you are planning, you can do so while creating the invitation to the meeting. This requires of course that someone has registered rooms on your administrator account first. If you do not know which rooms are registered in order to be booked, just click on Search’ without entering any search criteria in the invitation and you get a list of all registered rooms. If the room’s already booked, it appears clearly while you try to book it.

Invite a contact group to a meeting

Are you often planning meetings with the same group of people? Then create a contact group that you gather participants to. Then you just need to invite the group to the invitation. If it is a recurring meeting, such as monthly meetings, fill in an appropriate time interval for repeating the meeting.

Book equipment for a meeting

Just as reservation of rooms, you can book equipment to the meeting. This requires of course that someone has registered the equipment available to borrow on your administrator account first. Equipment listed as resources in Work2Go

Administration of booked equipment

The function to reserve equipment / resources is not only useful in meeting bookings. Is there for example a couple of loan computers or other equipment that is available for all to use, if necessary, are booking through a shared calendar a simple solution. Then you can quickly see if you need to borrow is available or not and if it is already on loan, you can see when it is available again.

Sign up rooms and equipment on the Administrator account

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The look is a bit different when you log in to the administrator account. But do not let that stop you from start to register rooms and equipment. Do you have any questions, contact us, we will guide you through the process. And yes, everyone has an administrator account. Often, log in to that account as admin@yourdomain.com
At the top of the right corner it says domain administrator’ if you are logged on to that account.

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Sync e-mails

With Work2Go Pro you can sync your account with your phone / tablet and always have your information available, even when you’re on the run. And if disaster strikes and you lose your phone / tablet, you need not worry that your sensitive and important information to be leaked out. Log in to your Work2Go account in the nearest web browser and touch of a button, the information is deleted.
The technology that makes this possible was developed by Microsoft during the 90s and is generally called ActiveSync or Exchange ActiveSync. The technique, however, has a few flaws, but below I intend to tell you how to circumvent this and provide some hints on what may be good to consider when you want to sync their Work2Go account.

Send and receive emails

If you can not find all emails on your mobile that you see when you log into your account in the web interface, it may be due to the following.

  • You have a setting in your phone that regulates how old emails to sync.
  • You have not selected that you want to receive e-mails in sync from the folder just that the email is saved.
  • The email you are looking for is in a mailbox that has been distributed to you.

Save the phone’s batteries

If you sync your account to your phone and want to conserve your phone’s battery, you can choose manual syncing, or sync with a longer time interval. With manual sync you can sync information only when the tools are used.

Don’t sync all your emails / activities in your calendar if you do not have the need to access information such as 1 year old.

Sync contacts / calendar / reminder

When you set up an account for syncing to your mobile, you can of course also choose to sync your contacts, calendar and reminders from your task list in Work2Go. What is important to remember when setting up sync to a mobile is to check that it is your calendar / address book in Work2Go which is the default one in your phone’s settings. This mainly applies to the iPhone / iPad.

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