Personal calendar

  1. Add an event [top]
    In the New menu, select Event or click in the corresponding timeslot.

    Events have a default duration. You can change it in the Preferences.

  2. Add an "all day" event [top]
    In the New menu, select Event or click in the corresponding timeslot. Then, tick the (day) checkbox. The all-day event appears at the top of the page.
  3. View event details [top]
    You have 3 options:
    • Click on the event and then on Edit in the info bubble that appears.
    • Double click on the event, with the left mouse button.
    • Click the right mouse button to display the Actions and select Open
  4. Duplicate an event [top]
    If you need to create an event similar to an existing event, select Duplicate in the Actions of the existing event, make the necessary changes and click on Save to create the new event.

    If you need to create many similar events, maybe you should use Periodicity.

  5. Repeat an event [top]
    Some events occur repeatedly, such as birthdays, some meetings, sport activities, etc. Instead of creating an event each time, you can create a single event and define the periodicity pattern.

    Display the event details and go to Periodicity. Tick the Enable checkbox to choose the options.

    This operation will create an event series. According to the circumstances, you will be able to act on a given event or on the whole series. For instance, if you have a weekly meeting, there will be weeks when the meeting will not occur at all (holidays, etc.). You will be able to create such exceptions without impacting the series. In this case, just delete the corresponding events; Before each action (edit, delete), you will be asked whether the action will impact the selected event or the whole series

    However, if you end up with only exceptions, we advise to use the duplicate feature instead.

  6. Set an event colour [top]
    Different event background colours are available. When creating or editing an event, select a colour next to Colour.

    Colours are only displayed to yourself: you can set a colour for a meeting, but it will only be displayed in your calendar.

  7. Availability [top]
    These options are standards. You will find them in third-party software, such as Microsoft Outlook.
    • Busy: This is the default status for normal events, meaning that you are actually busy because of this event.
    • Free: This means you are still available, despite the event. For instance, you have created an event to remind you that an item will be delivered between 2 and 4 but you are not actually busy waiting for it and unable to do something else. "Free" is the default status for "all day" events because you are at work although it is John's birthday (or even yours).
    • Tentative: This status is for unconfirmed reservations in your calendar. Meetings invitations that you haven't accepted (or refused) yet appear with a tentative status; when you accept them, they switch to the busy status. Use the Tentative status when you create an event which is not sure yet.
    • Out of office: This status means you can't accept events because you are not at the office, for professional or personal reasons. If you want a day off because it's your birthday, create an all-day event and apply this status, instead of the default status (which is "Free", as explained before).
  8. Private events [top]
    A private event does not appear at all to group members, even as a busy timeslot. To make an event private, display its details and tick the Private checkbox.

Personal calendar sharing

  1. Display your Calendar access rights [top]
    In the My calendar Actions, select Access rights.
  2. Default rights [top]
    • View events: all group members may always view the busy timeslots in your calendar. If you wish to hide the busy timeslot itself, create a private event.
    • View event details: yourself.
    • Edit your calendarr (add, edit and delete events): yourself.
  3. Edit access rights in your calendar [top]
    If you wish to allow a member to view your event details, grant him the Read right.

    If you wish to allow a member to edit your calendar (i.e. add, delete and edit any event), grant him the Read and Write right. Do not give this right to just anybody.

  4. Grant access rights to a member [top]
    1. Click on Add.
    2. Select a group this member belongs to.
    3. You can also search for this member by entering his/her name (or part of it) in the search field.
    4. Select the right you wish to grant in the Access rights pull-down menu.
    5. Click on Add.
    6. The member now appears in the rights summary.
    You may select several members.

    You can remove the access rights you have granted at any time.

  5. Grant access rights to all group members [top]
    1. Click on Add.
    2. Select a group.
    3. Select the access right you wish to grant in the Access rights pull-down menu.
    4. Click on Add.
    5. The group now appears in the rights summary.
    Note: If someone joins the group later on, he will automatically be granted the same access rights. If you wish to avoid that, grant rights to the individual members that are now in the group.

    Likewise, if a current member leaves the group later on, he will loose the granted access rights.

    You can remove the access rights you have granted at any time.

Other calendars

  1. Features [top]
    You have only one calendar but you can access to other calendars:
    • Group member calendar
    • Group calendar
    • External calendar
    Besides, you can layer calendars (and include yours in the layering or not).
  2. Manage calendars [top]
    Choose Other calendars in My calendar Actions. Start by adding at least one calendar.

