Archive | Support EN

Import / Export a calendar

You can import Calendars saved in .ics format.
Likewise you can export your Work2Go calendars.
  1. Go to Preferences > Import/Export.
  2. If you want to import, you find your file by clicking the Browse button under Import.
  3. If you want to export, select Type and Source under Export.
  4. You may also use the Advanced Settings button and select which folder you want to export.

Empty cache and cookies

If a Web page does not display its content correctly in your browser, you can try to empty cache and cookies and restart the browser to resolve the issue.

Clear history in your browser

Internet Explorer
Ctrl + Shift + Delete

Firefox
Windows: Ctrl + Shift + Delete
Macintosh: Command + Shift + Delete

Safari
Windows: Ctrl + Alt + E
Macintosh: Command + Alt + E

Google Chrome
Windows: Ctrl + Shift + Delete
Macintosh: Command + Shift + Delete

Each browser stores information from your visited websites, such as images and other downloaded elements. It is stored in the browser’s cache and is useful when you return to the website, since the browser won’t need to download the elements again. However this can also cause the browser to function slower. Emptying the cache occasionally improves the speed and performance of the browser significantly.

What is cookies?

A cookie is a small file which a website creates and puts on your computer. Cookies are normally just a helpful and safe file. When you visit a website that uses cookies, it sends out a question to your browser to see if the cookie is already saved. Next time you visit the site (if you chose to save cookies of course), your browser will send back the cookies that belongs to that site. Cookies inform the website who you are and in return it displays information that is appropriate for you. Cookies store information that identifies you. Information such as your name and email address. A website has only access to the information you provide. For example, a website can never know your email address unless you provide it. A website may never have access to other information on your computer than what you have specified yourself.

Share an e-mail folder

You can share all your e-mail folders, including the inbox and its sub folders with internal users.

A copy of the shared folder will be placed in your friend’s folder list and he/she won’t need to log into your mailbox to read its content. When you set up sharing of a folder you also set up access privileges by giving the other user a particular role.

  1. Right-click the email folder you wish to share > Share Folder.
  2. Share the folder with Internal users or groups.
  3. Fill in the email address of whom you wish to share your folder. (Comma separated if there are more than one.)
  4. Choose a suitable role and whether you want to send out a message informing about the sharing > click OK.

Roles with different access-rights

None – Use to temporarily disable access to a shared folder without revoking the sharing. The folder will still remain with the one you shared it with, but they can no longer see its content.
Viewer – Can read the content, but may not make any changes to it.
Manager – Can read and edit the content, create new subfolders, and delete files.
Admin – Can read, edit, add, delete, approve, reject and administer content.

Scenarios for sharing an email folder

  • Your sales department wants a central mailbox for all incoming product inquiries. Everyone should be able to view messages immediately when they are received and should also be able to respond from the same address.
  • A manager is often in the office but doesn’t have time to answer her emails. Instead she gives her assistant access to her Inbox, who can manage thecontent of the Inbox, respond to messages on her behalf, create folders to organize and also delete messages.
  • Instead of sending out emails to dozens of addresses each time you have an announcement, you can share one of your folders and keep it as a public folder containing your announcements. Either you protect its content with a password or hand out it’s URL for anyone you want to access it.

Introduction to the briefcase

When you save files in the briefcase, the files will always be available, and you can share them with your colleagues.
Here we tell you more about the most useful features.

You can also open and work with your files directly in Work2Go. If you have created them in Work2Go you can continue editing them in the included word editor or in an application on your computer.

Open – double–click it.
Edit – click edit in the toolbar.
Move a file from one folder to another – by drag and drop.
Tag a file with a tag – by drag and drop.

Create a new folder

  1. ny-mappClick the gear icon next to Folders in the left column> New portfolio.
  2. Give the folder a name, a color and choose where in the hierarchy it should be saved > OK.

7_fil_till_portAdd a file to a folder

  1. Select the folder where you want to save the file.
  2. Click Upload File in the toolbar.
  3. Click Browse to locate the file.
  4. If you want to upload multiple files simultaneously Ctrl-click them.
  5. Click OK to upload it.

7_visa_portfVarious ways to display the files

You can choose how you want to view your files in folders. You do this by clicking View in the top right corner of the toolbar.

7_bildSaved images in format jpg/jpeg, gif or bmp may be previewed in Work2Go when you select it. This requires that you have enabled the view option Preview window to the right or at the bottom.

