eXo Platform 3.5

## Chapter 4. Collaborate With Your Colleagues

eXo Platform provides a set of collaborative applications which help you achieve your goals and enhance your productivity in the corporate environment. This chapter presents the following topics:

- Manage your calendar

  Introduction to the Calendar application and its actions. Calendar allows you to schedule appointments and meetings, establish recurring activities, create multiple calendars and share calendars with others. With Calendar, it is easy to keep track of all important events/tasks and collaborate with other people, all in one place.

- Manage your contacts

  Introduction to the Address Book application and its actions. Address Book is a contact manager, allowing you to organize all the contact information. You can use the contact information with other applications, such as Mail, Calendar and Chat. The integration between Address Book and other applications will help you enhance your group productivity in the collaborative environment.

- Email your contacts

  Introduction to the Mail application and its actions. Mail is a webmail application which is smoothly integrated with Address Book and Calendar. Besides typical features of the Mail application, you can also add contacts, create address books or schedule your work right in Mail.

- Chat with your contacts

  Introduction to the Chat application and its actions. Chat allows you to communicate with other users in your contact book quickly with an easy-to-use integrated text messaging application. You can chat with other people in real time, create chat rooms and add contacts from your Address Book to your friends list. This will save time and enhance the productivity when you want to have an instant communication with your contact without sending mails.

## 4.1. Manage your calendar

- Calendar views

  Introduction to the Calendar interface and its components.

- Manage a calendar group

  Steps to create, edit and remove a calendar group.

- Create a calendar

  Steps to create a personal calendar, calendar for a group or a remote calendar.

- Edit a calendar

  Steps to edit details and properties of a calendar, to set the calendar color, and to delete a calendar.

- Export/Import a calendar

  Steps to import calendars or export calendars to a calendar application that supports ICalendar format.

- Share a personal calendar

  Information about setting permissions on your shared calendar, steps to share your personal calendar with other users so that they can participate in all activities of this calendar.

- Schedule an event

  Steps to perform common actions with events in Calendar: Create, edit, delete, import and export events.

- Schedule a task

  Steps to perform common actions with events in Calendar: Create, edit, delete, import and export tasks.

- Search for events/tasks

  Steps to find existing events/tasks according to specific search conditions.

- More actions

  Steps to perform other useful actions in Calendar to take advantage of all productivity features.

- Add My Agenda gadget to your page

  Steps to add My Agenda gadget to your page to list upcoming events and tasks from your personal calendar.

- Add My Tasks gadget to your page

  Steps to add the My Tasks gadget to your page to list upcoming tasks of the current day from your personal calendar.

`See also`

- Manage your contacts

- Email your contacts

- Chat with your contacts

### 4.1.1. Calendar views

The Calendar interface has 5 basic components.

Details:

Number | Description
--- | ---
| The Toolbar contains most of actions in Calendar, such as adding an event/task, switching between view modes and more.
| The Search Pane where you can perform quick and advanced searches.
| The Mini calendar which can be hidden by clicking .
| The Calendars pane which includes 3 categories: Personal Calendars, Shared Calendars, and Group Calendars. Each category may include various calendar groups.
| The Calendar View pane where you can create tasks/events quickly and view your own tasks/events.

### Note

In eXo Platform, the left pane of Calendar is hidden by default. To show this pane, select Toggle Left Pane on the toolbar.

If a calendar is not selected, its events and tasks will be hidden from the Calendar View Pane. You can show/hide the events/tasks by simply clicking the calendar name.

### 4.1.2. Manage a calendar group

The calendar groups allow you to categorize your calendar types easily. Each calendar group may contain one or more calendars added by users. There will be a default calendar group named My Group in the Personal Calendars category.

Add a new calendar group

This function allows you to organize and personalize calendars in your own way.

1. Click at the right of the Calendars pane, then select Add Group from the drop-down menu.

2. Enter the group name, and its description in the respective fields.

3. Click Save to finish.

After you have created a Space for a group, one calendar with the same name as that of your group will be created automatically in the Group Calendars pane.

### Note

After you have created a Space for a group, one calendar with the same name as that of your group will be created automatically in the Group Calendars pane.

The calendar group without any calendars inside it will not be displayed in Personal Calendars.

You can also add a new calendar group by clicking next to the Group field when creating a personal calendar.

Edit a calendar group

This function allows you to change the name and description of a specific calendar group.

1. Hover your cursor over the calendar group that you want to edit, then click that appears.

2. Click Edit from the drop-down menu to open the Calendar Groups form.

3. Make changes on the Group Name or on the Description fields, then click Save to accept your changes.

Delete a calendar group

Once a calendar group is deleted, all calendars inside it are also deleted.

The first way

1. Hover your cursor over the calendar group that you want to delete, then click that appears.

2. Click Delete from the drop-down menu.

3. Click OK in the confirmation message to accept your deletion.

The second way

1. Open the Calendar Groups form by adding a new calendar group or by editing a calendar group.

2. Click corresponding to the calendar group you want to delete in the Groups table.

3. Click OK in the confirmation message to accept your deletion.

The deleted calendar group will be removed from the Groups table.

### 4.1.3. Create a calendar

You may create a personal calendar or group calendar that can be shared with specific users or groups to your desires. You can also create a calendar which is synchronized with a remote calendar.

Create a personal calendar

### Note

All personal calendars will be put in the Personal Calendars pane.

1. Follow either of the following ways to open the Calendar form.

The first way

Click , then select Add Calendar from the drop-down menu.

The second way

i. Hover your cursor over the calendar which you want add calendar, then click that appears.

ii. Click Add Calendar from the drop-down menu. By this way, the group that contains your new calendar is already selected.

2. Fill in fields of the Calendar Details tab.

Details:

Field | Description
--- | ---
Display Name | The calendar name which is displayed.
Description | The brief description of the calendar.
Groups | The list of groups under the Personal Calendars category. Click to select one existing group that contains your calendar from the drop-down list. Or, click to create a new group that contains your calendar. The newly created group is only displayed in the Personal Calendars category after you finish creating the calendar.
Country (Language) | The location and language of the calendar. You can change the default value by following steps in the Edit Calendar settings section.
Time Zone | The display time zone for the calendar activities. You can personalize your calendar time zone by following steps in the Edit Calendar settings section.
Color | The display color of the calendar activities that can be personalized.

### Warning

If you select the Groups tab and tick either of the checkboxes, your added calendar will be put in the Group Calendars category, NOT in the Personal Calendars category.

3. Click Save to finish your creation.

Create a group calendar

### Note

All group calendars will be put in the Group Calendars pane.

1. Follow steps as stated in the Create a personal calendar section to give details for your new calendar.

2. Select the Groups tab.

3. Tick checkboxes corresponding to groups that contain your created calendar. The users of the selected groups can only view this calendar.

- Grant the Edit permission to specific users of your selected group as follows:

i. Click to open the User Selector form. This form will help you select a specific user you want to share.

ii Click the user you want to share the Edit permission.

- Grant the Edit permission to membership types of your selected group.

i. Click to open the User Selector form.

ii. Select a membership type of each group. Select * if you want to assign the Edit permission to all memberships of each group.

### Note

You can select more users/memberships by repeating the above steps. The selected users/memberships will be updated in corresponding textboxes.

You can delete your selected users/memberships manually in each textbox.

4. Click Save to finish creating your new group calendar.

Your newly added calendar will appear in the shared groups.

Create a remote calendar

### Note

To create a remote calendar in the Calendar application successfully, you need to learn about the calendar settings of the relevant provider. For more information about types of remote calendars, refer to this section.

1. Open the Subscribe Calendar form via one of the following ways.

The first way

Click , then select Remote Calendar from the drop-down menu.

The second way

i. Hover your cursor over the personal calendar which you want to add remote calendars, then click that appears.

ii. Click Remote Calendar from the drop-down menu.

2. Select the type of the remote calendar: iCalendar or CalDAV.

3. Enter the URL linking to your calendar server in the URL field.

4. Click Next to go to the Remote calendar form.

5. Fill in the fields. The asterisk (*) next to each field means that it is required to enter value in the field.

6. Tick the Use Authentication checkbox, then enter the username and password of your remote calendar server if the remote server requires verification.

7. Click Save to accept your creation.

After setting up the remote calendar, you will see one auto-generated group named Remote in the Personal Calendars pane. The Remote group contains your remote calendars.

### Note

After creating a remote calendar, you can ONLY VIEW all events and tasks which are created in the remote calendar server right in the Calendar application by clicking it and selecting Refresh from the drop-down menu.

More information about types of remote calendars:

- iCalendar: iCalendar provides a link to an online .ics file from another calendar servers, such as Google Calendar, Yahoo Calendar, or eXo Calendar (including public URL or private URL).

An example of a Google Calendar URL:

http://www.google.com/calendar/ical/Webdesignteam%40gmail.com/public/basic.ics

- CalDAV: CalDAV is an open protocol that allows you to access calendars via WebDAV. With CalDAV, you can publish and subscribe to calendars, share them collaboratively, synchronize among multiple users or devices.

Google: https://www.google.com/calendar/dav/your_gmail_account@gmail.com/events/

Yahoo: https://caldav.calendar.yahoo.com/dav/your_yahoo_account@yahoo.com/Calendar/calendar_name/

For example:

https://www.google.com/calendar/dav/hoavuvn@gmail.com/events/

### 4.1.4. Edit a calendar

### Note

You can ONLY edit personal calendars and group calendars which have been created by yourself.

For group calendars which are created by another users, you can ONLY edit them if you are granted the Edit permission. Meanwhile, for shared calendars, you cannot edit them. If you are granted the Edit permission on them by the calendar creators, you can ONLY have the right on their tasks or events (for example, adding/modifying/deleting, exporting/importing).

1. Hover your cursor over the calendar which you want to edit, then click that appears.

2. Click Edit from the drop-down menu. The form to edit the calendar will be different, depending on your selected calendar type. For example, if you select a personal calendar, the form only contains the Calendar Details tab.

3. Make changes on the calendar, then click Save to accept your changes.

Set the calendar color

The Calendar application allows you to select different colors for all types of calendars to recognize them easily.

1. Hover your cursor over the calendar which you want to set the color, then click that appears.

2. Select one color from the available 32-color palette.

Delete a calendar

This function allows you to remove any calendars and all their events/tasks.

### Note

You cannot delete group calendars created by ANOTHER users if you are not granted the Edit permission.

1. Hover your cursor over the calendar which you want to delete, then click that appears.

2. Select Remove from the drop-down menu.

3. Click OK in the confirmation message to accept your deletion.

### 4.1.5. Export/Import a calendar

### Note

You can only export the calendar which contains at least one event or task. Besides, for shared and group calendars, you can only export/import them if you have the Edit permission.

Export a calendar

This function allows you to export a calendar and its events/tasks into a separate file on your device.

1. Hover your cursor over the calendar which you want to export, then click that appears.

2. Click Export from the drop-down menu to open the Export Calendars form.

3. Enter the exported file name in the File Name field and select its format from the Export Format drop-down menu. At present, only the ICalendar(.ics) format is supported.

### Note

Your selected calendar cannot be exported if you untick the checkbox next to its display name.

4. Click Save to finish your export.

### Note

You can only open the exported file if you have an application installed on your device that supports its format.

Import a calendar

This function allows you to import one or more calendars stored in a file from your device to a selected calendar in the Calendar application.

1. Open the Calendar form via one of the following ways.

The first way

Click at the right top of the calendars list, then select Import from the drop-down menu.

The second way

i. Hover your cursor over the calendar which you want to export, then click that appears.

2. Click Export from the drop-down menu to open the Export Calendars form.

### Note

This way is only activated for calendar groups under the Personal Calendars category.

The third way

i. Hover your cursor over the calendar which you want to import, then click that appears.

ii. Click Import from the drop-down menu.

