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Quick start

Once you start the mail client for the first time you'll first be prompted to choose an account to login with. Instructions on how to set-up your account can be found here (you will be redirected to OfficeSuite website).

  1. Open Mail
  2. Go to File > Info
  3. Click on Add Account
Please note adding a second e-mail account is a Premium feature.

Calendar

Below is an overview of the main options available in the top ribbon, where the primary options can be found:

New Event - Create a new appointment and set up a date, time, attendence and reminders.
New Items - Allows you to write a new email, create a new event, or a new Folder.
Today - Returns you to the current date on the calendar.
Next 7 Days - Shows today and the next 6 calendar days.
Day - Toggles the Day View on, listing all your appointments for the specific day hour by hour.
Work Week - Displays only work days (Monday-Friday) of the current week.
Week - Displays the current calendar week (Monday-Sunday).
Month - Shows the current month and all its respective events.

The main calendar can be found at the center of the screen and is where the majority of event management takes place. A number of features are in place to make calendar management as quick and intuitive as possible. Below we've detailed some best practices to save you time:

  • Click on a cell in the calendar to quickly create a new event. This can be done by either clicking on the New Event button while the specific date of the calendar is marked, or by directly typing the name of the event into the cell. To select multiple dates use click and drag.
  • Click on a cell followed by the Delete button will delete any events on that date. Alternatively, this can be done with a right-click on the date and selecting the Delete option from the drop-down menu.
  • Double-click on a cell in the calendar to open the New event window. Alternatively, this can be done with a right-click and selecting the New event option.
  • Double-Click on an event to edit its details or right-click and select Open.
  • Events can be moved with a simple Drag & Drop. Moving an event will change its start date (in Month view) or start time (in Day view), while maintaining its duration and any additional details. Note that only one event can be moved at a time.
  • Hovering over the edges of an event will show arrows you can Resize it with. In Month view resizing events is done by moving the arrows Left/Right, while in Day view this is done with the Up/Down arrows. Only one event can be resized at a time.

The mini calendar, located in the bottom left side of the screen, provides an at a glance view of your schedules.

  • Dates containing events are marked with a dot under them.
  • Hovering over a date with an event will show a pop-up with the event's details.
  • A click in the mini calendar's Month view changes the period to display the clicked day.
  • A double-click in the mini calendar's Month view switches to Day view and displays the double-clicked day.
  • Click on the period name directly above the mini calendar and it will zoom out the period from Month to Year > Decade > Century.
  • Click on a cell in the mini calendar to zoom in the period from Century to Decade > Year > Month.
  • Dragging the edges of the mini calendar up or to the right will resize the mini calendar so that it shows more months.
  • Use the arrow keys to navigate to the previous/next period of the same length.

Server Accounts - These are mail accounts which have a calendar server. Any change made to them is synchronized while online. Note that, users with a server account added before OfficeSuite version 3.0 may need to connect their calendar manually.

Local Accounts - These are calendars that remain locally on the user's computer. Any invitations received in mail accounts that don't have a calendar server are added to the local account. Creating a meeting in the local calendar sends invitations from the first mail account without a calendar server. Local calendars support a nested structure, meaning you can create a specific calendar inside another larger calendar.

The Calendar tree view, located on the upper left side of the screen, shows all currently connected calendars. Arrangement of the list is done by account type, Server accounts are at the top of the list, local ones are at the bottom. Management options are detailed below.

  • Selection - The actively selected calendar is the Current one and any newly created events will be added to it by default.
  • Check/Uncheck Calendars - Check a calendar to display its events in the calendar grid along with the others. Events are colored differently depending on the calendar they were added from. Note that you can not uncheck all available calendars, there must always be at least one.

  • Change color - Customize the calendar's colors.
  • Rename - Change the name of the calendar.
  • Copy/Paste Calendar - Copy calendars from one account and paste them to another.
  • Delete - Removes the selected calendar.

Note: Some of these options will not be usable on read-only calendars. The read-only settings can be configured on the calendar server.

Events

  • Not All-day events - Configure how many Minutes/Hours/Days before the start of the event will reminders start to appear.
  • All-day events - Configure how many Days/Weeks before the start of the event will reminders start to appear.
  • Reminder Window - Above we explained the logic behind setting up a reminder, here we're detailing what you see when a reminder activates.
    • The window appears when:
      • The time for an event's reminder comes.
      • On OfficeSuite Mail start up (if there are any non-dismissed alarms).
      • On changing an upcoming event with an alarm which has activated.
    • An alarm entry shows an event's Title, Start and End Date/Time and how much time remains until (or has passed since) the event's start time.
  • Alarms with the icon are for passed events, while those with a icon are for upcoming events.
  • Users can Snooze or Dismiss alarms one at a tap or all at once.
  • For recurrent events, alarms are shown only for the latest occurrence.

  • Start on - Start date of the first occurrence.
  • Repeats - Fine tune when the event will be repeated, these are the available patterns of repetition:
    • Daily - Configure it so it repeats after a set number of days. For example, Every two days.
    • Weekly - Every (configure the number of weeks between occurrences), On (choose week days). For example, repeat Every 2 weeks or repeat On Fridays.
    • Monthly - Every (configure the number of months between occurrences), On: Day (on the same date), The 'th week day (on the same week day of month), The last week day (on the last week day of month). Below we've given examples to better understand the patterns.
      • Every two months.
      • On: Day 14. The event will repeat on the 14th day of the months selected for repetition.
      • The 'th Week Day. For example, The 4th Wednesday of the month.
      • The Last Week Day. For example, The Last Friday of the month.
    • Yearly - Every (five years, for example), On (the same date each year).
  • End on - In other words, start date of the last occurrence. Never (repeats forever), On a date (set the date of the last occurrence manually), After (select the number of occurrences for the event to repeat).