Save an attachment from an email message

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  1. Click Briefcase in the message top box and the Add Portfolio is opened.
  2. Find the folder you want to save the attachment in or create a new folder by clicking Create.
  3. Click OK when finished.

NOTE! The file saved in the briefcase is a copy of the one in the e-mail. If you don’t delete the file from the e-mail message, then you will have two copies on your account, which may be unnecessary.

How to share a folder

You can share your folders in your briefcase with other users in Work2Go, but also with external guests or the public.

When you share a folder a copy of it will be placed in the other user left column. There’s no need to log into your account to access the information. You can either choose to share the top folder or a specific subfolder. If you select the top folder all underlying folders in the hierarchy will be available as well.

1. Right-click the Folder in your Briefcase you want to share and select Share Folder.
2. In the dialog box “Share Properties” you choose who you want to share your Folder with:

Internal users or groups
The user or group must have a valid email address in Work2Go. Assign them one of the following roles:

  • None: An option you use to temporarily disable access to a shared Folder without canceling the sharing. The Folder will still remain in the other person’s account, but they won’t be able to view its content.
  • Viewer: can read the content, but can’t make any changes to it.
  • Manager: has full permission to read and edit the content.
  • Admin: has full permissions to read, edit, add, delete, accept or decline invitations and administrate its content.

External guests
They can only read the content of the Folder, but can’t make any changes to it. Enter the email address of your guest and set a password.

Public
They can only read the content of the Folder and don’t need a password for it. Hand out the URL that appears in the box below. Right-click it and select Copy link to get hold of the full URL. Anyone who knows about the URL to this Folder will be able to see its content. No one can however make any changes to it.

3. In the Message area you choose which type of message to send. This message can be sent to both internal users and external guests.
4. Click OK when you’re done.

NOTE: Keep in mind that if you have chosen Public, you will need to notify about the URL.

Book a meeting via the mini calendar

The quickest way to create a new appointment is by clicking on the date in the mini calendar

minikalenderAn easy way to book a meeting is to right-click on a date in the mini calendar in the bottom left corner and choose that you want to book a meeting.

Then you get the option to add the most essential for the meeting. If you want to fill in more details, just click More Information.

Schedule a meeting

You can book meetings in various ways. Here we tell you about the various options and step by step instructions of how to create one, including useful options to use.
  • boka1_w2g8Click New booked meeting.
  • Hold the N key.
  • Right-click on a date in the mini–calendar.
  • Drag and drop e-mails to the mini the Calendar.
  • Create a copy of an existing meeting by right-clicking the meeting > Create a copy.

In this example, we go through the steps you are taking when you click New Booked meeting in the toolbar on the Calendar tab. A new appointment opens, ready to be filled in.

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From: choose who to send the meeting invitations from.
Subject: write a short description of the meeting.

Now you can start using the tool scheduler to get help to see when the participants and registered places are available. The availability is displayed in time blocks of 30 minutes in the overview window to the right. You can of course fill in the information on your own; participants, location and the start and end time for the meeting as well. Is it an all-day meeting, check the box during the whole day.

Optional atendees: participant you might want to invite to the meeting, but whose participation is voluntary.
Location: location for meeting.
Equipment: book equipment needed for the meeting.

NOTE! Optional and equipment is not displayed by default. To obtain these choices, click Show optional or display equipment.

Show the Content

foreslagen-tidThe tool will help you to find a convenient time to schedule an appointment. When you add participants to the meeting, you can in the overview window view their availability in 30 minute blocks.

  • Green means that all participants and at least one location is available for these days.
  • Red means that more than half of the participants can not attend the meeting on those days.

To select a suggested time, click on the row. Start and end time is updated in the reservation. The number to the right of the period is the number of places available for the moment. You can click on the numbers to see a list of suggested places available to choose from. The selected location is added to the Location field in the scheduler. To select a location, click on the number in line with the proposed time. Choose a place in the list that appears. The location is added to the Location field in the meetin invitation.

NOTE! Locations are shown only if they have been registered in your Administrator account.