The Calendar form will appear differently, depending on your selected way.

2. Select a format type from the Format drop-down menu. At present, the Calendar application only supports the .ics and .csv formats.

3. Click Browse... or click directly the Upload Files field to open the File Upload form.

4. Select a file from your device, then click Open to upload your selected file.

- Click next to the name of your uploaded file if you want to remove it and upload again.

5. Click next to the Import To field, then select the calendar to which you want to import your uploaded file from the drop-down list.

- Also, you can create a totally new calendar to which your uploaded file will be imported by clicking . The Calendar form now turns into the below form.

i. Create the new calendar by following similar steps as stated in the Create a personal calendar section.

- If you select another calendar of the Group Calendar type, the Edit Permission field will appear right under the Groups field. For more details, see here.

ii. Click to narrow the form which allows you to import your uploaded file to either of existing calendars.

6. Click Save to complete.

### 4.1.6. Share a personal calendar

This function allows you to share your personal calendar with other users, so that they can participate in all activities of this calendar.

You can set permissions on your shared calendar to two levels:

- View permission allows shared users to view the shared calendar and its events/tasks, but cannot change any information. It means that the shared users cannot add/edit/delete events or tasks, or edit, import and export the shared calendar.

- Edit permission allows shared users to view, import and export the shared calendar or add, edit, delete events/tasks inside the shared calendar. However, you cannot edit detailed information of a shared calendar, such as its display name.

### Note

If other users share their calendars with you, you will see shared calendars in the Shared Calendars category.

Share a personal calendar

1. Hover your cursor over the calendar which you want to share, then click that appears.

2. Click Share from the drop-down menu to open the Share Calendar form.

Details:

Field | Description
--- | ---
Calendar Name | The name of the calendar which you have selected to share.
User Name | The name of the users with whom you want to share your calendar.
Group | The name of the groups with whom you want to share your calendar.
Edit Permission | This option allows granting the edit permission on the calendar to the selected users/groups.

3. Select users or groups by manually entering the correct names into the textboxes;

Or, click or to open the forms to select users or groups respectively.

4. Click the Edit Permission checkbox if you want to grant the Edit permission to your selected users/groups.

5. Click Save to accept sharing your personal calendar.

Share a calendar using iCal

iCal provides a link that allows users to download a *.ics file which contains all events and tasks of a calendar. iCal is supported by many popular products, such as Microsoft Outlook, Google Calendar, Apple iCal.

- Public URL: The Public URL link allows you to share your calendar with other users. They do not need to have Calendar accounts to download the file, but they must use a calendar application which supports the .ics to open and view it. By default, Public URL is empty and it is only accessible when public access is explicitly enabled.

- Private URL: iCal is used for personal use. It means that as the creator of the calendar, you can download it to your computer and use any calendar applications which support .ics format to open it. You can also import it into another calendar.

Get the link to download iCal

1. Hover your cursor over the calendar which you want to get iCal, then click that appears.

2. Click Edit from the drop-down menu to open the Calendar form.

3. Get a Public URL or Private URL by clicking . For Public URL, you must assure that the iCal is public. If it is not public, simply click the "Disable Public Access" link.

One Calendar Feed form will pop up.

4. Copy the link in the Calendar Feed form, then send it to another users. The shared users can use this link to download the .ics file which can be opened in popular calendar applications, such as Microsoft Outlook, Google Calendar, Apple iCal.

### 4.1.7. Schedule an event

Before learning to schedule an event, you should know how to view an event of a specific calendar with its details:

The first way

Hover your cursor over the event to see its detailed view.

The second way

Right-click the event in the Calendar View pane, then select View from the drop-down menu.

The Preview form will appear.

At the Preview form, if the event includes attachments, you can download them by directly clicking its title. If the attachment is an image, you can also click View to preview it.

#### Create a new event

##### Quick add an event

1. Open the Quick Add Event form via either of 4 ways:

The first way

Click on the toolbar.

The second way

Right-click the Calendar View pane, then select Add New Event from the drop-down menu.

The third way

i. Hover your cursor over the calendar which you want to add new events, then click that appears.

ii. Click Add Event from the drop-down menu.

The forth way

Click the appropriate time slot in the calendar view pane. Drag your cursor to alter the length of the event. For more details, see the Drag and drop an event section.

The Quick Add Event form will appear.

Details:

Field | Description
--- | ---
Event Summary | The event title which is required.
Description | The detailed description of the event.
From | The starting time of the event.
To | The ending time of the event.
All Day | If the event does not have a specific time, select the All Day option. This option allows setting the event duration to be all day or not. If you do not check this option, you have to define the starting date/time and ending date/time. By default, the starting date and ending date is the current date.
Calendar | The calendar which contains the event.
Event Category | The category which contains the event.

2. Give information for your event. Click More Details to show the event in more details that allows you to define more properties of the event.

3. Click Save to complete.

##### Add a detailed event

With a detailed event, you can:

- Save time by creating a recurring event rather than entering each instance separately.

- Create a reminder for upcoming events with your own notification settings.

- Add participants to an event.

- View the availability time of participants.

Add a detailed event

1. Open the Quick Add Event form, then click to open the Add/Edit Event form.

2. Give details of your event in fields of tabs.

i. In the Detail tab, you can:

- Follow similar steps as stated in the Quick Add Event section.

- Also,

  - Enter the location name where the event will take place in the Location field.

  - Select the priority level of this event, including None, Normal, High and Low, in the Priority field.

  - Tick the Repeat checkbox if you want to create a recurring event. For more details, see the Create a recurring event section.

  - Click to open the Attach Files form if you want to attach any files, such as map, or invitation card, with your event.

ii. In the Reminders tab, you can create a reminder for your event. For more details, see the Create a reminder for upcoming events section.

iii. In the Participants tab, you can add participants to your event by selecting the system users or contacts from your Address Book. For more details, see the Add participants to an event section.

iv. In the Schedule tab, you can view the availability time of users, or change date and time for your event and apply them into the Details tab. For more details, see the View the availability time of participants section.

3. Click Save to finish creating your detailed event.

There will be a confirmation message. Click Save and Send to save and send the invitation, or Save to only save.

You will see the event updated in your Activity Stream of your Space or Group Space.

The event will be updated in your Activity Stream with its brief information, such as description, location, start time and end time. You can even deny or accept participating in this event directly in Activity Stream without going to the Calendar application.

Create a recurring event

In the Detail tab, tick the Repeat checkbox to open the Repeating event form.

Here, you can define the repeating time for your event as follows:

1. Select the type for your repeating event from the Repeat option.

- Daily: The event will be repeated every day.

- Weekly: The event will be repeated every week.

- Monthly: The event will be repeated every month.

- Yearly: The event will be repeated every year.

2. Select the frequency for repeating your event in the Repeat Every option. The selected frequency will work on the Repeat value. For example, if you set Weekly in the Repeat option and 5 in the Repeat every option, the event will be repeated 5 times in each week.

3. Select the option for ending your repeating event by ticking the relevant checkbox.

- Never: Your repeating event will never end.

- After [X] occurrences: Your repeating event will end after X occurrences.

- By this date Your repeating event will end before your specified date. Point your cursor over the textbox and select the date from the drop-down calendar.

Create a reminder for upcoming events

The Calendar application provides 2 options for reminding users who will take part in events. A reminder includes the summary information of the event, such as title, time and location. To use this feature, go to the Reminders tab.

Details:

- Remind by Email: This option is to remind users of upcoming events via emails. This option is set default. If you do not use this option, simply untick the checkbox.

Field | Description
--- | ---
Send an mail before the event starts in | The interval time that the reminder will be repeated before an event starts.
Repeat | Tick the checkbox to set the frequency for sending the email reminder before the event takes place.
Also send reminders to | The list of email addresses to which the reminder will be sent. The default value is the email address of the event creator. Click to add more email addresses. To delete an email address, simply click corresponding to it.

- Show a notification pop-up: This option is to remind users of upcoming events via pop-up messages.

Field | Description
--- | ---
When the event starts in next | The interval time that the pop-up reminder will be repeated before the event starts.
Repeat | Tick the checkbox to set the frequency for sending the pop-up message before the event takes place.

Add more emails

1. Click to open the Select an Email form.

2. Tick checkboxes corresponding to email addresses you want to select;

Or, use the Search function to search for your expected email addresses. Also, to narrow your search results, select the address book where you want to perform your search from the Address Books drop-down menu.

3. Click Add to add your selected emails, or click Replace to replace existing emails with your selected emails.

The list of your selected email addresses are displayed right below the Also send reminders to field of the Reminders tab.

Add participants to an event

If you want to invite people to attend an event, go to the Participants tab. This tab contains options to add participants and to send invitation mails.

1. Select the privacy of your event by ticking the Private or Public checkbox. At present, public or private has informative meaning only.

2. Set the status of participants during the time when your event takes place.

- If Busy or Outside is ticked, the time when the participants take part in the event/task will be in red when viewing the event/task schedule.

- If Available is ticked, the time when the participants take part in the event/task will be in white.

3. Select participants who will take part in the event by clicking to open the Invitations form.

Here, you can select contacts from your Address Book or users who have registered in the system as follows:

i. Click or respectively.

ii. Select your desired contacts/users by ticking the checkboxes, or do the Search function to find out your contacts/users quickly. Then, click Add to add your selected contacts/users to the Participants pane.

iii. Enter your invitation message into the Invitation Message pane.

iv. Click Save to add your selected contacts/users to the Participants table.

- If the Invitation Sent checkbox is ticked, participants will receive invitations via emails. Your selected participants will be updated in the the Participant table. Their statuses, which may be Yes, No or Pending, are listed in the Status column. These statuses depend on the participants' confirmation when they receive invitations: Yes, No or Not sure.

  - If the participants answer Yes, their statuses will be Yes. It means that the participants accept to join the event.

  - If the participants answer No, their statuses will be No. It means that the participants will not join the event.

  - If the participants answer Not sure, their statuses will be Pending. It means that the participants have not decided to take part in the event or not yet.

  - Click in the Action bar to remove one participant from the Participants list.

4. Tick one checkbox corresponding to your desired option of sending invitations to participants in the Invitations sent. This option is loaded by default with the value defined in the Calendar Settings.

- Never: Never send the invitation to any participants.

- Always: Automatically send the invitation to the participants.

- Asked: There will be a confirmation message for you to select.

The participants will receive an invitation mail, for example with the following content, which allows you to import the event directly into their calendars.

- Agree and Import: Accept attending at the event in the invitation mail and importing it into the calendars to remind them of this event.

- Yes: Accept attending at the event without importing it into the calendar.

- No: Refuse to attend at the event.

View the availability time of participants

Go to the Schedule tab to check the availability of the participants in a defined slot time. By default, it is the start and end time of the event which you define in the Detail tab. You can easily detect the schedule conflicts to manage the alternate meeting time that works best for all participants.

### Note

This function is only for checking the availability of participants, who are the system users. It means that you cannot see the availability of participants who are selected from your Address Book.

Add participants

Click in the left pane to select users from the Select Users form.

Delete participants

Tick the checkboxes corresponding to users in the Participants list, then click . The deleted users will be removed from the participants list of both Schedule and Participants tabs.

Apply selected date

### Note

It is required to have at least 1 user in the Participants list.

1. Enter the time manually into the From and To fields;

Or, tick the All Day checkbox if your event will be hold for all day;

Or, hover your cursor over the time pane to visually select the available time of users. The selected period will become green and the corresponding time will be automatically updated into the From and To fields.

### Note

If you do not see any available time for your selected date in the time pane, you can switch to another dates by clicking / to check another time availability of users.

2. Click the Apply Selected Date checkbox to accept applying the selected date and time into the Detail tab.

#### Edit an event

1. Open the Add/Edit Event form by doing one of two following ways:

The first way

Double-click the event you want to edit.