    Note: Your subscription sets the maximum number of calendars you may add.

  3. Add a group member calendar [top]
    In Other calendars, click on Add an internal calendar. Select one or more members and click on OK.

    By default, you will only see busy timeslots. If you have been granted the Read right, you will view event details. If you have been granted the Read & Write right, you will also be able to add, edit and delete events in this other calendar.

  4. Add a group calendar [top]
    If you want to access a group calendar only from time to time, you don't have to add it here. Just select the group name in the environment pull-down menu. Add it here if you have to access it frequently and/or if you need to layer it with other calendars.

    In Other calendars, click on Add a calendar. Select a group calendar by ticking the box in the header, next to the group name and click on OK.

    You always have the Read right in a group calendar: event titles and details will always be displayed. If you have been granted the Read and Write right, you will also be allowed to add, edit and delete events.

  5. Add an external calendar [top]
    An external calendar contains public events (bank holidays, school holidays, sports events, etc.) and is available on the Web (see for instance iCalShare).

    In Other calendars, click on Add an external calendar. Enter an explicit name for this calendar, its address (it must begin with "http://" or "https://"; make sure id does not start with "webcal://"). You can also choose a color for all events of this calendar. Click on URL check and, if the URL is accepted, click on Save. Click on Create. If the address is accepted, the calendar appears in the list.

    These calendars are always read-only: you cannot therefore edit them.

  6. Layering [top]
    When you add a calendar in Other calendars, it is automatically layered:
    • To exclude it from the layering, untick the box next to its name in the left part of the screen.
    • To include it in the layering, tick this same box
    • To hide other calendars, select View only this calendar in its Actions.
    • To edit a calendar, first click on its name in the left part of the screen to select it.
    .When layering is on, each event is displayed with the initials of its owner. External calendars initials come from the name you have given them.

    Note: Your subscription sets the maximum number of calendars you may layer at the same time.

  7. Delete a calendar [top]
    To hide a calendar temporarily, you don't have to delete it. Just untick the box next to its name in the left part of the screen. To delete it from the list, go to Other calendars, bring the mouse on this calendar and click on the Remove icon.

Group calendar

  1. Access to a group calendar [top]
    Select the group name in the second pull-down menu (the default value is "Private").
  2. Group calendar usage [top]
    The group calendar will contain events of interest for all group members.

    According to the access rights you have received from the group administrator, you will be able to add, edit or delete events.

  3. Display a group calendar access rights [top]
    Select Access rights in the group Calendar Actions.
  4. Default rights [top]
    • All group members may always view events and their details. This Read right cannot be removed.
    • Group administrator and co-administrators may always edit the group calendar (add, edit and delete): they are granted the Read and Write right.
  5. Edit access rights in a group calendar [top]
    To allow a member to edit the group calendar (i. e. add, delete and edit any event), grant him the Read and Write right. Don't give this right to just anybody.
  6. Grant access rights to a member [top]
    1. Click on Add.
    2. Select a group this member belongs to.
    3. You can also search for this member by entering his/her name (or part of it) in the search field.
    4. Select the right you wish to grant in the Access rights pull-down menu.
    5. Click on Add.
    6. The member now appears in the rights summary.
    You may select several members.

    You can remove the access rights you have granted at any time.

  7. Grant access rights to all group members [top]
    1. Click on Add.
    2. Select a group.
    3. Select the access right you wish to grant in the Access rights pull-down menu.
    4. Click on Add.
    5. The group now appears in the rights summary.
    Note: If someone joins the group later on, he will automatically be granted the same access rights. If you wish to avoid that, grant rights to the individual members that are now in the group.

    Likewise, if a current member leaves the group later on, he will loose the granted access rights.

    You can remove the access rights you have granted at any time.

  8. Add a group event [top]
    Go to the group calendar and check that you have the right to add events. If this is the case, add an event as you would do it in your private calendar.
  9. Invite all members to a group event [top]
    Tick the Invite all members checkbox so that the event appears in all group members personal calendars. A meeting will be created in all personal calendars.

    Note: this option is available only when creating an event in a group calendar; it is not available for personal events or when editing a group calendar event.

  10. Add a group meeting [top]
    You can create a meeting in the group calendar, so that it is displayed there. You are not compelled to invite all group members.