Show the Content

  1. To reserve a room you use the button Location to find a room for your meeting.
    If you don’t know which rooms are registered in order to be booked, just click on the Search button without entering any search criteria and you will get a list of all the registered rooms.
  2. Book equipment is done by clicking the button Equipment. Don’t you see the button, click the text display equipment right of the Location field. If you don’t know what equipment you can book, click Find without entering any search criteria and you will get a list of all the equipments that are registered.
  3. If the room or the equipment is already fully booked the selected time, it’s easy to see this in the list. You can see for how long the room / equipment is booked in the utility Scheduler.
  4. When you click Send a confirmation message is sent to the person who organized the meeting and invitations to the invited persons. Since all bookings are accepted automatically if the resource is idle or is refused if it is already booked, you don’t need to log into any account to accept anything.

 

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Show: choose the calendar status the participants will have when they are scheduled for the meeting.
Calendar: select which calendar the meeting should be saved to.
Private: detailed information of the meeting is not displayed if it is marked as private. In contrast, it displays information such as its start and end time, if it is a recurring event and who have booked the meeting.

Repeat select when it’s a recurring meeting. You can also go to Custom and fill in additional information about the time if desired.
Reminder select when the participants will get a reminder of the meeting.
If you want to be reminded of an appointment to another e-mail address, you can add it by clicking Configure.

Attachment can be addedahead if you click the clip at the top toolbar and then click Browse above where you fill in a message.

In the bottom box fill in the text you want to send along with your meeting invitation.

Click send in the top left corner

  • The invitation is now sent to the invited participants. If you invite yourself to the meeting, you will not receive an invitation but it will be saved in your calendar right away.
  • Save Click to send the invitation at a later date. This saves a local copy of the meeting, invitations will not be sent to the participants.
  • If you add an appointment to a shared calendar, you may need to refresh your browser to see the meeting in the calendar.

Add a new contact

Here we show you how to add more contacts to your address book.

Add a contact from the toolbar

nyKontakt

  1. Click the arrow next to the New Message toolbar > Contact.
  2. If you open the Contacts tab > New contact.
  3. A contact form is opened to be filled in.
  4. Fill in the information and a picture of the person.
  5. Location: select which address book you want to save the contact in.
  6. Click Save on the toolbar in the top left corner.
    The plus sign at certain fields means that you can add more information.

Add a contact from an email message

  1. sparaRight-click the sender of the message> Add contact.
  2. The contact form is opened to be filled in. The information that was already available in the message are already filled in.
  3. You can add the From, To, Cc, and Bcc.
  4. Click Save on the toolbar in the top left corner.

 

Get less important e-mails moved from your inbox

You can set a filter to receive e-mails that are less important, such as newsletters and updates from social media, to be delivered to a separate folder instead of your inbox.

The folder Activity Stream is placed in your personal list of folders in the overview window to the left, so that you can easily go through its contents when you have spare time.

  1. aktivitetsstrom1Click the gear icon next to the title Folders and select Activity Stream.
  2. Put a checkmark in the box by Moving messages to activate the activity stream and then choose which messages you want to get moved automatically. Then click Save.

The following types of messages can be moved

  • Messages sent to a distribution list that you are a member of
  • Commercial mass mailing
  • Messages where your address is not in the To or in the To or Cc fields
  • Messages from people who are not in your address book

You can also tune these settings further if clicking Advanced Controls. Then you can get messages marked with a tag, already read, flagged or redirected to a different e-mail address.

WebEx zimlet

WebEx zimlet is an add-on to Work2Go that allows you to list your upcoming WebEx meetings as well as keep one or join one with just one click.

webexYou no longer need to open WebEx to schedule a meeting – this is already done for you. The meeting will also be added to your Work2Go calendar when you send out the invitations.

  • Drag and drop contacts and meetings to create new WebEx meeting.
  • Right-click WebEx in the Zimlets overview window, in the lower left corner of your browser, to manage your WebEx account and meetings.
  • Create a WebEx meeting when you create an appointment in your calendar.
  • Drag and drop contacts and email messages to create a new WebEx meeting, with the contacts.
  • Drag and drop a meeting to create a new WebEx meeting with the same participants.

Help! my account is almost full

Here are tips on how you can save space on your account.

7_kvotaSometimes you can save too much unnecessarily and after a while it exceeds its quotas. The current use of the quota you will see in the top right corner and if you hover over your name you get a detailed description.

If you exceed your quota, following may occur

  • You will receive an email informing you of your quota.
  • You will be informed of your quota when logging in.
  • Email sent to you may be returned back to the sender with a message
    informing your mailbox is full.

