Colligo Manager for Outlook. User Guide

Transcription

1 Colligo Manager for Outlook User Guide

2 Contents Installation and First Launch... 4 Installation... 4 First Launch... 5 Managing SharePoint Sites... 6 Adding a SharePoint Site... 6 Removing a SharePoint Site... 7 Managing your configuration... 8 Synchronize SharePoint content... 8 Show / Hide Sync Pane... 9 View in Browser... 9 Add New Folder... 9 Pin / Un-Pin this Location... 9 Additional Options... 9 Managing s and Attachments Filing s Drag and Drop Right-click Context Menu Ribbon Buttons Metadata Large Libraries Best Practices for filing to SharePoint Send & File Attachments Searching SharePoint Uninstallation Settings Feedback

3 Figures Figure 1 Installation completed... 4 Figure 2 Sign in to Colligo Engage... 5 Figure 3 Colligo in the folder list... 5 Figure 4 Colligo in the Outlook ribbon... 5 Figure 5 Adding a SharePoint site from the folder list... 6 Figure 6 Adding a SharePoint site from the Outlook ribbon... 6 Figure 7 SharePoint Online (Office 365) authentication window... 7 Figure 8 NTLM SharePoint authentication window... 7 Figure 9 Removing a SharePoint site from the folder list... 7 Figure 10 Synchronize all sites from the Outlook ribbon... 8 Figure 11 Synchronize all sites from the folder list... 8 Figure 12 Site level options... 9 Figure 13 Location level options... 9 Figure 14 File s using the right-click Context Menu Figure 15 File s using the Copy button Figure 16 File s using the Copy drop-down Figure 17 Upload Items popup Figure 18 Filtering function Figure 19 - Properties (Metadata) prompt Figure 20 Dragging to large libraries Figure 21 Send & File Figure 22 attachment feature Figure 23 Attach popup Figure 24 Searching a SharePoint site Figure 25 - Searching a SharePoint location Figure 26 Search Popup Figure 27 Location of the Settings option Figure 28 Location of the Give Feedback option Figure 29 First feedback question

4 Installation and First Launch Installation Colligo Manager is available from the Colligo website. Prior to installing Colligo Manager for Outlook: Ensure that you meet the System Requirements. Un-install any version 7 and earlier releases. Installation takes place in four easy steps: 1. Double-click the executable, and the Welcome to the installation wizard popup will appear. 2. Click Next and the Ready to Install popup appears. 3. Click Install and the User Account Control popup will ask for permission to proceed. 4. Click Yes and the product will be installed. An Installation Completed window appears to confirm the installation. Click Finish to exit. Figure 1 Installation completed 4

5 First Launch Colligo Manager utilizes the Engage platform to manage user licensing. When the application first launches, you will be prompted to sign in to Colligo Engage. The popup will look similar to the one below. Figure 2 Sign in to Colligo Engage If you do not have a Console account, you can sign up for free. An account is required to use the application. Colligo is displayed in Outlook in the folder list and in the Outlook ribbon. Note that some versions of Outlook Figure 3 Colligo in the folder list Figure 4 Colligo in the Outlook ribbon If configuration data has been configured in the Colligo Console, you will receive it once you sign in. Synchronization progress is displayed in the Sync Pane. Sites can also be added from within Outlook, as described in Adding a SharePoint Site. 5

6 Managing SharePoint Sites Adding a SharePoint Site There are two ways to add a SharePoint site from Colligo in the folder list, and from the Options button on the Colligo portion of the Outlook ribbon. To add a SharePoint site from the folder list, right click the Sites entry in your folder list. Choose Add Site and then SharePoint. Figure 5 Adding a SharePoint site from the folder list To add a SharePoint site from the Outlook ribbon, click Options, then click Add Site, then click SharePoint. Figure 6 Adding a SharePoint site from the Outlook ribbon The Add Site popup appears. Enter the SharePoint site URL and click OK. It is recommended that you load the SharePoint site in your browser and then copy and paste the URL into the Add Site popup. 6