    If you wish this meeting to appear also in your private calendar, invite yourself. You will find your own name in the group members list, which is not the case when you create a meeting from your private calendar.

  11. Reminders in group calendar [top]
    There are no reminders for group calendar events.

Public access

  1. Definition [top]
    The standard access rights allow data sharing in groups of authenticated users.

    Public access allows you to publish data on the Web: anybody will be able to view them without a ContactOffice account and without any authentication.

    You just have to activate the public access and communicate the URL of a specific data by e-mail, on your Web site, etc.

  2. What is public access for ? [top]
    Private calendar
    You can publish (on your website, for instance) your busy timeslots so that people who wish an appointment with you can suggest a moment that is convenient. The purpose of this feature is to allow someone who does not use ContactOffice (or who does not belong to one of your groups) to view your calendar. Publishing the busy timeslots should be enough.

    Group calendar
    You can publish the events organized by your department, service, association, etc. You will probably want to publish the details for a group calendar.

    A public calendar can be viewed in a light version of ContactOffice or in third-party software.

  3. Availability [top]
    By default, public access is not available. If it is available, Public access is displayed in My calendar actions.
  4. Publish your calendar [top]
    Choose Public access in your calendar Actions. Choose then a publishing mode:
    • View busy/free: only the busy timeslots are displayed, without any indication. Events that you have set as private are not displayed.
    • View details: events subjects and descriptions are published as well. Use this mode with caution.
    At any time, you can stop publishing your calendar by choosing Disabled.
  5. Access a public calendar [top]
    In the public access window, you will find 3 types of addresses, allowing to:
    • View your calendar in a light version of ContactOffice
    • Publish your calendar on a website
    • View your calendar in third-party software
  6. Public access and group calendar [top]
    A group calendar can be published as well. The group administrator, as well as the group co-administrators, may access the settings by choosing Public access in the group calendar Actions.

Delete events

  1. Delete a single event [top]
    Move the mouse to the event to display the info bubble or right click on the event to display its Actions. Then, select Delete.
  2. Delete old events [top]
    Select Delete between 2 dates in a calendar Actions. Choose the 2 dates and click on Delete.

    Be sure to choose the right dates because the deletion cannot be undone.

Layering

    Meetings

    1. What is a meeting? [top]
      An event is turned into a meeting when you invite participants. These participants are selected among group members and contacts (only contacts with an e-mail address can be selected).
    2. Pending meetings [top]
      If you have pending meeting invitations, a red dot appears on the Calendar tool icon. Bring the mouse on the icon to display how much pending invitations you currently have. Go to the Calendar and click on Invitations, below My calendar to display the pending meeting invitations list.

      Note: invitations to past meetings are not counted nor displayed.

    3. Accept or decline a meeting [top]
      The invitation to a meeting is indicated by a pictogram with a question mark. Click on its subject to display the details and choose for an answer:
      • Accept: click on Accept. You can still refuse the meeting later on, by displaying the details and clicking on Refuse?.
      • Refuse and delete the meeting: click on Refuse. You can enter the reason why you decline. An email notification is sent to the meeting creator. Once the invitation is declined, the meeting disappears automatically from your calendar.
      • Refuse but keep it in your calendar: click on Refuse, enter a reason (optional) and untick the Delete checkbox. The meeting creator receives a notification stating you refuse the meeting. This feature is useful if your schedule is changed in the meantime or if you wish to keep track of a meeting without actually participating. Later, you will be able to accept the meeting by displaying the meeting details and clicking on Accept?. The meeting creator will be notified as well. A refused meeting is indicated by a crossed out pictogram.
    4. Create a meeting [top]
      Create an event and enter all necessary data. At last, invite the participants in the Participants section. The persons you last invited are displayed as suggestions. Click on a person name to invite him/her. If necessary, click on Add to access your contacts (private and groups). Tick the boxes to invite participants. You can easily invite all group members by ticking the first box (All members).
      • Participants with a ContactOffice account: the meeting proposal appears directly in their calendar with a flickering question mark. By clicking on the meeting subject, they accept or decline the meeting with a single click. In case they decline, you get an email notification (with a reason for declining if provided) and the meeting disappears from their calendar.
      • Participants without a ContactOffice account: an email will be sent to them with the details of the meeting. They can accept or decline it with a single click. In case they decline, you get an email notification.
      Please note that a meeting that was first accepted can be declined later and conversely.
    5. Group members in your private contacts [top]
      If a group member is also in your private contacts and you invite him from your private contacts, ContactOffice will try to handle him like a ContactOffice user, so that the invitation appears in his account. This requires that one e-mail address matches between the 2 contacts. In other words, the e-mail address you have entered for your private contact must match one of the addresses in the group member Personal data.
    6. Invitations follow-up [top]
      The meeting creator can at any time view the answer of each participant from the participants list. The possible status are: Invited (but no answer), Accepted or Refused. Please note that a participant who has first accepted a meeting may decline it later and conversely.