The second way

Right-click the event that you want to edit and select Edit from the drop-down menu.

The Add/Edit Event form is displayed with information that is similar when adding your event.

2. Edit information of the selected event to your desires.

3. Click Save to complete.

### Note

For shared and group calendars, you can only edit their events if you have the edit permission.

### Tip

When editing an event, you can add/remove the attachment files or download them by directly clicking their titles.

If you only want to change the starting date and time of the event, you can also use the drag-and-drop feature to edit the time for the event directly on the Calendar View pane.

#### Drag and drop an event

The drag-and-drop feature helps you change the starting date and time of an event more conveniently. You only need to click the event, drag and drop it into another date or new time area in the Calendar View pane.

You also can hover your cursor over the Scroll button to alter the event period.

According to the features of the Calendar pane view, the drag-and-drop feature can be applied to the date and time differently.

- In the Day view, all events are shown in a day, so you can change the time of the event in one day only.

- In the Week and Work Week views, all events are shown in a week, so you can change both the event time and the event date.

- In the Month view, all events are shown in a month, so you can change the event date only. You can also change more events at the same time by ticking their checkboxes and using the drag-and-drop feature.

### Note

For shared and group calendars, you can only drag and drop their events if you have the Edit permission on these calendars. If you drag and drop an event of one calendar on which you do not have the edit permission, you will get a warning message.

#### Export/Import an event

Export an event

This function allows you to export one event into a file on your device. This file can be imported to use in another Calendar application.

1. Right-click the event that you want to export, then select Export from the drop-down menu.

The Export Calendars form will appear.

2. Enter a file name, and select the export format.

3. Click Save to accept exporting the event.

4. Click OK in the confirmation message to save the exported file into your device.

### Note

In fact, exporting an event means exporting a calendar with one event only. Therefore, the exported file format and the way to export an event is similar to the way to export a calendar with multiple events and tasks.

Import an event

You can import an event into a specific calendar. The process to import an event is similar to importing a calendar. For more details, see the Import a calendar section.

#### Delete an event

This function allows you to remove events from a calendar.

1. Right-click the event you want to delete, then click Delete from the drop-down menu.

2. Click OK in the confirmation message to accept your deletion.

Delete an event in the Month view

1. Tick the checkboxes corresponding to the events you want to delete.

2. Click on the Month information bar.

3. Click OK in the confirmation message to accept your deletion.

### Note

For shared and group calendars, you can only delete their events if you have the Edit permission on these calendars.

### 4.1.8. Schedule a task

Before learning to schedule a task, you should know how to view a task with its details.

To view details of a task, do one of the following ways:

The first way

Hover your cursor over the task to open the task preview pane.

The second way

Right-click the task in the Calendar View pane, then select View from the drop-down menu.

The Preview form will be displayed.

At the Preview form, if the task includes attachments, you can download them by directly clicking its title. If the attachment is an image, you can also click View to preview it.

#### Create a new task

You have 2 ways to add a new task:

- Quick add: allows you to create the most basic event details.

- Detailed add: allows you to create events with advanced details.

##### Quick add a task

1. Open the Quick Add Task form via the following ways:

The first way

Select on the Toolbar.

The second way

Right-click the Calendar View pane, then select Add New Task from the drop-down menu.

The third way

i. Hover your cursor over the calendar which you want add tasks, then click that appears.

ii. Click Add Task from the drop-down menu.

2. Fill in fields of the Quick Add Task form.

Details:

Field | Description
--- | ---
Task | The name of the task.
Note | The note of the task.
From | The starting date/time of the task.
To | The ending date/time of the task.
All Day | Tick the checkbox to set the task duration to be all day. If you do not check this option, you have to select the starting date/time and ending date/time. By default, the starting and ending dates are the current ones.
Calendar | The calendar which includes the task.
Task Category | The category which includes the task.

3. Click Save to finish creating your new task; or click More Details to open the Add a detailed task form.

##### Add a detailed task

1. Open the Quick Add Task form by following steps as stated in the Quick add a task section.

2. Click in the Quick Add Task form to open the Add/Edit Tasks form.

3. Give details of your task in the fields of tabs.

i. In the Detail tab, you can:

- Follow the Step 2 to provide basic information for your task.

- Also,

  - Select the user to whom you want to delegate the task in the Task Delegations tab. For more details, see the Assign a task delegation section.

  - Select the priority level of the task from the Priority drop-down menu.

  - Select the category of the task from the Task Category drop-down menu. You can add a new category by clicking .

  - Select the status of the task from the Task Status drop-down menu: Need Action, In Process, Completed or Canceled.

  - Attach files to your task by clicking .

ii In the Reminders tab, you can create one notification to remind you of your task. For more details, see the Create a reminder section.

Assign a task delegation

This function is done in the the Detail tab. To delegate a task to users, simply enter their names manually, or click to select users from the Select Users form.

Create a reminder

The reminder function is used to remind users of their tasks. A reminder includes the summary information of the task, such as title, time, and place where the task will happen.

This function is done in the Reminders tab. To create a reminder for a task, see the Create a reminder for upcoming events section for more details.

#### Edit task details

1. Right-click the task you want to edit, then select Edit from the drop-down menu.

The Add/Edit Tasks form will be displayed.

2. Modify the information of your selected task, then click Save to finish.

### Note

For shared and group calendars, you can only edit their tasks if you have the Edit permission on these calendars.

### Tip

When editing the task, you can add, remove or download attachments by directly clicking their titles.

If you only want to change the starting date and time of the task, you can also use drag-and-drop feature to edit the time for the task directly on the Calendar View pane.

#### Drag and drop a task

Like dragging and dropping an event, drag-and-drop is a feature to change the starting date and time of a task conveniently. You only need to click and hold your cursor over the task, drag and drop it to a new day and a new time area in Calendar View pane.

- To change a task duration (in the Day, Week and Work Week views only), point your cursor to the Scroll button at the bottom of the task and drag it.

- To change the date and time of a task, simply drag and drop the task to another area.

  - In the Day view, all tasks are shown in 1 day, so you can change the task time in one day only.

  - In the Week and Work Week views, all tasks are shown in 1 week, so you can change both the task time and date.

  - In the Month view, all tasks are shown in 1 month, so you can change the task date only. You can also change the date for multiple tasks at the same time by ticking their checkboxes and using the drag-and-drop feature.

### Note

For shared and group calendars, you can only drag and drop their tasks if you have the Edit permission on these calendars. If you drag and drop the task that you do not have the Edit permission, you will receive a warning message informing that you are not allowed to edit this task.

#### Export/Import a task

### Note

Exporting/Importing a task means exporting/importing a calendar with one task only. Therefore, the exported/imported file format and the way to export/import a task is similar to the way to export/import a calendar with multiple events and tasks.

Export a task

1. Right-click the task that you want to export, then select Export from the drop-down menu.

The Export Calendars form will appear.

2. Enter the file name and export format.

3. Click Save to accept exporting the task.

4. Click OK in the confirmation message to save the exported file into your local disk.

Import a task

This function allows importing a task from your local device into a specific calendar. For more details, see the Import Calendar section.

#### Delete a task

1. Right-click the task you want to delete, then click Delete from the drop-down menu.

2. Click OK in the confirmation message to accept your deletion.

Delete a task in the Month view

1. Tick the checkboxes corresponding to the task you want to delete, then click on the Month information bar.

2. Click OK in the confirmation message to accept your deletion.

### Note

For shared or group calendars, you can only delete their tasks if you have the Edit permission on these calendars.

### 4.1.9. Search for events/tasks

This function allows finding existing events/tasks according to specific search conditions easily. There are 2 search types: Quick search and Advanced search.

Perform a quick search

This function allows you to do a quick search with specific keywords in all your events/tasks. All events/tasks having the text matching with your search term will be returned.

1. Enter a word in the Search field at the right corner of the toolbar.

2. Click to perform your search.

Perform an advanced search

This function allows you to make a search with multiple criteria.

1. Click next to the search box.

2. Define your search criteria in the Advanced Search form.

Details:

Field | Description
--- | ---
Text | The search term or keyword for searching.
Type | The type you want to search with 3 options. If you leave this field "blank", both events and tasks are retrieved. If you select Task, you will see one more field named Task Status right after Category.
Calendar | The calendar on which you want to perform your search.
Category | The category of event/task to conduct your search.
Task Status | The status of the task: Need Actions, Completed, In Process, Canceled.
Priority | The priority of your needed tasks/events: Normal, High or Low. If you leave blank in the field, your search will be done to all priority levels.
From Date | Only the events/tasks having 'To date' greater than or equal the date entered in the From Date field are listed in the results form. You can manually input or select the date from drop-down calendar.
To Date | Only the events/task having 'From date' less than or equal to the date entered in the To date field are listed in the results form. You can input the date manually or select the date from the mini calendar.

3. Click Search to perform your search. All events/tasks matching with your criteria will be listed in the results form.

### Note

At the Search Result form, you can also view, edit or delete one event/task by right-clicking it and selecting one action from the drop-down menu.

### 4.1.10. More actions

In Calendar, you can perform other actions that will help you take advantage of all Calendar productivity features. You can keep track of all events with RSS, change the Calendar settings to your own preferences or use categories to manage tasks and events.

#### Generate RSS

This function allows you to publish your calendar as an RSS feed. It will build a URL that helps you keep track of all events via the RSS reader.

1. Open the Feeds tab by following either of the ways:

The first way

Click directly on the toolbar.

The second way

Click on the toolbar to open the Calendar Settings form, then select the Feeds tab.

2. Click Add to open the Edit Feed form.

Details:

Field | Description
--- | ---
Name | The name of the feed which is required.
URL | The link of the feed which is required.
Calendars | The calendars into which your created feed is applied.
Add more | Add the calendar that you want to get RSS feed.

3. Input the name of RSS in the Name field.

4. Click to generate the RSS link. The URL will be automatically generated into the URL field. Click to reset the RSS link.

5. Input the calendar name that you want to get the RSS feed in the Add more field, then click to add your selected calendar.

- Click corresponding to the calendar name to delete your added calendar.

6. Click Save to accept generating the feed, then click OK in the notification message.

The created feed will be shown like the illustration below.

- Here, you can get the RSS link by clicking . Copy and paste this address link into another Calendar products which support RSS to directly view this calendar in that application.

#### Edit Calendar settings

In the Calendar application, you can change default values for its settings.

1. Open the Calendar Settings form via either of the following ways:

The first way: Click on the Toolbar.

The second way: Click , then select Calendar Settings from the drop-down menu.

2. Make changes on your calendar settings.

i. In the Settings tab, you can change values in the following fields:

Field | Description
--- | ---
View Type | The view type of Calendar View Pane. You can define the default view type when you start the Calendar application (Day, Week, Work Week, Month, Year, List).
Date Format | The date format which is displayed in Calendar, such as Starting date, Ending date of events/tasks.
Time Format | The time format which is displayed in Calendar, such as the time of Starting date, or Ending Date and the time displayed in Calendar View Pane.
Country (Language) | The default geographical location displayed in Calendar.
Time Zone | The default time zone displayed in Calendar.
Week Start On | The first day of the week displayed in the Week and Work Week views.
Show Working Times | Click the checkbox to display the working times when viewing the calendar. The working time can be defined by selecting Starting and Ending time.
Send Event Invitations | Tick one checkbox to set the default value for sending an email event invitation when you create an event. There are 3 options: Never: The event invitation will not be sent to any participants. Always: The event invitation will automatically be sent to the participants. Asked: There will be a confirmation message to ask whether you want to send the invitation or not.

ii. In the Displayed Calendars tab, you can define which calendars to be displayed in the Calendar application by simply ticking checkboxes.

iii. In the Feeds tab, you can generate an RSS feed as stated in the Generate RSS section.