7 You may be prompted to enter your SharePoint credentials. The authentication window you see depends on the version of SharePoint you are using. Figure 7 SharePoint Online (Office 365) authentication window Figure 8 NTLM SharePoint authentication window Once successfully authenticated, navigation information from SharePoint will be displayed in your list of folders under Colligo Manager. From here, you can click to navigate and browse your SharePoint site, libraries, and folders. Content from SharePoint will begin to show up in the items pane as you navigate to different locations. Removing a SharePoint Site To remove a SharePoint site from the folder list, right click the Sites entry in your folder list and then click on Remove Site. Figure 9 Removing a SharePoint site from the folder list A message will display to let you know that Some features will be temporarily unavailable during Site Removal. Confirm that you wish to remove the site by clicking OK. 7

8 Managing your configuration There are several actions you can take to manage your configuration within Outlook. Available actions include: Synchronize SharePoint content Show / Hide the Sync Pane Add / Remove SharePoint sites o This action is described in Managing SharePoint Sites Search SharePoint sites from within Outlook o This action is described in Searching SharePoint View in Browser Launch a browser to a specific SharePoint location Add New Folder Add a folder to a SharePoint location Pin / Un-Pin this Location Pin a specific SharePoint location to the Favorites stream, or remove it from the Favorites stream. These actions are available at three different levels for all sites, for one specific site, and for one specific location. Synchronize SharePoint content When you synchronize your data, you ensure all files and folders at the location you clicked are up to date. If you haven t previously synchronized a particular location, this action will synchronize the first level of information necessary to support navigating folders and viewing files. You can choose to synchronize at three different levels: Synchronize all Sites by clicking Sync on the Outlook ribbon and then choosing Synchronize All (Figure 10), or by right-clicking Sites in the folder list and then choosing Synchronize (Figure 11). Synchronize one Site by right-clicking the site in the folder list and choosing Synchronize (Figure 12) Synchronize a specific location by right-clicking the location in the folder list and choosing Synchronize (Figure 13). Figure 10 Synchronize all sites from the Outlook ribbon Figure 11 Synchronize all sites from the folder list 8

9 Show / Hide Sync Pane Show or hide the Sync Pane by clicking Sync on the Outlook ribbon and then choosing Show / Hide Sync Pane (Figure 10). Figure 12 Site level options Figure 13 Location level options View in Browser View in Browser will open the selected location in a web browser. This can be done at the Site and Location levels by right-clicking the site or location in the folder list and choosing View in Browser (Figure 12 and Figure 13). Add New Folder Add New Folder will add a new folder to the selected location. This option is available at the location level by right-clicking the location in the folder list and choosing Add New Folder (Figure 13). Pin / Un-Pin this Location Pin this location will add the selected location to the Favorites stream in the Outlook folder list. A Favorite is a specific location or drop target for your item(s) to be uploaded to SharePoint. They allow one to drag and drop items to that specific location without navigating through a potentially deep tree. The Favorite location itself does not contain any navigation information. This option is available at the location level by right-clicking the location in the folder list and choosing Pin this Location (Figure 13). Additional Options If policies have been enabled in Colligo Console, you may see additional options. 9

10 Managing s and Attachments Filing s Manager for Outlook lets users file s to SharePoint with drag and drop, with a right-click context menu, and with Outlook ribbon buttons. With drag and drop, the (s) and its attachments (should there be any) are filed. To file only attachments, use one of the other methods of filing to display both filing options: Copy with Attachments This option will copy the selected item(s) including all its attachments (should there be any) Copy Attachments Only This option will copy only the attachments of the selected item(s). This option will only display if the selected (s) contain(s) attachments Drag and Drop Users simply drag an item or items and drop them into the SharePoint location. The item(s) and its attachments (should there be any) are filed. Right-click Context Menu Right-click an or s and choose one of the Copy options from the Copy via Colligo menu item. The Copy Attachments Only option will only display if the selected (s) contain(s) attachments. Figure 14 File s using the right-click Context Menu 10

11 Ribbon Buttons Select an or s. To file the (s) and its attachments (should there be any), click on the top part of the Copy button in the Outlook ribbon (Figure 15). Click the drop-down portion of the Copy button in the Outlook ribbon, and this option as well as the option to only copy attachments will be displayed. The Copy Attachments Only option will only display if the selected (s) contain(s) attachments. Figure 15 File s using the Copy button Figure 16 File s using the Copy drop-down After you have chosen your Copy option, the Upload Items popup will appear: Figure 17 Upload Items popup To file the selected s, choose one of the pinned locations under Favorites, browse to your desired SharePoint location under Sites, or search for your location in the Search bar. If you have a large hierarchy, it is recommended that you search for the location. To speed up your experience in filing items, consider using the Context Menu or Ribbon buttons to ensure you can take advantage of the built in filtering functionality in the Upload Items popup (Figure 18). 11

