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The FirstClass Applications Home • Help • Client Help • The FirstClass Applications   Introducing the FirstClass Applications What is FirstClass? About FirstClass Connecting to your FirstClass server FirstClass window components The main pane Your FirstClass Desktop About the FirstClass applications Mail Creating a message Replying to a message Forwarding a message Downloading an attached file Checking whether a message has been read Calendaring Working with calendars Viewing calendars Creating an event Creating a task Contact management Saving addresses for future use Adding a contact Creating a mail list Conferencing About conferences Instant messaging Responding to an instant message invitation Contributing to an instant message Joining a public chat room Starting a private instant message Workspaces About workspaces Creating workspaces Documents About documents Creating documents Web publishing Creating a web site Creating content for your web site File storage Files stored in containers Copying files to containers Copying files to your computer Bookmarks About bookmarks Creating bookmarks Bookmarking a web page Importing your browser's bookmarks Keyboard shortcuts Keyboard shortcuts Copyright  2001, 2006 by Open Text Corp. Open Text Corp. 905-762-6000 or 1-800-763-8272 Web: www.firstclass.com Want to know more? You'll find detailed information about using FirstClass in our online help. To open help: •       choose Help > Contents to get information on how to use FirstClass •       press F1 when you have a form open to get information about that form •       click Help on the toolbar to see an introduction to the container you have open. Notices You must accept the FirstClass License Agreement before you can use this product. If you do not accept the terms of the License Agreement, do not install the software and return the entire package within 30 days to the place from which you obtained it for a full refund. No refunds will be given for returned products that have missing components. Information in this document is subject to change without notice. Certain features and products described in this document may not be currently available in all geographic regions. Distribution or reproduction of this document in whole or in part must be in accordance with the terms of the License Agreement. All rights reserved. FirstClass, Centrinity, Livelink, Open Text and other trademarks and the associated logos used herein are trademarks of Open Text Corporation and/or its subsidiary used under license. All other trademarks are property of their respective owners. This version of the help applies to FirstClass Version 8.3 and all subsequent versions and modifications until otherwise indicated. What is FirstClass? About FirstClass FirstClass is a collection of applications that let you organize your work and collaborate with others. The FirstClass system consists of two parts: a server that stores your work and a client that connects you to the server. You install the client on your own computer. Connecting to your FirstClass server This procedure applies to registered users. If you are a guest user, just update "Address" as described here and select "Guest". 1       Double-click the FirstClass icon. 2       Update the FirstClass Login form. Address The settings file for the server to which you want to connect. If the settings file isn't listed here, click Browse to search for the file. Registered user Make sure this is selected. User ID Your user ID on this server. Password Your password on this server. 3       Click Login to open your FirstClass Desktop. FirstClass window components Component Additional information A menu bar Lets you choose commands. We document menu commands like this: File > Delete which means choose Delete from the File menu. B toolbar Each window has its own toolbar. Clicking a toolbar button is the same as choosing the action from the menu. You can customize each toolbar as described in our online help. C main pane Displays the contents of an open container or an open object such as a message. This pane can take up all the space below the toolbar, or it can be shown to the right of the navigation pane. D navigation pane Displays a hierarchical (tree) view of FirstClass objects on top, and, when you are at your Desktop, a navigation bar on the bottom with buttons that you can click to launch FirstClass applications. To show or hide the navigation pane, click this button at the bottom left of the window: The main pane Component Additional information A summary bar This bar shows: •       the container name •       a summary of container contents •       the server and your user name •       much free space you have left on the server •       whether other users have the container open •       the permissions you have in this container. B upper pane The main pane is often split into two panes. The upper pane is normally shown in icon view. C lower pane The lower pane is normally shown in list view, which presents information about each object in columnar format. You can change the sorting and grouping of these objects as described in our online help. D reading pane Displays the contents of a selected object. The reading pane can be displayed below or to the right of the objects in the main pane. To toggle the reading pane on and through these positions, click this button at the bottom right of the window: Your FirstClass Desktop Once you are connected to your server, your Desktop opens. Your Desktop gives you access to the FirstClass applications. Your administrator may have added other objects to your Desktop, such as conferences, and customized the general Desktop appearance. To open objects on the Desktop, double-click them. To select objects, click them. About the FirstClass applications The FirstClass applications are: mail Private email. You, and all FirstClass users, have a personal Mailbox. calendaring Online scheduling of events and tasks. You have a personal calendar, and you may also have access to public calendars. contact management Information about your personal contacts. You have a personal Contacts folder, and you may also have access to public contact databases. conferencing Online forums primarily intended for discussions on related topics. instant