General
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Stay logged on
If you have a broadband connection you should stay logged on all day.
You can stay logged on for several days but its best to exit the application
each day when you are finished with it. Never stay logged on for more than a week.
If you find that it takes a long time to start you could consider starting it
immediately after you've closed it down each night ... then it will be ready
for use the following morning.
Staying logged on will save starting the application each time you need it.
Just minimise the windows and leave them running. If your internet connection
'drops' the application will automatically re-connect.
In addition, each window will refresh automatically defending upon the setting
you have chosen for 'Auto Refresh'. The default setting is 5 minutes. So when
another user updates some data it will be automatically refreshed in your windows.
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Use right-click
Use right-click as much as you can to display the menus.
The right-click menus are context sensitive and display the menu
options appropriate to where you clicked.
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Launch Window
You can configure the system to open a particular module at startup.
For example, if you always want to check your emails when you log on you
can configure emails to start first.
Go to the Tools menu, select Options and click the 'Launch Window' tab.
The default is the Diary module.
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Diaries
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Double-click on an empty cell
If you double-click in the cell where you want the appointment to
start the Appointment window opens with the date and start time set to
the value of the cell.
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Double-click on an appointment
You can double-click on an appointment to open it and view or edit
the details.
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Right-click on an appointment
Use right-click to display the appointment menu options.
e.g. new/edit/delete, cut/copy/paste, print and help.
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Organise diaries into groups
Instead of having a long list of diaries in the
Diary tree view you can organise your diaries into Group folders.
Use Groups to group together similar diaries. e.g. office
location or room type
Apart from organising your diaries into a more logical
structure, this has the added advantage that you can use one click
to select and display all the diaries in a group. With the 'Show
Multiple Diaries' box selected you can click the Group checkbox in
the tree list to show all the diaries in the group. For example,
you could overlay all the Conference Rooms to find free space for a
booking.
Only a user with Diary Admin capability can set up diary groups.
Click on the Tools > Diary Admin menu to set up the groups.
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Default diary
When you go into the Diary module you can configure which diary
opens first. This is called the 'Default Diary'.
There are several ways to set the default diary. The easiest is
to right-click on the appropriate diary and select 'Make Default'.
Alternatively, click the Tools > Options menu and select the
'Default Diary' tab.
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Contacts
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Searching for contacts
The easiest way to find a contact is to enter part of the
contact name in the Search box.
You don't have to enter the full name, just a few characters
will do. The search will find all contacts that contain the characters
you've entered.
Because the search matches against every field in the contact record
(including any user defined fields you have set up) you can use the search
to find any data stored such as Town or Tel No.
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Sorting contacts
You can re-organise the Contact list by sorting on the columns.
To sort on a column, click the column heading. The column will
toggle between ascending and descending sequence as you click it.
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Email
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Searching for emails
The easiest way to find an email is to use the Search box.
You can search for any string of characters anywhere in the email.
So, for example you can search for a key word that appears in all the
emails you are looking for or you could simply search for the recipient
or sender.
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Tasks
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Delegate work with tasks
You can delegate work with Tasks by setting up a Task List for each
of the people you want to give work to.
Give the person who will be doing the work access to the list and ask
them to regularly check the list for work. When they finish the work they
should mark the tasks as 'completed' and in this way you can monitor progress.
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