      The pictogram which signals a meeting in the calendar can change:

      • Figure with a question mark: at least one participant hasn't answered.
      • Crossed out figure: at least one participant has refused the meeting
      • Normal figure: all participants have accepted the meeting
      The participants Actions are displayed when you bring the mouse upon them. The meeting creator can:
      • Send a reminder
      • Delete a participant
    7. Edit a meeting [top]
      Only the creator of a meeting may edit it.

      Details (schedule, subject, description and/or location) or participants can be edited. To make the changes, first click on the meeting subject.

      When the details are edited, the status of the invitations is reset: the participants must accept or refuse the edited meeting. An email notification is sent. You can disable this notification for each meeting.

    8. Cancel a meeting [top]
      The meeting creator may at any time cancel the meeting by deleting it in his own calendar. Delete the meeting as you would delete a regular event. The meeting disappears from the calendar of the participants and an email notification is sent. You can disable this notification for each meeting.
    9. Remove a participant [top]
      You can remove a participant, even if he has already accepted the meeting. Please note that the removed participant will not receive a notification.

      In the Participants tab, display the participant Actions and select Delete.

    10. Repeated meetings [top]
      You can create repeated meetings in a single operation. A repeated meeting is a meeting with the same participants occurring each week, or the first day of the month for instance. Create an event, set the periodicity and then choose the participants.

      Note: participants will get a single e-mail notification for the whole series, instead of an e-mail for each meeting. Participants with a $1 account will view all meetings in their pending meeting invitations (by clicking on Invitations in their calendar).

      Participants will be able to accept or refuse each meeting.

      A repeated meeting behaves just like a repeated event: you will be able to edit (change the schedule, add or remove a participant, etc.) a single meeting or the whole series. You can also remove one or more meetings from the series (because of holidays, etc.).

      If the periodicity is too complex and you end up with a series made only of exceptions, it is advised to create meetings using the Duplicate feature instead.

    Polls

    1. Features [top]
      Not easy to find a date when more than two people are involved! The meeting poll feature allows you to get participants votes on a selection of dates and times. It is much easier to find a schedule that is convenient for all or most participants.

      Note: Participants don't have to own a ContactOffice account. However, they must be in a private or group addressbook.

      There are no group polls. A poll is always created from the private environment and never appears in the group environment.

    2. Access to polls [top]
      Click on Polls in the left part of the screen, under calendars, tags and invitations.
    3. Create a poll [top]
      Select New and follow the wizard instructions.

      After the last step, participants get an e-mail inviting them to participate to the poll by clicking on an hyperlink.

    4. Group members in your private contacts [top]
      If a group member is also in your private contacts and you invite him from your private contacts, ContactOffice will try to handle him like a ContactOffice user, so that the invitation appears in his account. This requires that one e-mail address matches between the 2 contacts. In other words, the e-mail address you have entered for your private contact must match one of the addresses in the group member Personal data.
    5. View votes [top]
      You can view the participants votes anytime by displaying the poll details.

      Please note that participants can change their vote anytime as well, because their agendas can change.

    6. Reminders [top]
      To send a reminder to participants who haven't answered yet, display the poll details and click on Reminders. All participants who haven't answered yet are selected, but you can exclude some of them before you send the reminder.
    7. Choose the final date [top]
      Anytime, you can choose the final date amongst the dates and times proposed to the participants votes. To do this, click on Select in the column of the chosen proposition. Please note that this operation cannot be undone: you won't be able to change the final date.

      Participants get a notification e-mail. Besides, a meeting is created in the virtual office Calendar. It appears in your own calendar, as well as in the calendars of the participants who have an account. Participants without an account can accept or refuse the meeting by clicking on an hyperlink in the notification e-mail.

      What to do if no date is convenient for all participants?

      If this is acceptable, choose the date that is convenient for most participants or for the most important ones. You can also edit the poll and add dates.