messaging Real-time, online chats with others who are also online. workspaces Online forums designed for workgroup collaboration. documents Useful for recording information that you want to keep on a long-term basis. web publishing A tool for building your own web site. file storage A place to store uploaded files of various media, such as pictures and sounds. bookmarks Links to FirstClass objects and web pages. The mail application Creating a message 1       Choose Message > New Message to use the standard message form. To use another message form, choose Message > New Message Special, then the appropriate form. If you decide you want to use another form, choose File > Delete with the first form still open. 2       Address the message. Tips for entering recipients' names: •       All users and conferences known to the server (including names you added as personal addresses and mail lists) are stored in the Directory. To address a message to any user or conference in the Directory, you can type a partial name. A list of all names that match opens. Double-click the name you want. •       If you are in a conference, your new message is automatically addressed to that conference. •       You can drag names from other messages or documents to the appropriate field in your message envelope. •       You can open a preaddressed message by choosing Create Mail To from the context menu at an occurrence of a name in locations such as the Directory, the Who's Online list, and a message. 3       Type the message body in the lower pane of the message form. You can copy material from other sources, format it, and edit it as described in our online help. 4       Attach a file to the message by choosing File > Attach, if desired.         Shortcut Drag a file to the message envelope. You can also use this method to attach FirstClass objects, such as documents, or files attached to other messages. 5       Send the message by choosing Message > Send. Replying to a message Messages work the same way whether you are in your Mailbox or a conference. An unread message has a red flag beside it. To read a message, double-click it. To reply to a message: 1       Select or open the message. 2       Select any text that you want to quote in your reply. If you want to quote the entire message in your reply, choose Message > Reply Special > Reply with Quote. If you choose this, you can't choose any of the directed reply options below. You can only send the reply to your default recipients, or update the envelope manually. 3       Create a reply in one of the following ways: To Do this create a reply addressed to your default recipients as specified in your preferences For information on setting your reply preferences, see our online help. Choose Message > Reply. create a reply addressed to recipients other than your default recipients Choose Message > Reply Special, then one of the following: Reply All Creates a reply addressed to the sender and the other original recipients. The sender's name is placed in the "To" field. The original recipients are placed in the "Cc" field. Reply Sender Creates a reply addressed to just the sender. Reply Conference Creates a reply addressed to just the conference that contains the message. Reply Original Author Creates a reply addressed to just the original sender of a forwarded message. 4       Type your reply in the body of the reply message. 5       Send the message. Forwarding a message To forward a message to someone else: 1       Select or open the message. 2       Create a copy of the message (including any attachments) by choosing Message > Forward. 3       Address the message. 4       Make any changes you want to the message body. 5       Send the message. Downloading an attached file 1       Select the attachment in the message envelope. 2       Choose File > Save Attachment. 3       Select the location on your computer where you want the file to be saved.         Shortcut Drag the attached file to the desired location. To preview an attached file before you download it, double-click it. Checking whether a message has been read To see the history of a sent message, including who has read it, choose Message > History with the message selected or open. The calendaring application Working with calendars You can use a personal calendar (which can record both events, such as meetings, and tasks, such as submitting a report), and look at other users' calendars and public calendars. To open your personal calendar, choose File > Open > Calendar. To open another user's calendar, open the context menu from the user in the Directory, Who's Online list, "To", "Cc", or "Bcc" fields of a message, or the "Participants" field on an Instant Message form, then choose Open User Calendar. Overdue tasks are shown in red. Completed tasks have a red line drawn through them. Viewing calendars You can view a calendar in the same ways as your Mailbox, a conference, or a folder. In addition, there are special calendar views, as in the following example: To view the active pane of a calendar by month, week, work week, or day, click the appropriate toolbar button. Day view shows the most detail, in time slots. Tasks and untimed events are displayed at the top of this view. Show Today List shows a list of all events that take place today, and tasks that start today or are ongoing. It also includes a mini month pane: If you have a split view, you can select dates on the mini month pane to display those dates in the other pane. Click the buttons in the mini month pane to change months or years. To Do this scroll from one month, week, or day to the next (or previous) Click the browse buttons at the top right of the calendar. go to the current month or week Click Today. view details of an event or task Double-click it. You can also see partial details in an event or task's tooltip. Creating an event 1       Choose File > New > New Event.         Shortcuts To create an event that starts on a particular day, double-click either the blank space under the day you want or the date itself. You can also open the context menu from the day, then choose New Event. You can also add an event by clicking the date and typing the event name right in the calendar, then pressing Enter/Return. To change the default start and end times, hover the cursor over them and drag when the cursor looks like a clock. To color the event, choose Color from the context menu. If you need to add any other details, open the event. In day and work week views, click the start time you want and type the event name, or click the start time and Control-drag (Windows, Linux) or Option-drag (Mac) to the end time. Double-click to open the event. 