#### Manage categories

Categories are used to classify events and tasks. For example, you could use a 'Meeting' category for all meetings with your colleagues or customers in your company. By default, Calendar provides 5 available categories: Calls, Meeting, Holiday, Clients, Anniversary. You can add and view events/tasks in default categories. In addition, you also can edit, delete default categories or create new categories by yourself.

##### Add a new category

1. Click at the right corner of the Toolbar.

The Event Categories form will appear.

2. Enter the category name and its description in the Event Category and Description fields respectively, then click Save to finish.

Your newly created category then appears in the Categories table.

##### Edit/Delete a category

This function allows you to change name and description of a selected category.

1. Click on the information bar to open the Event Categories form.

2. Click or corresponding to the category which you want to edit or delete respectively in the Categories table.

3. Click Save to finish editing/deleting your selected category.

### 4.1.11. Add My Agenda gadget to your page

The My Agenda gadget is a utility associated with the Calendar application. This gadget is used for listing upcoming events and tasks from your personal calendar.

Add My Agenda gadget to your Dashboard

1. Click the Add Gadgets link on your Dashboard to open the Gadget Directory.

2. Drag and drop the My Agenda gadget to you Dashboard. You can rearrange this gadget to get different layouts.

You will see the My Agenda gadget in the Dashboard as below:

Configure the My Agenda gadget

1. Click to open the Agenda gadget settings.

Field | Description
--- | ---
Number of Items to Display | The maximum number of the events and tasks which will be shown.
Calendar | Name of your personal calendar.

2. Select your desired preferences.

3. Click Save to accept your changes.

### Tip

By clicking the Show My Calendars link, you will go to the Portal page that contains the Calendar application.

### 4.1.12. Add My Tasks gadget to your page

The My Tasks gadget is a utility associated with the Calendar application. This gadget is used for listing upcoming tasks of the current day from your personal calendar.

Add My Tasks gadget to your Dashboard

The procedure is similar to adding Agenda gadget to your Dashboard

You will see the My Tasks gadget in the Dashboard as below:

## 4.2. Manage your contacts

- View contacts

  Introduction to the view modes in Address Book.

- Create a new contact

  Ways to create and add the new contact to Address Book.

- Edit contact details

  Steps to update the contact's information.

- Tag a contact

  Ways and steps to use the tag to categorize contacts, including adding/editing/deleting a tag.

- Send a mail to a contact

  Steps to compose and send mails to contacts in Address Book.

- Copy/Paste a contact

  Ways and steps to copy/paste contacts.

- Move a contact

  Ways and steps to move contacts between personal address books.

- Delete a contact

  Ways and steps to remove contacts from address books.

- Export contacts

  Step-by-step instructions on how to export one or more contacts into a file to be used in another address book applications.

- Import contacts

  Step-by-step instructions on how to import one or more contacts from your device to a selected address book.

- Print contacts

  The ways to print information of one or more selected contacts.

- Print an Address Book

  Steps to print the summary information of contacts of an address book in the form of name cards.

- Share contacts

  Steps to share contacts with other users or groups. The shared users/groups may have View or Edit permissions on the shared contacts.

- Search for contacts

  Steps to use Quick Search and Advanced Search to find contacts.

- Manage Address Books

  Steps to perform common actions for the Address Book management: creating, editing, removing, exporting/importing, sharing address books and granting permission.

### Note

The Address Book portlet and its services are deprecated. It remains fully supported for eXo customers, however it will not receive any enhancement and will be removed from the product scope in the future.

Before starting to use Address Book, you should familiarize yourself with the Address Book interface, which has six basic elements.

Number | Details
--- | ---
| The Toolbar allows you to add a new contact/address book, import/export an address book, view and customize the layout.
| The Action bar allows quick access to actions on contacts, such as moving, deleting, copying, printing, adding tags to selected contacts.
| The Contacts list shows all contacts in a specific address book.
| The Contact view pane displays details of the selected contact.
| The Search pane which allows you to do the quick and advanced searches to find contacts.
| The Navigation pane contains search pane, address books list and tags list.

The layout can also be customized. You can hide or show specific parts of the Address Book interface. To change the layout, click on the main toolbar, then select the layout you want to hide or display from the drop-down menu.

`See also`

- Manage your calendar

- Email your contacts

- Chat with your contacts

### 4.2.1. View contacts

At present, your contacts can be viewed in 2 modes: List or VCards.

List view:

The list view displays all contacts in the list pane and detailed information of the selected contact in the Contact view pane. On the toolbar, click , then select List from the drop-down menu.

The contacts are displayed in a list as below.

VCards view:

VCard is a file format standard for electronic business cards. It is a powerful new means of Personal Data Interchange that is automating the traditional business card. On the Toolbar, click , then select VCards from the drop-down menu.

The contacts are displayed in separate cards as below:

### 4.2.2. Create a new contact

1. Open the Add/Edit Contact form by following either of two ways:

The first way

Click on the Toolbar.

The second way

Right-click an address book in the Address Books pane, then select Add from the drop-down menu.

### Tip

You can also add a new contact from the Mail application as covered in the Add a new contact section.

2. Input information into fields of each tab in the Add/Edit Contact form.

Details:

i. The Profile tab

Field | Description
--- | ---
Asterisk (*) | This mark next to each field means that it is required to enter values in the field.
First Name | The first name of your contact which must be between 1 and 40 characters.
Last Name | The last name of your contact. Its length must be between 1 and 40 characters.
Nick Name | The nick name of your contact with any unlimited length.
Gender | Gender of your contact. Simply tick the two available checkboxes: Male or Female.
Birthday | Birthday of your contact. Click the relevant down arrows to select the day, month and year from the drop-down menu.
Job Title | The job title of your contact. Its length must be between 0 and 40 characters.
Email | The email address of your contact.

Change contact's avatar

- Click Update below the avatar to upload photos from your device.

- Remove your uploaded image by simply clicking Delete below the avatar.

Add contact's email address

- Enter the email address into the Email field. If you want to add more email addresses, simply click to show another Email field.

- Remove your email address by clicking .

Add contact's instant message information

- The Work tab

All fields in this tab are optional. In this tab, you can provide the contact's job-related information without any limitations of character types or length.

- The IM Contact

In this tab, you can enter information about the contact chat identity (IM stands for Instant Message). The default text messaging service is the Chat application of eXo Platform, but you can select other services by clicking to open the drop-down menu.

- The Work, Home and Note tabs

In these tabs, you can further provide many information related to the contact's work, home and note.

3. Click Save to accept adding a new contact.

### 4.2.3. Edit contact details

This function allows you to update information of contacts whenever you like.

1. Right-click your desired contact in the list, then select Edit from the drop-down menu. The Add/Edit Contact form will appear with the selected contact's current information that is similar when creating a new contact.

2. Make your desired changes on fields, then click Save to accept.

### Note

You can only edit a contact of your personal and shared address books (if you have the Edit permission).

### Tip

You can also edit contact details in Mail. For more information, see the Edit contact details section.

### 4.2.4. Tag a contact

The first way

Right-click the relevant contact, and select Tag from the drop-down menu.

The second way

Select the contacts by ticking their respective checkboxes, then click on the Action bar.

The third way

Drag and drop contacts to a specific tag in the Tags list in the left pane to open the Add/Remove Tag form.

In this form, you can add a new tag, remove or reassign a tag to a contact.

### Tip

To add a new tag quickly, click Add in the Tag pane.

Edit a tag

1. Right-click a tag in the tag area, then select Edit from the drop-down menu.

2. Make changes in the Edit Tag form, then click Save to accept your changes.

Delete a tag

1. Right-click a tag you want to delete, then click Delete from the drop-down menu.

2. Click OK in the confirmation to accept your deletion.

### 4.2.5. Send a mail to a contact

### Note

This function allows you to send a mail directly to one or more contacts in your address book. To take this action, you first need to:

Have at least one account in Mail.

Have the email address of the contact which you want to send mail.

Email address of the selected account will be used to send mail to a contact.

Send a mail to a contact

1. Open the Email function by following either of 3 ways:

The first way

Right-click the contact to whom you want to send mail, then select Email from the drop-down menu.

The second way

Select the contacts that you want to send mail by ticking their respective checkboxes, then click on the Action bar.

The third way

Right-click the address book and select Email from the drop-down menu. By this way, you will send mail to all contacts in that address book.

The Send Email form will appear.

2. Input the recipients' email addresses in the To field if needed.

You just need to enter one character included in your desired email address. There will be a list of addresses matching your entered character for you to select quickly.

3. Enter the subject and content of your message in the Subject field and mail body respectively.

4. Click the Send Mail button.

### 4.2.6. Copy/Paste a contact

This function allows you to make the copies of contacts from an address book and to store in another ones.

Copy a contact

The first way

1. Select contacts by ticking their respective checkboxes.

2. Click on the Action bar.

The second way

### Note

This way is to copy all contacts of an address book.

1. Right-click one address book.

2. Select Copy from the drop-down menu.

Paste a contact

### Note

The Paste action is only activated after your desired contacts have been copied.

1. Right-click one destination address book to which you want to move your copied contacts.

2. Click Paste to accept moving your contacts.

### 4.2.7. Move a contact

It is simple to move one or more contacts from one address book to another.

The first way

Right-click a contact and select Move from the drop-down menu.

The second way

Select contacts you want to move, then click on the Action bar.

The Move Contact form will appear, allowing you to select a destination address book where your moved contacts are stored.

The third way

Use the drag-and-drop function to move one or more contacts to a new address book.

The drag-and-drop function is done more easily in the VCards view.

### Note

You can only move contacts of a personal or shared address book if you have the Edit permission. You cannot move contacts in the address book which you do not have the Edit permission or contacts in a public address book.

### 4.2.8. Delete a contact

The first way

1. Right-click a contact you want to remove, then select Delete from the drop-down menu.

2. Click OK in the confirmation message to accept your deletion.

The second way

### Note

This way allows you to delete multiple contacts.

1. Tick checkboxes corresponding to contacts you want to delete, then click on the Action bar.

2. Click OK in the confirmation message to accept your deletion.

### 4.2.9. Export contacts

This feature allows you to export one or more contacts into a file to be used in another address book applications. These exported contacts will have the same information in all address books you use. You can export a single contact or multiple contacts flexibly.

1. Right-click one contact, or address book if you want to export all contacts of the address book, then select Export from the drop-down menu.

The Export Address Books form will appear.

2. Select contacts to export by ticking their respective checkboxes.

3. Enter the file name and select the export format. At present, only x-vcard is supported.

4. Click Export All to export all contacts in all pages;

Or, click Export Selected Only to export your selected contacts only.

### 4.2.10. Import contacts

This function allows you to import one or more contacts from your device to a selected address book.

1. Open the Import Contacts form via either of the following ways:

The first way

Click on the toolbar.

The second way

Right-click a personal or shared address book which you have the Edit permission, then click Import from the drop-down menu. By this way, you can quickly select the destination address book for the imported contacts.

2. Click in the Address Book field, then select your desired address book into which you want to import your contacts from the drop-down menu;

Or, click to quickly create a new address book.

3. Select the file format in the Import Format field. At present, only x-vcard is supported.

4. Click Browse... to open the File Upload form.

5. Select the file you want to import from your device, then click Open to upload your selected file.

6. Click Save to finish your import.

### 4.2.11. Print contacts

The Print function allows you to print information of your selected contacts. You can print one or more contacts at the same time.

Print one contact

1. Right-click the contact you want to print, then select Print from the drop-down menu.

The single Contact Print Preview will appear with the detailed information:

2. Click Print to print.

### Note

When you are in the VCards view, the print process is a quite different. You first need to click View Details to display the contact's details. After that, click Print Preview to open the Preview page, then select the Print button.

Print multiple contacts

1. Select contacts you want to print by ticking their respective checkboxes, then click on the Action bar.

The Print Preview page will appear with their summary information.