      What to do if several dates are convenient for all participants?

      As poll creator, you choose the final date alone.

      What to do if all the dates are not convenient for everyone

      Edit the poll and add other dates. But, sometimes, there is simply no solution.

    8. Edit a poll [top]
      You can change the poll settings anytime. To do this, display the poll details and click on Edit. You can add or delete days and times, add a participant, etc.

      Participants get an e-mail notification if you change dates, times or the participants list. No e-mail is sent if you change the subject or the description.

    9. Close a poll [top]
      If the meeting project is cancelled, or if you can't find a final date, you can close the poll. It is kept in its current state and can still be viewed by yourself and participants. However, votes are not allowed anymore. Besides, you can't edit the poll or choose a final date if a poll is closed.

      Note: A closed poll cannot be opened again. Think twice before closing one.

      Note: Once the final date has been chosen, the poll is automatically closed.

      To close a poll, display its details and click on Close.

    10. Delete a poll [top]
      If you don't need a poll anymore, you can delete it. A poll is deleted for ever.

      To delete a poll, display its details and click on Delete.

    Reminders

    1. Create an email reminder [top]
      Display the event details and select the right reminder type next to Reminder. The reminder is sent to your default e-mail address.
    2. Create an SMS reminder [top]
      Display the event details and select the right reminder type next to Reminder. The reminder is sent to the phone number in your Personal data.
    3. Edit a reminder [top]
      In the event details, next to Reminder, edit the schedule and/or the channel.
    4. Cancel a reminder [top]
      In the event details, next to Reminder, select None.
    5. Agenda by SMS [top]
      In the Calendar Settings, click on SMS. Choose the days as well as the content (the same day or the next day).

      Note: If your agenda is empty for one day, you will receive no SMS.

      You can also make a copy of your calendar on your cell phone by clicking on Send now: the content will be identical to the setting for the automatic mode (the same day or the next day).

      You can edit the settings at any time or cancel the calendar by SMS feature by selecting off all days.

    Search

    1. Search in tools and environments [top]
      The search field is located in the upper right part of the screen. Enter a word or its first letters to launch a search.

      Search and tools:

      • If you are using a tool (Messages, for instance) and launch a search from there, it will search in this tool.
      • If no tool is selected when you launch a search (in the homepage, just after you have logged in, for instance), it will search in all tools. The results list will display the data type for each result. To get back to the homepage, click on the logo in the upper left corner.
      Search and environments :
      • If your private environment is selected when you launch a search (your private documents, for instance), it will search in this environment.
      • If a group is selected when you launch a search, it will search only in this group.
      • You can broaden or narrow the search by clicking on the triangle to display the advanced search options. In the Search in section, select Private or Private + Groups. If you select the latter, search will be done in all groups at the same time.
    2. Advanced search [top]
      Most tools have an advanced search, the search criteria being specific to each tool.
    3. Results [top]
      Results are limited to 200 items and are sorted by relevance.
    4. Last search [top]
      You can display the results of the last search by clicking on Search results in the left part of the screen. They are again sorted by relevancy score.
    5. Search field syntax [top]
      • If you enter several words, you will get data that contain all these words. If you enter "OR" between words, you will get data that contain one of the words.
      • The search does make a difference between uppercase and lowercase.
      • You can add a star (*) after at least 4 characters to search on all words starting with these characters.
      Examples:
      • holiday Hawaii (equal to holiday AND Hawaii) will return data containing holiday and Hawaii .
      • Maui OR Hawaii will return data containing Maui or Hawaii.
      • "great holiday" (with the quotation marks) will return data containing the "great holiday" expression.
      • "info*" will return data containing words starting with info (information, informative, informed, etc.)
      • virus -computer will return data containing the word "virus" but not the word "computer".

    Print

    1. Print a calendar [top]
      Choose a view (day, week, etc.) and select Print in the ... (More) menu.
    2. Print an event [top]
      Display the Actions and select Print.

    Tags

    1. What are tags for? [top]
      Tags allow for organizing your data with labels such as Urgent, Important, etc. and/or by project, client, etc. The first step is to create your own tags.
    2. Access to the tags [top]
      Select any data, display its Actions and select Tags.
    3. Create a tag [top]
      Display the tags of any data and click on Add. Enter the new tag name and choose a color (optional).
    4. Edit a tag [top]
      Tag names cannot be edited. However, you can change their colours.
    5. Delete a tag [top]
      In the left part of the screen, display the tag Actions and select Delete.
    6. Tag an item [top]
      Select Tags in the item Actions. In the tag window, tick one or more checkboxes, depending on the tags you wish to set. Later on, you will be able to select other tags or unselect the current ones.

