Hints & Tips
to get you started

MyOffice Apps

There are 5 MyOffice apps:

• Windows Desktop app
• Web Browser app
• Mac app
• iPhone app
• Android app

We strongly recommend that you install the Windows Desktop app for your evaluation period. This app has the most functionality.

If you have a Mac you can install the Mac app, or better still, install the Windows Desktop app using a Windows Emulator.

If you don't want to install the Windows Desktop version you can always log on via the Web Browser version but this doesn't have as much functionality.

Once you have MyOffice configured to your liking we suggest that you try the iPhone and Android apps.

Installing on other devices

You can install MyOffice on as many devices as you like.

The whole idea of MyOffice is that you log on from different locations and access one central source of data, that is always up to date ... so install MyOffice on all the devices you regularly use. e.g. Home & Office PCs, Tablets, Smart Phones etc.

How to install MyOffice

• Go to www.myoffice.net and click the 'Downloads' link at the top of the page.
• Choose the app you want to download and click the orange 'Download' button.
• Press the RUN button and follow the instructions to install.

We suggest you choose all the default options by clicking Next, Next, Install.

To install the MyOffice iPhone/iPad app go to Apple's App Store and search for 'myoffice'. Download and install the app in the same way that you would download and install any other app. The app is free to MyOffice users.

To install the MyOffice Android app go to Google Play and search for 'myoffice'. Download and install the app in the same way that you would download and install any other Android app. The app is free to MyOffice users.

Starting MyOffice

When installation is complete you'll see the MyOffice icon on your desktop. Double-click it to start MyOffice Logging On

At the Logon window enter your Account, Username and Password.

If you were the person who signed up for the 30 day free trial you would have specified these logon details and they would have been emailed to you in a confirmation email.

If you're a user in the account you'll need to find out your logon details from the person who set up the trial.

Admin Users

The person who initially set up the 30 day free trial is automatically given full admin capability.

This means that they can add users, create calendars, and carry out other admin functions.

They can also give admin capability to other users.

Setting up additional users

To add new users click on Admin then User Admin and click the New button.

The other users would log on to your Account using whatever Usernames and Passwords you set up for them.

The 'Tools' and 'Admin' menus

Everything you can configure in MyOffice are under the Tools and Admin menus.

This is where you add users with Admin then User Admin and where you add calendars with Admin > Calendar Admin. If you can't see these menu options it means that you haven't been given this capability by the account administrator.

It's also where you configure 'Custom Fields' with Admin > Custom Fields. These are fields that you add to the basic system. You can add tabs + fields in event, contact, task and note windows. Custom Fields allow you to customise MyOffice to suite your own particular requirements.

The ADmin menu is also where you Import and Export data.

Stay logged on

If you have a broadband connection you should stay logged on all day.

You can stay logged on for several days but its best to exit the application each day when you are finished with it. We don't advise staying logged on for more than a week.

Staying logged on will save starting the application each time you need it. Just minimise the windows and leave them running. If your internet connection 'drops' the application will automatically re-connect.

Use right-click

Use right-click to display the menus.

The right-click menus are context sensitive and display the menu options appropriate to where you clicked.

Launch Window

You can configure the system to open a particular module at startup.

For example, if you always want to check your emails when you log on you can configure emails to start first.

Go to the Tools menu, and select Launch Window'. The default is the Calendars module.

Double-click an empty cell to add an event

If you double-click in the cell where you want the event to start the Event window opens with the date and start time set to the value of the cell.

Double-click on an event

You can double-click on an event to open it and view or edit the details.

Right-click on an event

Use right-click to display the event menu options. e.g. new/edit/delete, cut/copy/paste, print and help.

Adding more calendars

Only users with Calendar Admin capability can add new calendars.

To add a calendar, click on Admin then Calendar Admin and click the 'New' button.

There's no charge for calendars ... you can have as many as you like. So set them up for people, rooms, projects, equipment etc.

Organise calendars into groups

Instead of having a long list of calendars in the Calendar tree view you can organise your calendars into Group folders.

Use Groups to group together similar calendars. e.g. office location or room type.

Apart from organising your calendars into a more logical structure, this has the added advantage that you can use one click to select and display all the Calendars in a group. With the 'Show Multiple Calendars' box selected you can click the Group checkbox in the tree list to show all the calendars in the group. For example, you could overlay all the Conference Rooms to find free space for a booking.

Only a user with Calendar Admin capability can set up calendar groups. Click on the Admin then Calendar Admin menu to set up the groups.

Viewing several calendars at the same time

You can view calendars in 'overlaid' format or in columns.

In 'multiple calendars'view the calendars are overlaid in whatever display view you are using. For example, in the weekly view the events would be displayed with the Calendar name at the beginning of the event ... so you can tell which calendar the event came from

To view calendars in 'overlaid' format, click the 'Show Multiple Calendars' checkbox and then tick the checkboxes for the calendars you want to overlay.