2. Click Print to print information of your selected contacts.

### 4.2.12. Print an Address Book

This function allows you to print the summary information of contacts in form of name cards. You can also print all contacts in an address book at the same time.

Print an address book

1. Right-click the address book which you want to print, and select Print from the drop-down menu.

The Print Preview page will appear.

2. Click Print to start printing.

### 4.2.13. Share contacts

This function allows you to share contacts with other users or groups. The shared users/groups may have View or Edit permissions on the shared contacts.

- The View permission allows users to view, copy, export, print, delete but cannot move your shared contacts. The shared users cannot make changes on the information of the shared contacts or move your shared contacts if they only have the View permission.

- The Edit permission allows users to view, copy, export, print, move, delete and edit the shared contacts. If you have the Edit permission on the shared contacts, you can share them with another users.

### Note

The shared users can move or delete the shared contact only from their address books. It means that the shared contact still exists in the Shared address book of another shared users and of the creator/author. The shared contact will be permanently deleted in the Shared address books of the shared users or cannot be shared with other users if it is removed by the creator/author.

Share contacts with other users

1. Right-click the contact you want to share, then select Share from the drop-down menu;

Or, drag and drop this contact to the Shared address book in the Address Books pane.

The Share a contact with other users form will appear.

2. Select users or groups that you want to share.

i. Click to open the User Selector form;

In this form, tick the checkboxes corresponding to your desired users, then click Add. Also, you can use the Search function to look for your desired users quickly.

ii. Or, click to open the Group Selector form.

In this form, select the group in the left pane, and its child group in the right pane.

3. Tick the Edit Permission checkbox if you want to grant the edit permission to your selected users or groups.

The shared users/groups will be updated in the Shared Users/Groups table of the Share a contact with other users form.

- Click if you want to change the Edit permission of specific users/groups. Click to remove the shared users/groups.

4. Click Save to accept your sharing.

### 4.2.14. Search for contacts

This function allows you to find contacts easily and quickly via 2 types:

- Quick search

- Advanced search

Do a quick search

This function allows you to do a quick search with specific keywords in all your contacts. All contacts having the text matching your search term will be displayed in the Search Result dialog.

1. Enter your search term in the Search textbox in the left pane.

2. Click to perform your search.

Your search results will be displayed in the right Search Result pane.

Do an advanced search

With this mode, you can refine your search by using a variety of criteria. Your search results will be limited as follows:

1. Click next to the search box to open the Advanced Search form.

2. Define your search criteria. You can set the search criteria by: Text, Full Name, First Name, Last Name, Nick Name, Job Title, Email and Gender.

3. Click Search to perform your search. All contacts matching your criteria will be shown in the Search Result dialog.

### 4.2.15. Manage Address Books

By default, there are 3 Address Book categories:

- Personal contains contacts/address books which are created by yourself. Each group may contain more than one contact.

  - My Contacts is the default group which contains your own default contact generated from your registration information.

  - Collected Addresses contains all contacts with information updated automatically when you send any message to a new email address from the Mail, Address Book and Calendar applications. That is, when you send an email to a new address, this address will be automatically added to Collected Addresses.

- Shared contains contacts/address books which have been shared with you by another users. You can view and update the shared contacts if you are granted the Edit permission.

- Public Groups contains address books of groups to which you belong. Each group contains all default contacts of group members that can be viewed only.

Create an address book

1. Open the Add/Edit Address Book form via one of the following ways.

The first way

Click on the Toolbar.

The second way

Click in the Address Book pane, and select Add from the drop-down menu.

2. Type name and description for your new address book in the Name and Description fields respectively in the Add/Edit Address Book form.

3. Click Save to accept adding your address book.

### Tip

You can also create a new address book from Mail. For more information, see the Add a new address book section in Mail.

Edit an address book

1. Right-click an existing address book, and select Edit from the drop-down menu.

2. Make changes on information of your address book in the Add/Edit Address Book form.

3. Click Save to accept your changes.

### Note

You can only edit a Personal or Shared address book that you have the Edit permission. You cannot edit a Group address book.

Remove an address book

1. Right-click an existing address book, then select Delete from the drop-down menu.

2. Click OK in the confirmation message to accept your deletion.

### Note

You cannot delete your default and group address books.

Export an address book

1. Open the Export Address Books form via one of the following ways.

The first way

Click in the Toolbar.

The second way

Click in the Address Books pane, and select Export from the drop-down menu.

The Export Address Books form will appear with a list of all existing address books.

2. Tick checkboxes corresponding to address books that you want to export. If you want to select all the address books, tick the checkbox next to Name.

3. Enter the file name in the Name field, and select the export format from the Export Format form. At present, only x-vcard is supported.

4. Click Export All to start exporting all the address books or click Export Selected Only to export your selected ones only.

Import an address book

Once you have exported your address books, you can retrieve them easily at any time. Others can also import your address book to store in their address book. The process to import address books is simple as exporting address books.

1. Open the Import Address Books form via one of the following ways.

The first way

Click the Import button in the Toolbar.

The second way

Click in the Address Books pane, then select Import from the drop-down menu.

The Import Address Books form will be displayed.

2. Select the address book which stores your imported address book contact from the Address Book drop-down menu;

Or, click to create a new address book.

3. Select the import format. At present, only x-card is supported.

4. Click Browse... to open the File Upload form.

5. Select the address book file to import from your device, then click Open to upload your selected file.

6. Click Save to finish. You will see a notification of your successful import on the top right corner.

Share a personal address book

This feature allows you to share personal address books with specific users or groups. The shared users/groups can view, export, add, edit or delete a shared address book (if they have the Edit permission). The shared address book is distinguished from other address books by a hand symbol.

1. Right-click the address book you want to share, and select Share from the drop-down menu.

The Share an Address Book with other users form will appear.

2. Select users or groups that you want to share. For more details, see here.

- The shared users/groups will be updated in the Shared Users/Groups table of the Share an Address Book with other users form.

- Click to change the Edit permission or to remove specific users/groups from the Share Users/Groups table.

3. Tick the Edit Permission checkbox if you want to grant the Edit permission to your selected users/groups.

4. Click Save to finish.

Grant permissions on a public address book

You can grant the Read/Manage permission on your managed public address books to specific users, groups or memberships.

- A user with the Read permission can see the address book.

- A user with the Manage permission can view/edit/rename and manage permissions on the address book.

By default, any member of a group has the Read permission and the group manager has the Manage permission.

Grant a permission on a public address book

1. Right-click your managed public address book, and select Permission from the drop-down menu.

The Permissions form appears.

2. Select certain users or groups you want to grant permissions. For more details, see here.

3. Tick the Can manage? checkbox if you want to grant the Manage permission to your selected users/group.

## 4.3. Email your contacts

- Create a Mail account

  Steps to create a mail account that connects to another mail POP3 or SMTP supported servers and ways to edit/delete your account as well further information about Incoming and Outcoming mail server settings.

- Get mails

  Steps to fetch messages from the remote mail servers and forward them via SMTP, so it can be read in Mail.

- Mail views

  Introduction to the different view modes in Mail.

- Read an email

  Instructions on how to open an email and to perform other actions, such as downloading attachments, marking as read, staring messages, moving to folder, marking as spam, deleting messages.

- Compose a new message

  Steps to compose a new message and to perform other actions: adding attachments, saving as draft, setting priority level, changing message signatures and message preferences.

- Reply to a message

  Steps and ways to reply to the sender only or to all recipients of the message.

- Forward a message

  Steps to re-send messages to other people.

- Print a message

  Steps to take a hard copy of the message, provided that your device is connected to a printer, either directly or through a network connection.

- Export a message

  Steps to back up your messages, then import them into your another accounts.

- Import a message

  Steps to import a message from your device to your selected folder.

- Categorize messages by folders/tags/filters

  Ways to manage message by using folders, tags or by creating a filter to categorize message.

- Search for messages

  Introduction to 2 search modes (Quick and Advanced) supported by the Mail application, and ways to use them.

- Add an event

  Steps to invite your colleagues to join events. You can create events, invite them by sending message or make email notifications to receive reminders right in the Mail application.

- Manage Address Book in Mail

  Introduction to some actions related to managing contacts and address books in Mail, and steps to perform them, including: adding a new address book/contact, editing contact details and deleting a contact.

- Change Mail settings

  Steps and details to change the Mail settings to your preferences, including basic information, options when Mail gets a "Return Receipt" request, the Mail layout, and delegation of your account to any registered user in the system.

### Note

The Mail portlet and its services are deprecated. It remains fully supported for eXo customers, however it will not receive any enhancement and will be removed from the product scope in future.

`See also`

- Manage your calendar

- Manage your contacts

- Chat with your contacts

### 4.3.1. Create a Mail account

To get mails from other mail services, you first need to create a mail account in the Mail application which connects to another mail POP3 or SMTP supported servers, such as Gmail, Yahoo! Mail, Hotmail, GMX, Cyrus, Exchange Server. The Mail application allows you to get mails from different mail services at one place.

To create one mail account, you first need to click , then select Add Account from the drop-down menu to open the Create New Account form. In the Create New Account form, there are 5 steps with clear instructions at each step. After completing information at each step, you can:

- Click Next to go to the next step, or directly left-click any number box at the left bottom of the Create New Account form to go to your desired step.

- Click Back to return to the previous step.

### Note

The asterisk (*) next to each field indicates the required field.

1. Fill your account name and brief description in Step 1.

2. Configure identification settings for your mail in Step 2.

Details:

Field | Description
--- | ---
Your Display Name | The name to be displayed when you use the account. This name will be displayed with your email address when you compose a new message.
Email Address | The email address corresponding to your created account. It must be in a valid format. (See more details about the Email Address format here.)
Reply-to Address | The email address which receives all replies.
Signature | The identification text which is automatically inserted at the bottom of your sending messages.

3. Give the server information in Step 3.

Details:

Field | Description
--- | ---
Server type | Type of the mail server. Select either of two types supported by your mail server: - POP3 (Post Office Protocol - Version 3) which is a protocol to get emails from a remote server. This type is selected by default. - IMAP (Internet Message Access Protocol) which retrieves emails from a remote server over a TCP/IP connection.
Incoming Mail Server & Outgoing Mail Server | The Incoming Mail Server (POP3) and Outgoing Mail Server (SMTP) of your current email provider. Each email provider has different Incoming Mail Server and Outgoing Mail Server settings. By default, the value of this field is "pop.gmail.com" and "smtp.gmail.com" which are the settings for Gmail. For settings of other mail servers, you can find the information on their websites. See More about Incoming & Outgoing mail server settings for more information.
Use Incoming SSL | This option allows using SSL (Secure Sockets Layer) or not. SSL is a cryptographic protocol which provides secure communication on Internet, such as web browsing, email, Internet faxing. The Incoming SSL allows using SSL to check incoming emails.
Use Outgoing SSL | This option is to use SSL to send mail in the Mail application.

4. Configure another account properties in Step 4.

Details:

Field | Description
--- | ---
Username | The email address which is used in the Mail application.
Password | The password of your email address. It will be used to get your messages of the email address entered in the Username field.
Save Password | Tick the checkbox to avoid entering your password again for each mail check.
Do not download all messages (IMAP only) | Check this option if you do not want to download all messages.
Limit to Messages Arrived Since | Select the time to limit the downloaded messages from the drop-down calendar.

5. Verify your inputted information in Step 5.

- Tick the Start Downloading Messages Now checkbox to get messages automatically right after your account is successfully created.

6. Click Finish to complete your registration.

#### Edit your account details

To make changes on your account, simply click in the left pane, then select Edit Account from the drop-down menu;

Or, select on the Toolbar.

The Edit Account form will appear, allowing you to change information in the Identity, Incoming, Outgoing and Fetch Options tabs.