      Another method: select a Tag on the left without releasing the mouse button and move it to the item (drag & drop). You can also start from the item and drop it on the Tag.

    7. Display data with a given tag [top]
      There are two ways to do this:
      • Click on a tag in the left part of the screen. If the tag list is not displayed, open it by clicking on the triangle. To get back to the normal display, click on the current folder (My calendar, My contacts, etc.)
      • Open the advanced search and select a tag.
    8. Tags and groups [top]
      Tags belong to a person and not to a group: there are no group tags. It is not advised to use tags in a group data.

    Mobile synchronization

    1. Features [top]
      Synchronize your smartphone (iPhone, iPad, Android, BlackBerry, etc.) apps with the ContactOffice Messages, Calendars and Contacts. Access ContactOffice data directly in your phone apps (example: the iPhone Calendar app) and synchronize with them.

      You can synchronize several devices, ContactOffice being the synchronization server.

      Should a problem occur during the synchronize process (lost connection, power failure, etc.), the next synchronization will assume that up-to-date data are on ContactOffice.

      This synchronization keeps the data already present in your smartphone.

    2. iPhone/iPad [top]
      1. Make sure you are connected to a reliable and fast network.
      2. Go to your device 'Settings'.
      3. Select 'Mail', 'Contacts' or 'Calendars'.
      4. Tap 'Accounts', then 'Add account'.
      5. Tap 'Exchange'.
      6. Enter your ContactOffice account information:
        • Address: your ContactOffice email address
        • Password: your ContactOffice password
        • Description: 'ContactOffice'
      7. Tap 'Next' and enter:
        • Server name: www.contactoffice.com
        • Username: LOGIN (your ContactOffice login)
      8. Tap 'Next' and your device will check the configuration. By default, it will synchronize 5 data types (Mail, Contacts, Calendars, Reminders and Notes). Turn off Reminders and Notes because ContactOffice doesn't handle them. Turn off other tools if necessary.
        Tap on 'Save'.
        At this point, data starts being synchronized. The time needed for the first synchronization to complete is related to the amount of data.
      9. By default, your device synchronizes Mail for the last 7 days. You can set a different setting in 'Settings' > 'Mail' > The account description you have chosen > 'E-mails to sync'.
      Note: help for iOS 10.
    3. Android (Samsung, etc.) [top]
      As many versions of the Android platform coexist, it is impossible to give a step-by-step guide for each of them.

      As a general rule:

      1. Make sure you are connected to a reliable and fast network.
      2. Go to your device 'Settings'.
      3. Go to the 'Accounts' tab and tap on 'Accounts' under 'My accounts'.
      4. Tap on 'Add account'.
      5. Tap on 'Microsoft Exchange ActiveSync'.
      6. Enter connection settings for ContactOffice, probably in 'Manual settings':
        • e-mail address: your ContactOffice e-mail address
        • Login: LOGIN
        • Password: your ContactOffice password
        • Server: www.contactoffice.com
        • SSL: yes
      7. Your device now tries to communicate with the server.
        Note: It can take a few minutes for data to show up.
      8. Change the settings to your liking.
      9. Give a name to this connection and tap on 'Done'.
      10. The data sync starts.
        Otherwise, you can start it manually: go back to step 2 and 3 and then tap on 'Sync all'.
        The time needed for the first synchronization to complete is related to the amount of data.
    4. Other [top]
      All devices and software that can synchronize with an Exchange server (ActiveSync protocol) can synchronize with ContactOffice:
      • Windows Phone
      • Windows Mail (Windows 8 & Windows 10)
      • Blackberry: directly for recent versions and through AstraSync for older ones
      • Nokia through "Mail for Exchange"
      • eM Client
      • etc.
      Use as settings your login (LOGIN) and ContactOffice password, your e-mail address and as server name: www.contactoffice.com. Use a secure connection if it's available.

    Synchronization with Outlook

    1. Features [top]
      Outlook (2013, 2016) can synchronize directly with ContactOffice.

      You can synchronize your mail, contacts and calendar between ContactOffice and Outlook. Data in ContactOffice will appear in Outlook, but in a separate account. Data already present in Outlook will not appear in ContactOffice, unless you import them in ContactOffice.

