Secure Work Space for Android. User Guide

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1 User Guide

2 Published: SWD

3 Contents... 4 About Secure Work Space for BES About Work Space Manager for BES Switch between your personal space and work space and attachments... 5 Contacts... 8 Calendar...9 Work Browser Phone...13 Downloads...13 Media... 14

4 About Secure Work Space for BES12 Secure Work Space for BES12 is a component of. When Secure Work Space for BES12 is installed, the following applications are added in the work space on your device: People Calendar Work Browser Phone Downloads Media Messaging About Work Space Manager for BES12 Work Space Manager for BES12 is required to run Secure Work Space for BES12 on Android devices. When Work Space Manager is installed, administrators can set policies and send profiles to your device. Switch between your personal space and work space Swipe down from the top of the home screen, or up from the bottom of the home screen, depending on your device. To switch to your work space, tap Switch to work space. If your work space is locked, enter your work space password. To switch to your personal space, tap Switch to personal space. You might be able to adjust the lock time for the work space on your device depending on the policies set by your administrator. In the work space, tap Preferences > Screen lock > Configure screen lock. If necessary, enter your work space password. Tip: You can also switch between your personal space and your work space by tapping the Home button twice, depending on your device settings (for example, if you are using Samsung S Voice, you might not be able to use this shortcut). 4

5 and attachments With the app in the work space, you can compose and respond to messages, search for messages, attach files to messages, and customize account settings. Set up your work account The first time that you use the app, you must set up your account. 1. In your work space, tap the icon. 2. On the Account setup screen, enter the password for your account. 3. Tap Next. After a few minutes, your appears in the Inbox. Compose an 1. In the app, tap. 2. In the To field, type a name or address. 3. In the Subject field, type a subject. 4. In the body, type your message. 5. Tap. Reply to or forward an In an , do one of the following: To reply to the sender, tap. To reply to all, tap > Reply all. To forward the , tap > Forward. Attach a file to an 1. While composing an , tap or press the Menu key. 2. Tap Attach picture, Attach video, or Attach file. 3. Find and tap the file that you want to attach. 5

6 Send a quick response If you're in a hurry, you can send pre-written quick response messages to contacts. 1. While you compose, reply to, or forward a message, tap or press the Menu key. 2. Tap Insert quick response. 3. Tap a quick response. Tip: You can add your own quick response messages. Tap responses > Create New. Type a message, and tap Save. or press the Menu key. Tap Settings > Work > Quick Download and open an attachment In an , tap an attachment. The attachment opens in the appropriate application. Edit an attachment You can edit Microsoft Word documents, Microsoft Excel spreadsheets, and Microsoft PowerPoint presentations using Documents To Go. 1. After you open an attachment, do one of the following: To edit a Microsoft Word document, tap anywhere on the screen to insert the cursor and make your changes. To format text, select the text and tap > Format. To edit a Microsoft Excel spreadsheet, tap a cell. In the field at the top of the screen, make your changes to the cell. To edit a Microsoft PowerPoint presentation, on a slide, tap > Edit. Choose an option. 2. To save your changes, tap > File > Save or Save As. 3. To attach the file to an , tap > File > Send. Set an out-of-office reply 1. In the app, tap or press the Menu key. 2. Tap Settings > Work > Set Out of Office. 3. Set the Auto-reply switch to ON. To change the message, tap the message text. Type your message. Tap OK. 6

7 To set when out-of-office replies are sent, set the I am out of office between switch to ON. Set a start time and end time. View messages as conversation threads 1. In the app, tap > Settings > General settings. 2. Select the Threaded check box. Managing You can flag an , mark an as read or unread, file an , and delete an . Flag an You can flag important messages so that you can follow up on them later. In your Inbox, beside an , tap. A star is added beside the message. Mark an as read or unread In your Inbox, tap the letter icon or photo beside an . To mark the as read, tap. To mark the as unread, tap. File an You can file multiple messages at a time. 1. In your Inbox, tap the letter icon or photo beside one or more messages. 2. Tap. 3. Tap a folder. Add, rename, or delete an folder Do one of the following: 7

8 To add an folder, in the app, tap or press the Menu key. Tap Create folder. Type a name for the folder. Tap OK. To rename an folder, in the app, tap. Tap a folder. Tap or press the Menu key. Tap Rename folder. Type a new name for the folder. Tap OK. To delete an folder, in the app, tap. Tap a folder. Tap or press the Menu key. Tap Delete folder. Tap OK. Delete an You can delete multiple messages at a time. 1. In your Inbox or an folder, tap the letter icon or photo beside one or more messages. 2. Tap. Tip: To delete more than one at a time, tap multiple messages before you tap. Contacts You can use the People app in your work space to access work contacts and add new contacts. Add a contact Contacts that you add on your device are synced with your work account. 1. In the People app, tap. 2. Enter the details for the contact. 3. Tap Done. Edit contact information 1. In the People app, tap a contact. 2. Tap or press the Menu key. 3. Tap Edit. To add an information field (for example, to add a phone number), tap Add another field. Tap a field. To edit contact information (for example, to change the contact's name), tap the applicable field. Type the new information. 4. Tap Done. 8