You can delete in different ways

  • Mark what you want to delete and choose Delete from the toolbar.
  • Mark what you want to delete and press the Delete key.
  • Right-click on what you want to delete and choose Delete from the menu.
  • Drag and drop it to the Recycle Bin in the left column.
  • Do you want to delete several at once, select them by holding down the Ctrl key or Shift–click to select multiple consecutive.

Here are some tips on how to reduce the size of your mailbox

  • Delete old messages no longer needed.
  • Delete large attachments. Save attachments locally if you want to keep them.
  • Delete files you no longer need in your Briefcase or Document.
    NOTE! If you save an email with an attachment to your Briefcase, a copy of the attachment will be saved twice in Work2Go.
  • Sometimes you don’t need to keep all messages in the Sent folder. You can easily save up space by deleting unnecessary messages here.
  • Do not forget to empty the Trash!

Introduction to the Calendar

Here we show you how you can create a calendar and decide the best settings for your need.

A Calendar already exists when you start using Work2Go. It’s called Calendar and its name can’t be changed. But you can of course create as many new ones as you need. For example, you can create one for work and one for personal activities and a third for company activities. You can switch between multiple views, drag and drop to move events from one calendar to another and share it with others.

Create a Calendar

  1. skapaKalender_w2g8Create a new calendar by clicking the gear icon at the right of the title Calendars in the left pane > New Calendar.
  2. Give the calendar a name and select a colour in the dialog “Create new calendar.”
  3. Select “Exclude this calendar when reporting free / busy time” if you do not want others to see when you’re free or busy when they book meetings.
  4. Click OK and your new calendar appears in the left column.

7_skapa_kalender2Colour Coding Calendar

If you have multiple Calendars, it’s wise to give them different colors to easily distinguish them. There are eight colors to choose from and you can use one color several times. You choosing the color of a Calendar either when you create it or if you right-click it and select Edit Properties. You can also choose a Calendar’s color when you accept a sharing of another person’s Calendar.

View your calendars in different ways

All of your Calendars (including shared ones) is visible in the Calendar list in the left column. Each Calendar has a check box to the left side of its name. Select the check box for each Calendar you want displayed.

visaKalender_w2g8

At the top right corner of the toolbar, choose how you want to look at your calendars. To change the default view of the calendar, go to Preferenses > Calendar > General. If you choose to display as a list, you get a list of appointments for a period of two weeks for all the selected calendars.

Lista

7_visa_lista

The list view show all meetings from all selected Calendars and they are listed by date and time, and displays information about the meetings, such as its subject, location, status, and if it is recurring or not. You can change the columns displayed by right clicking on the heading and uncheck those you don’t want to see. You can also sort the list by subject, status, or date. You can select several meetings and make changes to them all at once in the list view. Such as remove meetings from the Calendar, move messages from one Calendar to another, or mark meetings with a tag.

Free/busy

With the Free / Busy view brings up a schedule where you can see when your colleagues are available.

Create filters to sort e-mails

Filter helps you to get control of your inbox and sort incoming and outgoing e-mails automatically for you.

filter

Go to the Preferences tab > Filters.

  1. Create a filter for incoming or outgoing e-mail by clicking on the appropriate tab.
  2. Click New filter and the Add Filters window opens.
  3. Give the filter a suitable name and tick the filter to be active.
  4. Set the conditions to suit the purpose of the filter.
  5. Don’t process additional filters should be checked. Click OK when finished.

One of – means that when one of these conditions is met, the action will be applied.
All – means that all conditions must be met for the action to be performed.
These steps can be repeated if the filter should include more conditions and actions.
Select the appropriate option from the drop down menu.

Creating a filter from an email

Right-click on a message or e-mail address and select New Filter / Add to Filter > New filter.

Example of how a filter can be created and used

For example if you want all messages from a particular e-mail address with a particular subject should be placed in a special folder, you can select the following settings.

  1. If all the following conditions are met:
  2. From – matches exactly enter the actual email address in the box.
  3. Click + to add another condition.
  4. Subject – contains enter the e-mails subject in the box.
  5. Perform the following actions: Save in folder (to find the right folder click Browse …)

Introduction to contacts

By default there are always two address books in Work2Go: E-mailed contacts and Contacts. Here we explain the difference and show you how to easily find the right contact.
  • E-mailed contacts: Every e-mail address you send a messag to is automatically saved in Emailed Contacts. You can disable this feature in Preferences > Address Book: Autocomplete.
  • Contacts: only contains of e-mail addresses that you have chosen to add yourself.