To view calendars in columns, click either the 'Day' view or the 'Columns' view in conjunction with the 'Show Multiple Calendars' checkbox. The Day view will show calendars as columns for a single day and the Week view will show columns for a week or month.

Calendar Access Permissions

The default setup is that all users can see all calendars.

If you want to control which users can see a particular calendar you need to set the access permissions for that calendar. Do the following:

• Click Admin then Calendar Admin
• Edit the first calendar
• Click the 'Permissions' tab
• Tick the 'Assign security permissions' checkbox
• Move users from the left hand list to either of the right hand lists. The top right hand list is for 'read/write' which means that those users can add/edit/delete events in this calendar. The bottom right hand list is for 'read only' users. Users in the left hand list won't see this calendar in their list of calendars.
• Repeat the process for all the other calendars where you wish to restrict access.

Finally, it's a good idea to log on as each user to check your permission settings and ensure that they only see the calendars you want them to see.

Default calendar

When you open the Calendar module you can configure which calendar opens first. This is called the 'Default Calendar'.

The easiest is to right-click on the appropriate calendar and select 'Make Default'.

Configuring Custom Fields

You can add your own 'custom fields' to events. The fields will appear in a tab (that you name) in the Event window ... so the process involves adding a tab and then adding the fields that will appear in that tab.

To add 'custom fields' click Admin then Custom Fields.

You can use the fields to store your own information about an event. For example, you may want to add order details or delivery instructions. You can specify text, numeric, check box, yes/no and drop down fields.

To display 'custom fields' in the search list, right click on the columns in the Search view then Configure Search Columns.

Configuring Start and Finish Times

Each user can configure their own 'start & finish' view of calendars. This is effectively a 'mask' which limits what you see in the calendar. Typically, you might only want to see events between 09:00 and 17:00 hrs.

N.B. This does not prevent events being entered outside the displayed hours.

To configure the start and finish times, click the Tools then Calendar Options. Select appropriate values for the Start & Finish times.

Event Colours

You can manually change the colour for an event by using the 'Colour' tab in the event window

or

You can configure all events in a calendar to be in a specific colour (Edit the calendar with Admin then Calendar Admin and choose a colour for the calendar)

or

Users can set their own colours so that events that they enter are always in the same colour e.g. events entered by Chris are in blue, events entered by Janet are in green (Click Tools then Calendar Options)

Searching for events

The easiest way to find an event is to search for any text you know to be present in the event.

Perhaps you can only remember the name of the person you are meeting, or part of the address, or the subject. The search will find all events that contain the characters you've entered.

The matching events are returned in a list and you can double-click entries in the list to open them.

Setting up Contact Groups

Contacts are organised within Contact Groups.

MyOffice comes with one contact group pre-defined (My Private Contacts) and you add other contact groups and share them with other users. You may, for example, want to have a group for clients and another for staff.

'My Private Contacts' is where you store all your own personal contacts. Contacts in this group cannot be seen by any other user. Other users have their own 'My Private Contacts'.

To set up a contact group click Contact then New Contact Group.

The default setting is that all users in your account will have access to the contact group.

If you want to restrict access, click the 'Permissions' tab and specify which users are to have access.

Configuring Custom Fields

You can add your own 'custom fields' to contacts. The fields will appear in a tab (that you name) in the Event window ... so the process involves adding a tab and then adding the fields that will appear in that tab.

To add 'custom fields' click Admin then Custom Fields.

You can use the fields to store your own information about an Event. For example, you may want to add order details or delivery instructions. You can specify text, numeric, check box, yes/no and drop down fields.

To display 'custom fields' in the search list columns click Tools then Configure Search Columns.

Importing contacts

You can import contacts directly from a CSV file.

To import contacts click on Admin then Import from CSV and follow the instructions.

Searching for contacts

The easiest way to find a contact is to enter part of the contact name in the Search box.

You don't have to enter the full name, just a few characters will do. The search will find all contacts that contain the characters you've entered.

Because the search matches against every field in the contact record (including any custom fields you have set up) you can use the search to find any data stored such as Town or Tel No.

Sorting contacts

You can re-organise the Contact list by sorting on the columns.

To sort on a column, click the column heading. The column will toggle between ascending and descending sequence as you click it.

Configuring the Contact List

The list of contacts is displayed in columns (e.g. First & Last Name, Address) and you can configure which columns you want to see in the list and the sequence of the columns. This includes any 'custom fields' you have added to the Contact.

To configure the columns, click Tools then Configure List Columns in the main Contact window.

You can adjust the column widths by grabbing the vertical separator in the column heading and moving it left or right.

Setting up email accounts

You set up your existing email accounts in MyOffice and then use MyOffice to connect directly to your email provider to send and receive emails.

MyOffice email works by storing all your sent and received emails on the MyOffice web server in addition to storing them on your local PC. This allows you to access all your sent and received emails from any PC connected to the internet.