9 Call or a contact In the People app, tap a contact. To call the contact, tap a phone number. To the contact, tap an address. Set up a custom audio notification for a contact You can assign a unique system sound to a contact. The sound plays when you get an from the contact. 1. In the People app, tap a contact. 2. Tap VIP. 3. To edit the default notification settings, from your VIP contact, tap > Edit. 4. Tap the name of the current notification sound, then tap the sound you want to play when you get a notification. Tap OK. 5. Tap Play sound when and choose one or more of the following: To play a sound when you get an directly from your contact, select the in the From: list checkbox. To play a sound when your contact appears in the Cc field, select the in the CC: list checkbox. To play a sound when your contact appears in the To field, select the in the To: list checkbox. 6. Tap OK. Calendar With the Calendar app, you can access your work calendar events, create new events, invite participants, and reschedule or cancel events. Change calendar views You can view your calendar by day, week, or month. You can also view a daily agenda. 1. In the Calendar app, tap the date in the upper-left corner of the screen. 2. Tap Day, Week, Month, or Agenda. 9

10 Add a calendar event 1. In the Calendar app, tap or press the Menu key. 2. Tap New event. 3. Enter the information for the event. To invite participants to an event, tap the Guests field. Start typing contact names. 4. Tap Done. Reschedule an event If you're the organizer for an event, you can reschedule it. 1. In the Calendar app, tap an event. 2. Tap. 3. To find a time that works for all the participants, tap Scheduling Assistant. Add invitees, a duration, and a deadline, and tap Check Availability. 4. Change the From and To times for the event. 5. Tap Done. An updated invitation is sent to all participants. Respond to an event invitation Meeting and event invitations appear in the app. You can accept an invitation, tentatively accept an invitation, or decline an invitation. 1. In the app, tap an event invitation. 2. Tap Yes, Maybe, or No. Invitations that you respond to with Yes or Maybe appear in the Calendar app. Send a quick message to event participants If you will be late for a meeting, or if you can't attend a meeting, you can send a pre-written message to the other participants or you can write your own message. 1. In the Calendar app, tap a meeting. 2. Tap guests. 10

11 Tap a pre-written message. To write your own message, tap Write your own. Type your message. 3. Tap. Tip: You can edit the pre-written messages. In the Calendar app, tap settings > Quick responses. Tap a message. or press the Menu key. Tap Settings > General Cancel an event If you're the organizer for an event, you can cancel it. 1. In the Calendar app, tap an event. 2. Tap. A cancelation is sent to participants. Change Calendar settings You can change how you're notified about events, set your office hours, change default reminder times, and more. 1. In the Calendar app, tap or press the Menu key. 2. Tap Settings > General settings. To show the events that you decline, clear the Hide declined events checkbox. To change the day of the week that your weekly calendar starts on, tap Week starts on. Tap an option. To change your office hours, in the Office Hours section, change the Start time, End time, Start day, or End day. To receive an audible reminder before an event, select the Notifications checkbox. To change the sound, tap Sound. Tap an option. To receive a pop-up reminder before an event, select the Pop-up notification checkbox. To change the default reminder time, tap Default reminder time. Tap an option. Work Browser With the Work Browser, you can securely browse your work intranet and the Internet. You can open websites on multiple tabs, add bookmarks to frequently visited websites, and download files. Visit a website 1. In the work space, tap the Work Browser icon. 11

12 2. In the address bar at the top of the screen, type a web address or a search term. Open a new browser tab 1. In the Work Browser, tap. 2. Tap. 3. Browse to a website. To switch between open tabs, tap again, and tap a tab. Download a file from a website You can download PDF documents, Microsoft Word documents, Microsoft Excel spreadsheets, Microsoft PowerPoint presentations, and other media files from websites. On a website, tap a link for a file. The file is downloaded on your device, and you can access it in the Downloads application. Add a website to your bookmarks 1. On a website, tap or tap the Menu key. 2. Tap Save to bookmarks. If necessary, type a new label for the bookmark in the Label field. To save the bookmark on the home screen in your work space, in the Add to drop-down list, select Home screen. 3. Tap OK. View your bookmarks or browser history 1. In the Work Browser, tap or press the Menu key. 2. Tap Bookmarks. To see your bookmarks, tap the Bookmarks tab. To see your browser history, tap the History tab. 12

13 Change browser settings 1. In the Work Browser, tap or press the Menu key. 2. Tap Settings. To change the home page or autofill settings, tap General. To change the information that your browser remembers (such as passwords) and to clear browser information, tap Privacy & security. To change accessibility settings, such as the zoom rate and font size, tap Accessibility. To change the search engine, open tabs in the background, turn on JavaScript, and block pop-ups, tap Advanced. To change how webpages and images are downloaded, tap Bandwidth management. Phone With the Phone app in the work space, you can make calls as you normally would. You can also access phone numbers for the contacts who are saved in the People app. Make a call In the work space, tap the Phone icon. To call a contact, type a name in the field at the top of the screen. To dial a number, tap the dial pad icon at the bottom of the screen. Dial a number, and tap the phone icon. To end the call, tap the red phone icon. Downloads The Downloads app provides a convenient spot for you to find all of the files that you download from the Internet and messages. Open downloaded files You can open supported pictures, videos, music, documents, spreadsheets, and presentations. 1. In the Downloads app, tap Secure Downloads. 13

14 2. Tap a file. Sort your files You can sort files you download by the name, date changed, size, or file type. You can also share downloaded files by using the app, and you can delete files. 1. In the Downloads application, tap. 2. Tap an option. Attach a downloaded file to an 1. In the Downloads app, touch and hold a file. 2. Tap. The file is attached to a draft . Media With the Media app, you can find the pictures, music, and videos that you download from or the Work Browser. You can create slideshows from your pictures, and share media files with your work contacts. Attach a media file to an or a text message 1. In the Media app, tap a media file. 2. Tap Share. 3. Tap or Messaging. The file is attached to a draft or text message (SMS and MMS). Create a slideshow You can create a slideshow from a folder in the Media app. 1. In the Media app, tap a folder. 2. Tap > Slideshow. 14

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