#### Delete your account

If you use multiple accounts, you can delete any unused mail accounts via either of the following ways:

The first way

1. Select the account from the accounts list in the left pane.

2. Click in the left pane and select Delete Account from the drop-down menu.

3. Click corresponding to the account, then click OK in the confirmation message to accept your deletion.

The second way

1. Open the Edit Account form as stated in Edit your account details.

2. Select the account you want to delete in the left pane. Your currently selected account is marked with .

3. Click to delete your marked account.

#### More about Incoming & Outgoing mail server settings

The following reference introduces some common Incoming and Outgoing Mail Server settings. Provided that you are aware of the server type and name, you can start creating your mail accounts quickly. If you do not see your mail service in this list, find these settings on the mail provider websites. Remember that the Mail application only supports POP3 and SMTP mail servers.

Yahoo! Mail settings

- Yahoo Incoming Mail Server (POP3): pop.mail.yahoo.com (port 110)

- Yahoo Outgoing Mail Server (SMTP): smtp.mail.yahoo.com (port 25)

- Gmail (Google Mail) settings

- Gmail Incoming Mail Server (POP3): pop.gmail.com (port 995)

- Gmail Outgoing Mail Server (SMTP): smtp.gmail.com (port 465)

Hotmail settings

- Hotmail Incoming Mail Server (POP3): pop3.live.com (port 995)

- Hotmail Outgoing Mail Server (SMTP): smtp.live.com (port 25)

MSN Mail settings

- MSN Incoming Mail Server (POP3): pop3.email.msn.com (port 110)

- MSN Outgoing Mail Server (SMTP): smtp.email.msn.com

AOL Mail settings

- AOL Incoming Mail Server (IMAP) - imap.aol.com (port 143)

- AOL Outgoing Mail Server - smtp.aol.com

### 4.3.2. Get mails

This function is used to receive messages from the remote mail servers and forward them via SMTP, so it can be read in Mail. It supports any mail servers with POP3, IMAP, SMTP, such as Gmail, Hotmail, Yahoo! Mail, GMX, MS Exchange.

1. Click the folder you want to check for new mails. If no folder is selected, the default folder will be Inbox.

2. Click on the Toolbar. The status notification with 'Fetching email messages...' shows that emails are being loaded. All arrived mails are shown in the messages pane. Click Refresh if you want to refresh the fetching mails.

### 4.3.3. Mail views

This function offers three options for viewing messages in your mailbox. Messages are displayed by date, where receipt hours are for today mails and dates are for mails received in previous days. You simply toggle between 3 views by clicking View as and selecting either of the views. The selected view is marked with .

List view

In this view mode, all messages are arranged as a list.

Thread view

Messages are arranged as a tree structure. All replies are shown as sub-nodes. When you click one message, its content is displayed in the message details pane with block quotes containing content of the parent messages.

Conversation view

When this view mode is selected, only the subject of parent message and the number of replies in the conversation are displayed in the messages list pane. When being opened, all messages are shown in the message details pane with separate reading pane which can be expanded by left-clicking the relevant reading pane.

### 4.3.4. Read an email

If you want to read an email, simply click your preferred mail in the mails list and scroll down to read your selected email in the details pane.

#### Download an attached file

This function offers three options for viewing messages in your mailbox. Messages are displayed by date, where receipt hours are for today mails and dates are for mails received in previous days. You simply toggle between 3 views by clicking View as and selecting either of the views. The selected view is marked with .

Click to download an attachment to your local system. If the uploaded file is image, you can also click to preview the image without downloading.

Download and save attachments to server

1. Open the mail with attachments.

2. Click Save to server to open the Save attachment form.

3. Change the name of the downloaded file in the Save file to the server field if needed.

4. Select a drive category from the Select Drives drop-down menu. The number of shown drive categories depends on your role.

5. Select one drive from the drives list to open a list of folders.

6. Select one folder which stores your downloaded file from the folders list.

- Click to create a new folder in your selected drive.

### Note

Your selected location is shown in the breadcrumb.

7. Click Save to finish downloading the attachment to the server.

#### View all headers of a message

By default, the header's information shows email addresses of the sender and recipients and the mail subject. If you want to view full headers of a message, do as follows:

1. Open the message which you want to view its full headers.

2. Click at the right corner of message's content and select View All Headers from the drop-down menu. All message headers are then appeared in the pop-up window.

#### Mark/Unmark a message as read

In the Mail application, the unread mails will be recognized in the bold format in the mails list pane, meanwhile the read mails will be unbold.

Mark a message as read

The first way

1. Select checkboxes corresponding to messages you want to mark as read.

2. Click More Actions, then select Mark as Read from the drop-down menu.

The second way

### Note

This way is used to mark all unread messages in a specific folder.

1. Right-click the folder which contains messages you want to mark as read.

2. Select Mark all as read from the drop-down menu.

After being marked as read, all unread messages inside the folder will be marked as read.

Mark as unread

1. Select the messages you want to mark as unread.

2. Select Mark all as read from the drop-down menu.

#### Star/Unstar a message

Star a message

The first way

2. Click More Actions, then select Mark as Unread from the drop-down menu.

The second way

In the messages list pane, click next to the message you want to add a star.

After being marked, the selected messages will be appended with , so that you can recognize them quickly.

Unstar a message

Simply select Unstar from the More Actions drop-down menu on the action bar;

Or, click next to the message.

#### Move a message to other folders

The first way

1. Open the Move Message form via one of the following ways.

The first way

Right-click the message you want to move to another folder in the messages list pane, and select Move to Folder from the drop-down menu;

The second way

Tick the checkbox corresponding to the message you want to move, then click More Actions on the action bar and select Move from the drop-down menu.

2. Tick next to the Move To Folder field to select your desired destination folder from the drop-down menu.

3. Click Save to move messages to your selected folder.

The second way

In the mails list pane, tick the message you want to move, then drag and drop it into your desired destination folder in the left pane.

#### Report a message as spam

The first way

Simply tick the checkbox corresponding to the message you want to report as spam, then click on the Action bar.

The second way

Drag the message in the right mails list pane and drop it into the Spam folder in the left pane.

- The selected email will be moved to the Spam folder. Go into the Spam folder to verify that the selected message has been moved to it.

- All messages marked as spam will be moved to the Spam folder.

Unspam a message

1. Go to the Spam folder, then tick the checkbox corresponding to the relevant message.

2. Click on the Action bar.

The spam message will be removed from the Spam folder. All messages from this sender will be received normally.

#### Delete a message

Delete a message temporarily

The first way

Right-click the message, then select Delete from the drop-down menu.

The second way

Tick the checkbox corresponding to the message you want to delete, then select on the Action bar.

The third way

Drag the message in the mails list pane and drop it into the Trash folder in the left pane.

- All temporarily deleted messages will be in the Trash folder.

Delete a message permanently

### Note

All messages which have been deleted permanently cannot be restored any longer. To delete a message permanently, the message should first be in the Trash folder. It means that the message should have been deleted temporarily.

1. Select the Trash folder in the left pane to see all messages in this folder.

2. Right-click the relevant message, then select Delete from the drop-down menu;

Or, tick the checkbox corresponding to the relevant message, and click on the action bar.

Undelete a message

### Note

This function is only for messages which have been TEMPORARILY deleted.

The first way

1. Select the Trash folder in the left pane to see the list of temporarily deleted messages in the right mails list pane.

2. Tick the checkbox corresponding to the message you want to undelete.

3. Drag and drop the message into another folder.

The second way

Open the Trash folder, then use the Move function to remove the message from the Trash folder.

### 4.3.5. Compose a new message

In this section, you will know to compose a message, send message to multiple recipients and perform useful tasks when composing a message:

- Attach a file to a message

- Save a message as draft

- Set a priority level

- Change the message signature

- Change message preferences

Compose a message

1. Click on the Toolbar to open the Compose New Message form.

2. Specify the sender's email address from the From field.

3. Enter email addresses of recipients into the To field.

The To box must always contain at least one address; everyone who receives your message can see the addresses in the To box.

### Note

You can use CC and BCC to send mail to more than one person easily and quickly.

Use the CC (Carbon Copy) box for the addresses of people you want to send a copy of the message to other recipients. Everyone who receives your message can also see the addresses in the CC box. If someone responds to your message using "Reply to all", the carbon-copied recipients also receive the message.

BCC (Blind Carbon Copy) mails are private to the sender and the BCC recipients. Use BCC when you want to send the message to undisclosed recipients. It means you send the message to people and they do not know about other recipients. Addresses listed in the BBC box will not receive replies sent to this message.

4. Enter a few words into the Subject box to give the general topic to recipients.

5. Enter your message in the text-input field. You can use this toolbar to format the message text.

Click on the Mail toolbar to switch between Rich Text and Plain Text editors. If Rich Text is selected, the message text can be composed with format tools, meanwhile Plain Text only allows you to compose a message with the simple text format.

6. Click to send your message. Click to discard composing your new message.

### Note

Sent mails will be saved in the Sent folder. In case emails of recipients do not exist in your Address Book, they will be added automatically to the Collected Address in the Contact application.

Send message to multiple recipients

The first way

Type more email addresses by separating them with commas.

If your typed address matches one or more addresses in your Address Book, the list of matching addresses will appear and you can click one address to select.

The second way

Select one or more contacts from your Address Book.

1. Click the To button.

The Contacts window listing all of your contacts will appear.

2. Tick the checkboxes corresponding to the contacts who will receive your message.

Also, you can

- Search for email addresses in a specific address book as follows:

i. Type the contact name in the search box.

ii. Define the address book where you want to search for your entered contact name to limit the search results in the Address Book select-box.

iii. Click to perform your search.

- Tick the Send To All checkbox if you want to send the email to the contacts defined in the Address Book select-box.

3. Click Add to add your selected email addresses to the To box, or Replace to replace the current email addresses in the To field with your newly selected ones.

Attach a file to a message

Attach a local file

1. Click in the Compose New Message form to open the Attach Files window.

2. Click Browse... to open the File Upload form.

3. Browse the file from your device, then click Open to upload your selected file.

- Open more Attach File fields by simply clicking .

4. Click Save to accept your attachments and go back to the Compose New Message form.

You will see your uploaded files in the Attachments area of the Compose New Message window.

- Click to download or see if your uploaded file is correct or not without browsing the file on your device.

- Click next to the attached file to remove it from your message.

Attach a server file

This function is only featured in eXo Platform 3.5, allowing you to browse and attach one file from your server as follows.

1. Click next to the Attach a Local File in the Compose New Message form, then select Attach a Server File from the drop-down menu.

2. Follow steps 4, 5, and 6 as stated in the Download and save attachments to server section.

3. Click the server file from the files list of your selected folder.

- Click if you want to upload a file from your device.

4. Click Attach to upload your selected source file into the message;

Or, click Attach Link to get the link pointing to the selected source file that is shown in your message body. The Attach Link function allows your mail recipients to download the attached source file just clicking the relevant link.

Save a message as draft

If you are not ready to send your composed message, click to save it as draft. Your draft message will be in the Drafts folder for you to send whenever you like.

Set a priority level

The priority levels set to a message allow recipients to define if one received message is at a high, or normal, or low importance level. It means that when a message is set at the high priority level, its recipients need to read as soon as possible.

This useful tool can be done with a few clicks when you are composing a new message.

1. Click in the Compose New Message form.

2. Select your preferred priority from the drop-down menu.

- Low: The exclamation icon corresponding to the mail is marked in grey in the column.

- Normal: There is no the exclamation icon. By default, the message is sent with the Normal priority.

- High: The exclamation icon is marked in red.

Change the message signature

A message signature is an identification text which is automatically inserted at the bottom of your sending messages. You can change this signature by editing your account details.

Change message preferences

At present, this function only allows you to receive a notification message that the recipient has already read your message or not.

1. Click in the Compose New Message form.

2. Select the Return Receipt option from the drop-down menu. However, seeing the notification message or not also depends on the Return Receipts configuration of the recipient in the Change Mail settings section.