To set up an email account click Admin then Email Accounts.

How to try MyOffice email

You can try MyOffice email without affecting your existing email system.

In other words, you can receive emails to both your existing email system (e.g. Outlook) and MyOffice. The same 'received' emails will be displayed in both systems. This is a useful way of trying MyOffice using live emails and it doesn't affect your existing email set up.

To do this, just configure the email account in MyOffice to 'leave a copy of mails on server'. Then receive your emails in MyOffice first before using your normal email system.

However, any emails 'sent' from one system cannot be displayed in the other system ... so if you want to send emails in MyOffice make sure they are 'test' ones.

Shared Email Folders

In addition to the standard folders (Inbox, Sent Mail, Outbox, Quarantine, Draft & Deleted) you can create your own email folders.

What makes MyOffice different is that you can also create shared email folders that can be accessed by other users in your account ... and you can control which users have access to these shared folders.

This is particularly useful if you need to share a common group of emails. e.g. emails relating to a project, enquiry emails.

Any emails stored in a 'Shared' folder can be read and dealt with by any user with access to that folder.

In addition, you can use the 'Inbox Rules' feature in MyOffice to automatically direct incoming emails to specific folders. For example, you could use this to 'drive' enquiries@yourcompany.com to a shared folder where several users could deal with the emails.

To set up a Shared Email folder click Edit then Shared Email Folders Admin in the main email window.

Task Lists and Tasks

The principle of Task Lists is very straightforward. You set up lists (called task Lists) and within a list you enter tasks.

To set up a task list click Tasks > New > Task List

The default setting is that all users in your account will have access to the task list. If you want to restrict access, click the 'permissions' tab and specify which users are to have access.

To add a Task, highlight the task list you want to add the task to and click Tasks > New > Task. Alternatively, right-click on the task list and choose 'New Task'.

You can drag and drop tasks between task lists.

Configuring Custom Fields

You can add your own 'custom fields' to tasks. The fields will appear in a tab (that you name) in the Task window ... so the process involves adding a tab and then adding the fields that will appear in that tab.

To add 'custom fields' click Admin> Custom Fields.

You can use the fields to store your own information about a task. For example, you may want to add cost or technical specification fields. You can specify text, numeric, check box, yes/no and drop down fields.

To display 'custom fields' in the task list columns click Tools > Configure Columns.

Searching for Tasks

The easiest way to find a task is to enter some known text from the task in the Search box.

The search will find all tasks that contain the characters that you've entered. You can limit the search to just one task list or you can search across all task lists by clicking the 'Search all task lists' checkbox.

The search matches against every field in the task record, including any custom fields you have set up.

Sorting Task Lists

You can re-organise a Task List by sorting on the columns.

To sort a column, click the column heading. The column will toggle between ascending and descending order as you click it.

Configuring the Task Lists

Tasks are displayed in columns (e.g. Priority, Description) and you can configure which columns you want to see in the list and also the sequence of the columns. This includes any 'custom fields' you have added.

To configure the columns, click Tools > Configure Columns in the main Tasks window.

You can adjust the column widths by grabbing the vertical separator in the column heading and moving it left or right.

Using Categories

You can customise MyOffice by adding your own categories. The categories can be associated with events, contacts and tasks and can be used to retrieve data using the advanced search.

Categories are organised within Category Groups. For example, you might set up some categories to categorise your sales process (enquiry, order placed, shipped, invoiced) and group them into a category group called 'Order Processing'.

A useful feature in Categories is the ability to associate a colour with a category. Then, when you apply the category to an event, contact or tasks, the record assumes the colour of the category. So, for example a shipped order could become green.

To set up categories, click Admin > Categories Admin.

Overview

The Today window displays activities, events and tasks that are either due today or in the future. The default setting is that it displays data for the current day, but you can scroll backwards and forwards to display other days.

The window is divided into 3 sections (Events, Contact Activities and Tasks). You can move the horizontal separators between the sections to re-size each section.

Show on Start-up

You can configure the window to never display, only display when it contains data for today, or always display.

To configure the startup settings click Tools > Show on Start-up.

Configuring which calendars to display in the Events section

You can configure one or more calendars to display in the Events section.

Your 'default' calendar is automatically displayed.

If you want to display more calendars click Tools > Select calendars to display and choose the calendars that you want to see displayed.

Including contact activities in the Today window

When you create a contact activity you can choose to have it displayed in your Today window on a particular date.

You can also choose to make the activity appear in another users's Today window.

To include Contact Activities in the Today window, go to the section of the Contact window called 'Include in Today window' and choose the username and date to display.

In the Today window you can mark activities as completed by right-clicking on them and choosing 'Mark as Complete'.

Including tasks in the Today window

Including Tasks is similar to including Contact Activities.

To include Tasks, go to the section of the Task window called 'Include in Today window' and choose the username and date to display.

You can mark tasks as completed by right-clicking on them and choosing 'Mark as Complete'.