      Note: Outlook will disconnect from the server if the something goes wrong with the sync. To reconnect to the server, select the "Send/Receive" tab, then click twice on the "Work Offline" button.

    2. Settings [top]
      1. Select the "File" tab
      2. Select "Info" in the left column (if not already selected), then click on the "Add Account" button
      3. Select "Manual setup or additional server types". Click on "Next".
      4. Select "Outlook.com or Exchange ActiveSync compatible service". Click on "Next".
      5. Fill in your name, your e-mail address, the server (www.contactoffice.com), your username (LOGIN) and ContactOffice password. Click on "Next"
      6. Click on "Finish"

    Read and write access from third-party software (CalDAV)

    1. Better to use synchronization [top]
      If both your subscription and your device (computer, smartphone, tablet) can handle synchronization, we advise to use the latter. Set-up is easier, there is only one set-up for all tools and synchronization is more robust. However, unlike the protocol explained in this help section, it does not handle group members and group data.
    2. Features [top]
      Calendars can be accessed with read and write rights from CalDAV compliant third-party-software.

      Please read the limitations though.

    3. Meetings [top]
      In CalDAV software:
      • You can accept or decline meeting invitations.
      • It is not possible to create meetings: the participants management appears only if the meeting was created in ContactOffice.
      • However, you can add participants to an existing meeting. These participants must be group members or have their e-mail address in your private contacts, or in a group addressbook.
      • If you delete a participant, he won't be deleted in ContactOffice: therefore, we advise to delete participants directly in ContactOffice.
      • If you edit a meeting, no e-mail notifications will be sent.
      If it does not work as expected, check that you don't have a participant e-mail address in your ContactOffice account. CalDAV software assumes that e-mail addresses are not used by more than one person.
    4. Limitations [top]
      Synchronizing between different software implies limitations:
      • Reminders are not synchronized because they are software specific.
      • For now, tags deleted in the third-party software are not deleted in ContactOffice.
      • If you use the calendar at the same time in ContactOffice and in one or more third-party software: make sure to update the calendar in the third-party software before you make any change from it, otherwise changes made in ContactOffice will be lost.
    5. Compatible software [top]
      Note: Microsoft Outlook has no standard CalDAV capabilities.
    6. Software settings [top]
      The settings depend on the software.

      Lightning

      1. In the "File" menu, select "Subscribe to Remote Calendar".
      2. In the following screen, select "On the network".
      3. In the following screen, select "CalDAV" and enter the following address in the "Location" field: https://www.contactoffice.com/dav/LOGIN/private/events
      4. In the following screen, choose a name and a color (optional). Untick the "Show Alarms" checkbox.
      5. Enter your ContactOffice login (LOGIN) and password.
      Apple Calendar (macOS)
      1. In the "Calendar" menu, select "Preferences".
      2. Select the "Accounts" tab.
      3. Click on the "+" in the lower left corner. In the window that appears, enter a name for this calendar in the "Description" field.
      4. Enter your ContactOffice login (LOGIN) and password in the 2 remaining fields.
      5. Click on the triangle next to "Server options" to unfold and enter the following address in the "Account URL" field: https://www.contactoffice.com/dav/principals/accounts/LOGIN/.
        Note: Do not forget the final "/", otherwise the connection will fail!
      iPhone/iPad
      1. In the "Settings", select "Calendar", then "Add an account"; select "Other", then "Add a CALDAV account".
      2. Enter www.contactoffice.com in the "Server" field.
      3. Enter your ContactOffice login (LOGIN) and password in the remaining fields.
    7. Group member's calendar [top]
      You may access group members calendars provided they have given you the necessary access rights:
      • Any CalDAV software
        In the CalDAV settings, replace your login with the group member's login. Regarding authentication, you still use your own login and password.
      • Apple Calendar (macOS)
        You can also use the delegation feature available in Apple Calendar (it is not available on iPad/iPhone). This feature allows you to access several calendars with a single configuration.

        Go to "Preferences", select the "Accounts" tab and select your existing account. If you have no account yet, create it using the CalDAV settings in this help section. Click on the "Delegation" tab. The members who have given you the right to view their event details appear in the list. Tick the boxes to display the appropriate calendars.