How to find the right contacts when sending e-mail

7_kontakt_automWhen creating a new message and filling in the recipient’s e-mail address it is enough to only type in the first letters of the address. Work2Go automatically displays a list of names from your Address Book that matches the letters you typed. From there you can go ahead and select the correct one from the list.

Global Address List

GAL is the Global Address List and is available to all users within your organization/domain. This list is created automatically and can not be edited. It includes all users’ email addresses within your domain.

Moving contacts

You can move contacts from one address book to another. The easiest way is to drag and drop contacts, but you can also right click a contact and choose Move.
  1. Open Address Book A and select the contacts you want to move to Address Book B by checking the box next to each name.
  2. Right-click one of the highlighted names and select Move from the menue.
  3. Now you will see a box there you select your destination Address Book > OK.

You can do the same with Contact Groups.

 

Print a task list

You can make different kind of prints of your task lists.
  • 7_lista_utskriftSelect the data you want to print > Print selected data under the printer icon in the toolbar.
  • Print the entire task list by selecting Print task folder.
  • Click Print when you have opened any of your tasks information in edit mode.

Create a screenshot

When you want to show someone else your screen (eg if you received an error message that you need help to interpret) a screenshot is always helpful.

snipping_toolWindows 7/8

  1. Open the Snipping tool.
    (Start > All programs > Extras > Snipping tool).
  2. Click the arrow next to New and select the tool.
  3. Then pull out an area on your screen using your mouse to make the screenshot.
  4. Save the screenshot and attach it to an e-mail message.

Windows Vista/XP

There is a button on the computer keyboard called prt sc, print screen or something similar in the upper right corner. Usually after the F 12 key. By holding down the ALT key while pressing the Print Screen the screenshot will only contain of the current activated application window.

  1. Press prt sc/print screen (maybe even hold down ALT at the same time) and the screenshot is now saved as a clipboard.
  2. Open a new document in an image- or word processing software (such as Paint or Word) to paste your screenshot (Ctrl+V).
  3. Save or edit the screenshot and then attach it to an e-mail.

Mac OS

  • Command + Shift + 3 – a screenshot of the entire screen.
  • Command + Shift + 4 – hold down the mouse button and drag out a box to take a screenshot.

Share a task list

You can share your Task Lists with other people in your office, with external guests and with the public.

When sharing a Task List a copy of the original is placed in the other user’s left column and therefor one will not need to log in to the other person’s account to view it’s content.

1. Right-click the Task List > Share Task List.
2. The dialog box Share Properties opens.
3. Choose who you want to share the list with:

Internal users or groups
The user or group must have a valid email address in Work2Go. Assign them one of the following roles:

  • None An option you use to temporarily disable access to a shared Task List without canceling the sharing. The Task List will still remain in the other person’s account, but they won’t be able to view its content.
  • Viewer can read the content, but can’t make any changes to it.
  • Manager has full permission to read and edit the content.
  • Admin has full permissions to read, edit, add, delete, accept or decline invitations and administrate its content.

External guests
They can only read the content of the Task List, but can’t make any changes to it. Enter the email address of your guest and set a password.

Public
They can only read the content of the Task List and don’t need a password for it. Hand out the URL that appears in the box below. Right-click it and select Copy link to get hold of the full URL. Anyone who knows about the URL to this Task List will be able to see its content. No one can however make any changes to it.

4. In the Message area you choose which type of message to send. This message can be sent to both internal users and external guests.
5. Click OK when you’re done.

Add other e-mail accounts in your Work2Go

You can add more e-mail accounts to your Work2Go and thus gather all your e-mail inboxes in one place.

7_skapa_ext_konto1

1. Preferences > Accounts.
2. Click Add external account and fill in the information under Settings for external account.

In this example, we added an account from gmail.com. If you want to add an account from another provider, you must have the correct settings to add an IMAP account from them first.

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3. Fill in e-mail address and account name.

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4. Select the account type IMAP and fill in the settings that you have received from your other email provider.
5. Click Test Settings to check that you entered the correct information.

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6. Decide where you want the messages sent to this email address should be saved.

ext_konto
7. Enter your name and activate Reply to if you want to use this feature.

8. Click Manage signatures to add a signature.

9. Click Save in the top left corner when you are finished.
When sending e-mails from this account, select it in the dropdown menu at From when you type it.