### 4.3.6. Reply to a message

Reply to the sender only

1. Open the Reply form via either of 3 ways:

The first way

Tick the checkbox corresponding to the message you want to reply in the mails list pane, then click on the action bar.

The second way

Right-click the message you want to reply, then select Reply from the drop-down menu.

The third way

Click the message that you want to reply to display its content, then select at the upper right corner of the message content.

2. Compose the content in the Compose New Message window.

3. Click to send your reply.

Reply to all recipients of the message

1. Tick the checkbox corresponding to the message you want to reply, then click on the Action bar;

Or right-click the message, then select Reply to All from the drop-down menu.

2. Compose your reply message in the Compose New Message window, then click to send your reply.

### 4.3.7. Forward a message

This function allows you to resend a message, which has been delivered to your email address, to another email addresses.

1. Open the Compose New Message window via either of 3 ways.

i. Tick the checkbox corresponding to the message which you want to forward, then click on the action bar.

ii. Or, right-click the message, then select Forward from the drop-down menu;

iii. Or, open the message which you want to forward, then click at the upper right corner of the message content, and select Forward from the drop-down menu.

The Compose New Message window will be displayed with the original content of the message you want to forward.

2. Enter the recipient's email address in the To field.

3. Click to forward the message.

### Note

Before forwarding a message, you can edit it to your desires that is similar to composing a new message.

### 4.3.8. Print a message

This function helps you take a hard copy of the message, provided that your device is connected to a printer, either directly or through a network connection.

The first way

Right-click the message which you want to print and click Print from the drop-down menu.

The second way

Tick the checkbox corresponding to the message, then click on the action bar.

The third way

Open the message, then click at the upper right corner of the message content and select Print from the drop-down menu.

You will be directed to the Print Preview page. Here, click Print to start printing.

### 4.3.9. Export a message

This function allows you to back up your messages, then import them into your another accounts. Messages are exported in the *.eml file.

1. Open the Export Message form via either of 3 ways.

i. Right-click the message that you want to export, then select Export from the drop-down menu;

ii. Or, tick the checkbox corresponding to the message, then click More Actions on the action bar and select Export from the drop-down menu;

iii. Open the message, then click at the upper right corner of the message content and select Export (*.eml) from the drop-down menu.

The Export Message form will appear.

2. Change the file name in the File Name field if needed, and select the export format. At present, only the *.eml format is supported.

3. Click Export to accept exporting your selected message.

### 4.3.10. Import a message

The function is used to import a message from your device to your selected folder in Mail.

1. Click More Actions on the action bar and select Export from the drop-down menu.

The Import Message form will appear.

2. Click Browse... to get one .eml file from your device.

3. Select the folder into which you want to import the message in the Import to Folder field.

4. Click Import to accept importing your selected file.

### Note

By default, your imported file must be in the *.eml format.

### 4.3.11. Categorize messages by folders/tags/filters

#### Categorize by folder

Folders help you manage your messages more easily and flexibly. Once your new mail account is created successfully, five default folders, including Inbox, Drafts, Sent, Spam, Trash, will be automatically generated. You cannot delete, rename or move these folders.

Details:

Folder | Description
--- | ---
Inbox | Store all incoming messages.
Drafts | Store all messages which have been composed but not sent yet.
Sent | Store all sent messages.
Spam | Store all messages suspected of being unwanted messages.
Trash | Store temporarily deleted messages.
Personal Folders | Store folders which are created by yourself.

Categorizing by folders can be performed via the following actions:

Create a new folder

1. Click on the Folders pane, then select Add from the drop-down menu.

2. Enter the folder name into the Folder name field. Special characters are not accepted in this field.

3. Click Save to complete adding your new folder.

### Note

Your created folder will be displayed in the Personal Folders pane.

By right-clicking any folder under the Personal Folders pane, you will see the drop-down menu as follows.

Here you can manage personal folders through the following actions:

- Create a sub-folder

- Rename a folder

- Remove a folder

- Mark a folder as read

### Note

All above actions are only for folders/sub-folders under the Personal Folders pane.

Create a sub-folder

1. Select New Subfolder from the drop-down menu.

2. Follow steps as stated in the Create a new folder section.

Rename a folder

1. Select Rename from the drop-down menu.

2. Enter a new name in the New Folder Name field of the Remove Folder form.

3. Click Save to finish your removal.

Remove a folder

1. Select Remove from the drop-down menu.

2. Click OK in the confirmation message to accept your deletion.

Mark a folder as read

This function is to mark all mails of a personal folder as read by clicking Mark all as read from the drop-down menu.

#### Categorize by tag

Tags are used as labels for filtering or categorizing messages from different folders. You can add more than one tag to a message. Using tags makes easy for you to find messages independently from the folder where they are stored.

You can categorize by tags through the following actions:

Create a tag

1. Click on the Tags pane of the right pane and select Add New Tag from the drop-down menu to open the Tag form.

Details:

Field | Description
--- | ---
Name | The new tag name.
Color | The tag color.
Description | The brief description of the tag.

2. Fill in required fields, then click Save to finish.

Your newly selected tag will be updated in the Tags pane.

Assign a tag to a message

### Note

You can assign a tag to many messages simply by ticking their checkboxes first.

1. Open the Tag Message form via one of the following ways.

The first way

i. Tick the checkbox corresponding to the message to which you want to assign a tag, then click More Actions on the Action bar.

ii. Select Tag from the drop-down menu.

The second way

Right-click your selected message, then select Tag from the drop-down menu;

The Tag Message form will be displayed.

2. Give a new tag name in the Tag Name field. This field contains words and keywords which are used to describe the same messages.

Or, tick the checkboxes corresponding to your desired tags from the tags list.

3. Select one color for the tag from the Color drop-down menu.

4. Click Add to finish assigning the tags to your selected messages;

Untag a message

1. Select a message which has been tagged, then follow Step 1 to open the Tag Message form.

2. Click Remove to remove the assigned tag from your selected message.

### Note

To remove one tag from all messages, simply use the Empty function.

Edit a tag

1. Right-click a tag name in the Tags pane, and click Edit from the drop-down menu.

The Tag form will appear.

2. Make changes on the tag, then click Save to save your changes.

Remove a tag

Right-click the tag that you want to remove in the Tags pane, then select Remove from the drop-down menu.

The selected tag will be removed from the tags list and from all messages.

Empty a tag

By using this function, you can remove one tag from all messages.

1. Right-click the tag in the Tags pane.

2. Select Empty from the drop-down menu.

Change the tag color

Right-click the tag in the Tags pane, then select your desired color from the 32-color palette.

#### Categorize by filter

By default, the messages list shows all of your received messages in your inbox but you can filter to specify which message to be displayed.

You can filter messages according to the following criteria:

- Unread: Only show unread messages.

- Starred: Only show starred messages.

- With Attachments: Only show messages with attachments.

- View All: Show all types of messages.

You can categorize by filter through the following actions:

Create a new filter by defining all filter rules

By this way, you need to manually define conditions for the new message filter.

1. Click on the Toolbar to open the Message Filter form.

2. Click or the "Click here to add a new filter" link to create a new filter.

The Add/Edit Message Filter will appear.

Details:

Field | Description
--- | ---
Filter Name | The filter name.
From | Filter the email address of sender.
To | Filter the email address of recipient.
Subject | Filter the subject of incoming messages.
Body | Filter the body of incoming messages.
Move the message to folder | The folder to which the filtered messages will be moved.
Apply Tag | Assign the tag to messages matching the filter rules.
Execute now | Take the action right after editing the filter.

3. Define the rules for the new filter.

4. Click Save to finish creating your new filter.

Create a filter from a message

By this way, you could create a filter which is based on existing conditions of one existing message without defining the filter rules.

1. Right-click a message containing the criteria you want to include in your new filter.

The Add/Edit Message Filter form will appear with some pre-defined filter conditions of the current selected message.

2. Modify the rule if necessary, then click Save to finish.

The created filter will be displayed in the list. All messages matching the defined filter rules will be affected.

Edit a filter

1. Click on the Toolbar to open the Message Filter form.

2. Click the filter you want to edit in the left pane. Your selected filter is marked with .

3. Click on the filter bar to open the Add/Edit Message Filter form.

4. Change the filter conditions to your desires.

5. Click Save to complete your changes.

Delete a filter

1. Click on the Toolbar to open the Message Filter form.

2. Click the filter you want to delete, then select on the filter bar.

3. Click OK in the confirmation message to accept your deletion.

### 4.3.12. Search for messages

The Mail application supports two search modes: Quick search or Advanced search.

Quick search

Quick search allows you to conduct a search with specific keywords in all of your messages. All messages from the different folders that match with your search term will be displayed.

1. Enter your search term into the search box in the left pane.

2. Click . All messages containing the search term will be listed in the search results.

### Note

By default, the Quick Search function of the Mail application does not retrieve messages of the Spam and Trash folders. To do Quick Search on these folders, simply select these folders before searching.

Advanced search

The Advanced Search allows you to specify criteria to narrow your search results.

1. Click in the left pane to open the Advanced Search form.

2. Define the search conditions to your details, including:

- Search in Folder: The folder in which you want to search in the.

- From: The condition corresponding to the sender's name or mail address. There are some further conditions:

Condition | Function
--- | ---
contains | Include the term in the search box.
doesn't contain | Not include the term in the search box.
is | Include exactly the term in the search box.
is not | Not include exactly the term in the search box.
starts with | Start with the term in the search box.
does not start with | Not start with the term in the search box.

- To: The condition corresponding to the recipient's name or mail address.

- Subject: This condition which corresponds to the message subject.

- Message: This condition which corresponds to the message content.

- Received Before & Received After: The interval time when the searched messages were receipted.

- Has Star: Search for messages with star.

- Has Attachment: Search for messages that have the attachment.

- Priority: The priority of the search messages.

3. Click Search to perform your search.

### 4.3.13. Add an event

If you want to invite your colleagues to join a conference or a meeting, you can create an event, invite them or make email notifications to receive reminders right in the Mail application.

1. Click on the Toolbar to open the Add Event form.

2. Give basic information for your event in the Event Detail tab, such as setting the event priority, creating repeating events, attaching files.

3. Select the Reminders tab to create the event reminder via an email. This step is optional.

4. Click Save to finish adding your event.

### 4.3.14. Manage Address Book in Mail

Address Book in the Mail application provides you with a list of contacts which can be retrieved for sending your mails. This section will explain some actions related to managing contacts and address books in Mail via the following topics:

- Add a new address book

- Add a new contact

- Edit contact details

- Delete a contact

Add a new address book

1. Click on the Toolbar to open the Contacts form.

2. Click Add Address Book to add a new address book.

3. Enter values in fields of the Add Address Book form.

Details:

Field | Description
--- | ---
Name | The name of your address book that is required.
Description | The brief description of your address book.

3. Click Add to finish adding your address book.

Add a new contact

The function is used to add a new contact to a group.

1. Open the Add New Contact form via the following ways.

The first way

Click , then select on the Contacts form.

The second way

Right-click a message, then select Add to Contacts from the drop-down menu.

### Note

This way is used to add the message sender to a specific address book.

The Contact form will appear.

2. Enter information for your contact. For more details, see the Create a new contact section.

3. Click Save to finish adding your contact.

Edit contact details

The function is used to edit a contact in a specific group.

1. Open the Contacts form by clicking on the Toolbar.

2. Select the contact whom you want to edit in the left pane.

3. Click .

4. Change the contact details, then click Save to finish.

Delete a contact

The function is used to delete a contact from a specific group. This contact will be removed from your address book as well.

1. Open the Contacts form by clicking on the Toolbar.

2. Select the contact whom you want to delete in the Address Book form.

3. Select , then click OK in the confirmation message to accept your deletion.

### Note

You cannot delete your own contact from your address book.