12 Figure 18 Filtering function Metadata After you have chosen your destination, the Properties popup will appear: Figure 19 - Properties (Metadata) prompt Properties can be entered per item or to a group of items. Select the item(s) for which you wish to enter/change properties. If multiple items are selected, as in the example above, fields with differing data will be highlighted. When you have finished entering/changing properties for all items, click on OK. Click Reset to revert back to the original values. Click Required fields only to display only the required properties. 12

13 Large Libraries If you have many items in one location, the folder list in Outlook will display instead of expanding to display all items (Figure 20). The number of items displayed is configurable (in Colligo Console) and is set to 100 by default. When using Drag and Drop, dragging to the will result in the Upload Items popup being displayed (Figure 17). You can then select the location by expanding the folders underneath, or by (recommended) using the filtering function (Figure 18). Figure 20 Dragging to large libraries There is no limit set in in the Upload Items popup, and locations will expand for as many locations as you have. However, if you have a very large number it items, it is recommended that you search for your location by using the filtering function (Figure 18). Best Practices for filing to SharePoint For frequently used locations, the best practice is to drag and drop items to locations that have been pinned to the Favorites stream. For small libraries, you can do this by navigating to each location that you file to frequently, right-clicking, and choosing the Pin this Location option. This will add the location to the Favorites Stream. If the location is in a large library, use the filtering function to find it and then click on Pin to pin your location to the Favorites stream (Figure 18). For infrequently used locations and locations that are part of a deep hierarchy, it is recommend that you use the context menu or the outlook ribbon buttons to launch the Upload Items popup, which will allow you to use the filtering function. Send & File Manager for Outlook lets users file s to SharePoint at the time of sending the . To use this feature, click the Send & File button (Figure 21) instead of the Send button. This will launch the Upload Items popup (Figure 17) so that you can choose a SharePoint location for the . After you have chosen your destination, the Properties popup (Figure 19) will appear. Enter/change values and then click OK to file the . Figure 21 Send & File 13

14 Attachments Manager for Outlook lets users share content from SharePoint as an attachment or as a link to the content. To use this feature, click the Attach button on the Outlook ribbon (Figure 22) to launch the Attach popup (Figure 23). Figure 22 attachment feature Locate the file(s) you wish to attach by selecting the site to search, entering the search string, and clicking on Search. Select the file(s) from the search results and click on Link to insert the SharePoint link to the file(s). Click on Attach to insert a copy of the file(s). Figure 23 Attach popup 14

15 Searching SharePoint Manager for Outlook lets you search SharePoint from within Outlook. This option is available at the site level and at the folder level. Right-click the site or location in the folder list and choose the Search option (Figure 24 and Figure 25) to launch the Search popup (Figure 26). Figure 24 Searching a SharePoint site Figure 25 - Searching a SharePoint location Enter your search term(s) and click on Search. To open a file, select it and click on Open. To share a file in an , right click it and choose Send as Link or Send as Attachment. Figure 26 Search Popup 15

16 Uninstallation To uninstall the Colligo Manager for Outlook: 1. Locate the list of installed apps/programs: Windows 10: On the Start menu select Settings. In Settings, select System > Apps & features. Windows 7/8: Click the Start > Control Panel > Programs > Programs and Features. 2. Select the program, and then select Uninstall. 3. Follow the directions on the screen. Settings To view or modify Manager for Outlook settings, select Options from the Outlook ribbon and then choose Settings from the drop-down menu (Figure 27). Figure 27 Location of the Settings option Manager for Outlook has the following configurable settings: Sync Interval The sync interval can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, hourly, and daily. The default value is 30 minutes. Show folder contents in web view The default value is no. Suppress metadata prompt The default value is no. Required fields only If this setting is checked, only required fields are displayed in the metadata window. The default value is no. Upload behavior The upload behavior can be set to Copy or Move. The default value is Copy. 16

17 Feedback To submit feedback for Manager for Outlook, select Options from the Outlook ribbon and then choose Give Feedback from the drop-down menu (Figure 28). Figure 28 Location of the Give Feedback option The first page of feedback appears and looks as follows: Figure 29 First feedback question 17