2       Update the basic event information on the Event tab of the Event form. 3       Update the other tabs on this form as required. To invite participants, book resources, and check for conflicts, use the Participants tab. To make the event show up repeatedly on the calendar, use the Advanced tab. 4       Attach files or add content to the body just as you would for a message, if desired. 5       Click Save and Close. The event is added to your calendar and the calendars of all participants and booked resources. You can open an event to change its details. You can also drag an event to a new start date on the calendar, or from one calendar to another. Creating a task 1       Choose File > New > New Task.         Shortcuts To create a task that starts today, double-click within the blank space in the Today list. To create a task that starts on any other particular day, open the context menu from that day, then choose New Task. You can also add a task that starts today by clicking the Today list and typing the task name right in the Today list. To color the task, choose Color from the context menu. If you need to add any other details, open the task. 2       Update the basic task information on the Task tab of the Task form. 3       Update the Advanced tab, if you want to color the task or supply additional information. 4       Attach files or add content to the body just as you would for a message, if desired. You can open a task to change its details. To change the task status, choose the appropriate status at "State". You can also drag an unopened task to a new start date on the calendar or from one calendar to another, or change its status to Completed by clicking the task checkbox. The contact management application Saving addresses for future use You can add addresses and other personal information for your friends and business contacts to your Contacts folder. You can also create mail lists there, if you routinely send messages to the same group of people, and they don't all have access to a FirstClass conference. These contacts will appear in your view of the Directory. Your Contacts folder looks something like this: You can also create public contact databases that let you share contact information with other users. For more information, see our online help. Adding a contact 1       Choose File > New > New Contact. If you want to add the contact to a public contact database, open the contact database before you choose this command. You can also add an address in a message to your Contacts folder by selecting it, then choosing Collaborate > Add to Contacts Folder. 2       Update the New Personal Address form (your form may look different). Creating a mail list 1       Choose File > New > New Mail List. If you want to add the mail list to a public contact database, open the contact database before you choose this command. 2       Update the New Personal Mail List form. The conferencing application About conferences FirstClass conferences are places for you and the others in your organization to exchange information about related topics. You can send messages to conferences just as you do to other users. When a conference contains mail that you haven't read, it is flagged, just like your Mailbox. You can open the conference and read the messages posted there by others. The advantage of conferences over private mail is that all messages concerning the same topic are stored in the same place. And you don't have to address a private message to multiple users or to a mail list that you have to keep up to date. You can simply address it to the conference. Conferences can be created by your administrator, by yourself, or by other users. Your administrator determines which conferences are open to everyone in your organization, and you will see these conferences by clicking the Conferences application button in the navigation bar. The instant messaging application Responding to an instant message invitation If you are invited to an instant messaging session, you will see an invitation showing the name of the user who invited you. To Do this decline the invitation Click Decline. decline without notifying the sender Click Ignore. join Click Accept. The Instant Message form opens and your name is added to the "Participants" list. Contributing to an instant message To contribute to an instant message, type your input in the body of the Instant Message form. You can format your input and embed files just as you can in any content. To add your input to the transcript, click Send or press Enter/Return. You can also: embed a recording Click Push to Talk. Don't release this button until you are finished recording. attach files to the instant message Use the Attachments tab. invite others to join Click Invite. tell people you are temporarily unavailable Click Pause. name an instant message that you started, moderate it, or save the transcript Use the Setup tab. Joining a public chat room A public chat room appears as an icon inside a container. When a public chat room has active participants, a red balloon appears beside the icon: To join the chat room, double-click it. Starting a private instant message 1       Choose Collaborate > Instant Message.         Shortcut Open the context menu from any occurrence of the name you want to invite, then choose Instant Message. If you use this method, skip steps 2 and 3. 2       Click Invite to invite users. 3       Select the users you want to invite. 4       Contribute to the instant message as you would to any other instant message. The workspaces application About workspaces A workspace is a shared area where users in a workgroup have access to FirstClass applications and resources that are of use to the group. As an example, a workspace designed for online meetings may contain: •       a conference for discussions •       a group calendar for scheduling meetings •       a contact database for storing information about contacts who are important to the group