### 4.3.15. Change Mail settings

The function allows you to change the behavior and the layout of Mail to your needs.

1. Click on the Toolbar to open the Settings form.

2. Change settings for the Mail application in 4 tabs: General, Return Receipts, Layout and Delegation.

i. In the General tab, change basic information.

Details:

Field | Description
--- | ---
Select a Default Account | Set the default account if you use multiple accounts.
Number of conversations per page | Select the number of conversations which will be displayed per page from the list: 10, 20, 30, or 70 messages.
Automatically check messages every | Select the time interval to automatically check the system, including 6 available options: Never, 5 minutes, 10 minutes, 20 minutes, 30 minutes and 1 hour.
Compose message with | Select the editor type for composing messages, including Rich Text and Plain Text.
Reply to message with | Select the message type to reply, including - Original message as attachment: Reply to messages with attachments. - Original message text quoted: Reply to messages with text only.
Forward message with | Select the message type to reply, including - Original message as attachment: Forward messages with attachment. - Original message text quoted: Forward messages with text only.
Save sent messages in the 'Sent' folder | Tick this checkbox to save sent messages in the 'Sent' folder.

ii. In the Return Receipts tab, set options to specify what the Mail application should do when it gets a "Return Receipt" request. It means that you can determine whether to send a notification of having read the message to the sender or not.

Details:

Field | Description
--- | ---
Ask me when someone requests a return receipt | If you receive a message with the Return Receipt request, the Mail application will show a pop-up message for you to decide sending a notification of having read the message to the sender or not.
Never send a return receipt | The Mail application will ignore all Return Receipt requests from senders.
Always send a return receipt | If you receive a message with the Return Receipt request, the Mail application will automatically send a notification of having read the message to the sender without asking for your permission.

iii. In the Layout tab, personalize the Mail layout by ticking another checkbox corresponding to your desired layout. The Horizontal Split type is set by default.

iv. In the Delegation tab, delegate your account to any registered user in the system as follows:

- Select the account you want to delegate from the This account list by clicking .

- Enter the name of user to whom you want to delegate your selected account in the will be delegated to field.

- Tick the Full checkbox next to if you want to assign all permissions, which can be done on your selected account, to the delegated user. If this checkbox is not selected, the user can only view mails of the delegated account.

- Click to accept adding your delegated user. The delegated user will be updated in the Accounts table. In this table, you can revoke the Full permission or add the Full permission to your delegated accounts by unticking or ticking the relevant checkbox respectively in the Full column of the Accounts table.

3. Click Save to accept your changes.

## 4.4. Chat with your contacts

- Add contacts to your friend list

  Steps to add a contact to your contact list.

- Remove a contact

  Steps to remove a contact from your contact list.

- Chat with a contact

  How to start a conversation with a contact and to perform many related actions, such as setting the online status, sending files, exporting or showing the chat history.

- Create a chat room

  Steps to create a chat room and perform many related actions, including: adding people, joining/leaving a chat room and changing the chat room preferences.

### Note

Two portlets, including Chat and Chatbar, and their services are deprecated. They remain fully supported for eXo customers, however they will not receive any enhancement and will be removed from the product scope in the future.

The Chat feature is used through the Chat or Chatbar portlet. The only difference between these portlets is the arrangement of common actions. In particular, actions of the Chat portlet are arranged in a window, meanwhile actions of the Chatbar portlet are put in one bar. Also, the Chatbar holds shortcuts to your Calendar, Contact, Mail.

Chat portlet

Chatbar

To use the Chat feature, you first need to add the Chat portlet or the Chatbar to a specific site or page as follows:

1. Drag and drop the application called Chat Portlet or ChatBar Portlet from the Edit Inline Composer/Page Editor → Applications → Collaboration to the body of your selected site/page. You can do this step while creating a new page, or editing an existing page, or editing the portal layout. For example, drag and drop the Chatbar portlet as the below illustration.

2. Edit the Chatbar portlet by hovering your cursor over it, then clicking .

3. Go the the Windows Settings tab and uncheck the following options: Show Info Bar, Show Porlet Mode, Show Window State. By unchecking these options, the portlet border will be hidden. This may help the Chatbar portlet look homogeneous with other components of your site/page.

4. Click Save And Close to finish your changes and quit the Edit form of the ChatBar Portlet.

5. Click to save all changes on the page/site and quit the Edit Inline Composer/Page Editor form. After that, you will see the Chatbar in your site/page.

### Note

Steps 2, 3 and 4 are optional, but you are recommended to follow these steps.

`See also`

- Manage your calendar

- Manage your contacts

- Email your contacts

### 4.4.1. Add contacts to your friend list

You can search for contacts in your Address Book and add them to your friend list.

1. Click on the Chatbar, then click from the pop-up menu.

The Add Contact form will appear.

2. Select the contacts from the list by ticking their respective checkboxes.

You can use the Search function to search for a specific contact.

3. Click Add Contact to add your selected contacts to your friend list.

Your invited contacts will receive the request messages.

After the contacts have accepted your requests, you will receive the confirmation messages. Click OK to allow your contacts to see your status and add contacts to your contacts list.

After adding your contacts successfully, the added contacts will be shown in your friend list.

### 4.4.2. Remove a contact

This action is to remove a contact from your friend list.

1. Click on the Chatbar to show your friend list.

2. Right-click the contact that you want to remove, then select Remove from the drop-down menu.

3. Click OK in the confirmation message to accept your removal.

### 4.4.3. Chat with a contact

#### Send messages

Sending messages in Chat is as simple as typing and clicking, so it is easy for you to start a conversation.

Send instant messages

1. Open the Conversation window via one of the following ways:

The first way

Click the contact name that you want to chat from your friend list.

The second way

Click on the Chatbar to show your friend list, then right-click your desired contact and select Send Message from the drop-down menu.

2. Type the message that you want to send into the message textbox, then click the Send button or hit the Enter key to send your message.

Minimize the chat window

Click at the right corner of the Conversation window to minimize it to the Chatbar. To restore the window, simply click the minimized window () on the Chatbar.

### Note

When you send a message to offline contacts, they will receive your message at their next logins.

You can chat with several contacts at the same time. Each conversation is displayed in its own tab. You can switch between tabs to follow different ongoing conversations.

#### Set your status

When you signed in Chat, by default, your logged-in status is available and your friends will see the online icon appending to your account name in their friend lists.

There will be a notification about your friend's status if they are available to chat or go offline.

Change your status

1. Click the account icon on the Chatbar.

2. Select your desired status from the drop-down list.

Details:

Icon | Description
--- | ---
Online | This status means you are available to chat.
Away | This status means you are away from your local device. Other users still can send instant messages to you.
Busy | This status means you are away from your local device for an extended period of time.
Available | This status means you are free to chat with everyone.
Offline | With this status, you are invisible to other users. This means everyone will see you offline even though you are actually online.

#### Send a file

The Chat application allows you to send files to your contact, such as holiday pictures, or documents needed for the incoming meeting.

Send a file to a contact

1. Click on the Conversation window.

You will be prompted to select a file from your local device.

2. Locate and select the file you want to send in the File Upload form, then click Open.

Your contacts may cancel or accept the file transfer.

#### Export the Chat history

The Chat application can archive your chat conversation and allows you to export and save your conversation history to your local device.

1. Click on the Conversation window.

You will be prompted to select the location to save the exported file.

2. Select the location to save the file, then click Save to accept the exported file to your local device.

You will have a text file containing all of your conversation messages.

#### Show chat history at a specific time

Your chat messages history can be shown in a specific time interval.

1. Select a contact that you want to show the message log.

2. Select a time interval.

Currently, the Chat application shows messages in the following time ranges:

- Today: All messages of the current date.

- This week: All messages of the current week.

- Last 30 days: All messages during the last 30 days.

- Beginning: All instant messages from the beginning to the current time.

All messages with the created time and date will be shown in the Conversation window.

### 4.4.4. Create a chat room

A chat room is a place where people with similar interests can meet and communicate with each other. People can often enter an unmoderated chat room without any verification of who they are.

With Chat, you also create a chat room and invite other users to join your room. In this way, you can organize and manage your group activities efficiently. It is convenient in the corporate environment when you can communicate in multiple chat rooms, each may have different topics and members. Chat supports up to 30 users to join a chat room.

Create a chat room

1. Click on the Chatbar, then click from the pop-up menu.

The New Room form will appear.

2. Enter the room name in the Name field without any spaces, then click OK to accept adding your new room.

After that, the Conversation window and Room Configuration form appears.

3. Configure your chat room to your desires, including General and Security settings.

### Note

If you cancel this step, the default configuration will be used.

i. Set the General settings.

Details:

Field | Description
--- | ---
Persistent Room | Tick the checkbox if you want to set your room always exist even if no participant takes part.
Presence Broadcast | By default, a room is configured without any invisible members. In this field, you can select any groups (Moderator, Participant, and Visitor) to be visible or not. Moderator is the user who has created the room or a participant who is granted the moderation right. If you want users of one group are hidden in the room, simply unselect the group. For example, if you only select the Participant and Visitor groups, users who are moderators of this room will not appear in the participants list of the chat room. Users of the hidden group only take part as "listeners" who can supervise the whole conversation of this room, although users of other groups do not know their presence.
Who is | Specific users from the selected group in the Presence Broadcast field. At present, there is only the "anyone" option.
Room Description | The brief description of the chat room.
Max Users | The maximum number of participants in the chat room.

ii. Set the Security settings.

Click Show Security in the Room Configuration form to show the Security option.

Details:

Field | Description
--- | ---
Public Room | When this option is checked, your room is listed in the chat rooms list for everyone to see and join this room.
Member Only | Tick this option to limit the number of participants. It means that users need to be invited to participate in the room.
Allow Invitations | This option is only available if the "Member Only" option is checked. If checked, the room's participants can invite others to join chat room.
Reserved Nickname | Tick this option to prevent anonymous users from joining the chat room. If this option is checked, only registered users can enter the room.
Password Protected Room | This option is to change the public room to a locked, secure protected room accessible only to specific individuals with the right password.
Moderated Room | The room is moderated or not. With the moderated room, you can select the room administrators.
Room Admins | This option is to select the administrators for the created chat room. It is only available when the Moderated Room option is selected. At present, there is no difference between the room moderator and regular participants.
Room Owners | This option is to select the room's creator.

4. Click OK to complete the room configuration.

#### Add people to a room

This function is to add people to a chat room where you already participated.

1. Click on the chat room conversation window.

The Add Contact form will appear:

2. Select contacts you want to add by ticking their respective checkboxes.

Also, you can search for contacts through your Address Book simply entering the search term in the Search textbox. It can be the first name, last name or user name. All contacts matching the search term will be displayed in the results list.

3. Click Add Contact to finish. The contacts you want to add will receive your invitation message.

#### Join/Leave a chat room

Join a chat room

When joining a chat room, you can learn more about a subject, ask questions and talk with others having common interests. Joining a chat room is just few clicks away.

1. Click on the Chatbar, then select from the drop-down menu.

The Join Room form will appear.

2. Select a room in the list by checking the appropriate radio button.

3. Click Join Room to join the selected room. Click the Refresh button if you want to clear the selected rooms.

### Note

You can join several chat rooms at the same time. Each chat room will be displayed in its own tab and you can easily switch between different rooms.

Leave a chat room

Click on the room conversation window.

Your conversation window of this room will be closed and you will not receive messages from the chat room any more.

#### Configure a chat room

When creating a chat room, you are required to configure it before you can start the chat room conversation. However, after the chat room was created, you can also update the room configuration at any time.

1. Click in the Conversation form of the chat room.

2. Set values for the fields in this form. For more details, see here.

### Note

The chat room configuration is available only if you are the owner or administrator of the chat room. You can change the room owner and select the room administrator in the Set the Security settings section.

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