        If you wish to give access to others using Delegation, update your calendar access rights accordingly. Access rights must be changed in ContactOffice. It is not possible to change them in Apple Calendar.

    8. Group calendar [top]
      To access a group calendar, use the following URL:Beware, the group name is case-sensitive: capital letters must be entered as capital letters.

    Read-only access with iCal compliant software

    1. Better to use synchronization [top]
      If both your subscription and your device (computer, smartphone, tablet) can handle synchronization, we advise to use the latter. Set-up is easier, there is only one set-up for all tools and synchronization is more robust. However, unlike the protocol explained in this help section, it does not handle group members and group data.
    2. Features [top]
      Third-party software can connect to ContactOffice, which is a calendar server.

      You cannot add or edit events using such software. The calendars are protected by your usual login and password.

      In your virtual drive, you will notice in the main folders (private + one folder per group) some "calendar.ics" files used for this feature: their size is 0 Kb. These files cannot be deleted.

    3. Compatible software [top]
      Lightning, Apple Calendar, etc.
    4. Software settings [top]
      For your private calendar, use the address:
      https://www.contactoffice.com/docs/LOGIN/private/calendar.ics.

      For a group calendar, use the address:
      https://www.contactoffice.com/docs/LOGIN/GROUP_NAME/calendar.ics

    RSS access

    1. What's RSS? [top]
      RSS will notify you of new items on a Website, RSS is used in a RSS reader. You subscribe to RSS feeds and the RSS reader will refresh them periodically.

      ContactOffice offers several feeds, all protected by your usual login and password.

    2. Available feeds [top]
      Each (private or group) calendar has 4 RSS feeds:
      • Today
      • This week
      • This month
      • 30 days (from today)
    3. Compatible software [top]
      All RSS readers that manage authentication (feeds with login and password): Feedreader (Windows), for instance.

      Note: If you wish to use an RSS reader that can access secured feeds but does not hide the password (Firefox for instance), use the following syntax for the feed URL: "http://login:password@feed_url".

    4. Where to find feeds? [top]
      In a Calendar Actions, select RSS.
    5. Software settings [top]
      1. Click with the right mouse button on the RSS icon and select Copy this link location.
      2. Go to the RSS reader, create a new feed and paste the address.
      3. Enter the virtual office login and password in the RSS reader, and give the feed a name.
      4. Set up the automatic refresh rate in the RSS reader.

    Import - Export

    1. Import [top]
      Before importing, select a private or group calendar. Select Import in the Actions of the current calendar. 2 import modes are available:
      • Import from a file: the file must be in the vCal/iCal format and contain one or more events
      • Import from Google Calendar: this will import all events
      In both cases, make sure that your ContactOffice calendar can accept the number of events to import.
    2. Export [top]
      Before exporting, select a private or group calendar.

      You can export one, several or all the events from a calendar in vCal/iCal format to reimport them in a software compatible with this format:

      • Export only one event: select Export in the event Actions.
      • Export several events: select a view (day, week or month) and select Export in calendar Actions. Select Events on this page.
      • Export the entire calendar: click on Export in the menu bar and then on All events of this calendar.
      Export in PDF exports all events from the current view.

    Settings

    1. Access to Settings [top]
      There are several ways to access the Settings:
      • In the horizontal toolbar, choose the Settings icon.
      • From any tool, click on the "..." button in the Actions and then choose Settings.
      • Click on your name in the right upper part of the screen to display the menu and choose Settings.
    2. Time zone [top]
      Make sure your calendar is using your time zone. This will allow for smooth collaboration with users on other time zones.

      When you go abroad, you can set your calendar to the local time zone. All your events will then display in the selected time zone.

      Note: the selected time zone is also used in the e-mail dates, in the creation and last modification dates, etc.

    3. Default event duration [top]
      Events have a default duration of one hour. You can set a shorter or longer duration that will apply only to new events.
    4. Calendar resolution [top]
      The resolution sets how much content will be displayed on the page. If you have a large screen, you will probably choose a lower resolution.
    5. Agenda by SMS [top]
      In the Calendar Settings, click on SMS. Choose the days as well as the content (the same day or the next day).

      Note: If your agenda is empty for one day, you will receive no SMS.

      You can also make a copy of your calendar on your cell phone by clicking on Send now: the content will be identical to the setting for the automatic mode (the same day or the next day).

      You can edit the settings at any time or cancel the calendar by SMS feature by selecting off all days.

     

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