Note: When modifying aspects of an existing recurrent event you will have the option to choose whether you want the operation to be performed on a single occurrence or on all occurrences of the recurrent event. Change on a single occurrence makes it a recurrence exception. This means that the next time you try to modify it, you won't be asked whether to Open/Edit/Delete the whole recurrence. On the other hand, if you decide to apply the change to all recurrent events of the same group this will revert any previously created recurrence exceptions.

  • Add Location - Include the location where the event will take place.
  • Start/End Date - Specify when the event will start and end. All day events appear in the all-day section (on the top) of the Day views (Day, Work week, Week)
  • Description - Here's where you can enter important information regarding the event.
  • Calendar - Choose a calendar in which the new event will be added.

Upon creating an event with attendees an invitation email will be sent to all invited parties and the creator will become the Organizer.

  • Updating meetings - This can be done by the Organizer only. They can change every aspect of the meeting, with the exception of which calendar the event is housed in. (Moving events between calendars is not yet available.)
    • Changing the time of the meeting is a Rescheduling update - Replies sent before the update are invalidated (their status is reverted to "Pending Response") and the invitees that have already replied to the Invitation should reply again.
    • On Save - Once the event is changed and the Organizer clicks Save Invitation Update emails will be sent to all invitees.
  • Cancelling meetings - Once the event is changed and the Organizer clicks Save Invitation Update emails will be sent to all invitees.
    • Mettings can be cancelled only by the Organizer.
    • Upon deleting a meeting a Cancellation email will be sent to all invitees.
  • Invitation Replies - Upon receiving an invitation to an event, invitees can send back replies detailing their status of attendance.
    • Reply Status: Accept, Tentative, Decline - An email will be sent to the Organizer with the selected attendance status. (The status will later appear in the Organizer's People tab).
    • Propose new time - Invitees can suggest a new time for the meeting to the organizer. An email is sent to them with the suggested new time for the meeting. The event is not changed until the proposed time is accepted by the organizer. The available replies to the proposal are:
      • Accept - Invitation Update email is sent to all meeting invitees with the rescheduled time.
      • Reject - Proposal Decline email is sent to the attendee that sent the New time proposal.

UI & Feature Summary

At the top left side of the screen are the main set of options available in the client, these include:

New Mail - Clicking on this option will open a new window in which you can write a new email. All the available options for composing emails are detailed here.
New Folder - Creates a new folder in the folder tree at the left of the screen. Folders are a great way to organize your emails and keep your Inbox less cluttered with various emails.
Delete - Used in cases when an email is not needed, this option removes an email from your Inbox and places it in the Trash folder.
Archive - Similarly to the Delete option, archiving an email is a good way to organize your Inbox and remove unnecessary emails. However, in this case the emails in question are placed in the Archives folder, rather than the Trash bin and can be viewed at any time.
Reply - Write a reply to the sender of an email.
Reply All - Write a reply to the sender of an email, any additional contacts attached to the original email will also receive a copy of the reply.
Forward - Send an email or email chain from any of your folders to another contact.
Read/Unread - Mark a previously read email, as unread and vice versa.
Flag - Mark the email with a red flag, ideal for indicating an email's increased urgency to the recipient, or simply to find it easier within your other emails.
Send & Receive - Manually sync the mail servers and update the list of emails.

The Hamburger icon at the top left side of the screen also holds some important options for managing your mail account. These include:

Info

Provides basic information such as what account is currently active (as well as an option to add a different one), the holder's name, some basic server information and more.

OfficeSuite Account

Logging into your OfficeSuite Account allows you to make the most of your OfficeSuite experience and take advantage of many perks such as free cloud storage for documents on MobiDrive, as well as synchronizing of all your documents with OfficeSuite for Android. For logged in users an option titled Manage Account will be visible, clicking on it will redirect you to the OfficeSuite Now website where you can view and change your account details.

Close

Closes the program altogether.

Settings

  • Update Options - Pick whether updates will be automatically installed once available, receive a notification when an update is available or never update at all.
  • Display Language - Choose the display language for the mail client.
  • System Integration - Check whether OfficeSuite Mail is your default program for receiving emails and if it isn't you can quickly set it as the default.
  • Shortcuts - Shows a list of available keyboard combinations for some of the most often used features of the mail client.

Contact Support

Redirects you to the OfficeSuite Now website, where you can contact our customer support team for any issues with the Mail client you may have.

Help

Opens this help documentation.

About

Shows you the OfficeSuite version you're using.

Previous - Go back to the previous email in your email list.
Next - Go forward to the next email in your email list.
Filter - Filter your inbox to show you only unread or flagged emails.
Arrange by - Select the order in which your emails will be arranged. Options there include:
  • Unread - All unread emails will be placed at the top of the email list.
  • From - Arranges the emails according to sender of the email.
  • Subject - Arranges the emails in alphabetical order according to the email's subject.
  • Flagged - All flagged emails will be placed at the top of the email list.
  • Attachments - All emails containing an attached file will be placed at the top of the email list.
  • Drafts - Places all draft emails at the top of the email list.
  • Date - Arranges the emails according to their date.
  • Ascending - Orders the emails in such a way that the oldest ones will be at the top of the email list.
  • Descending - Orders the emails in such a way that the oldest ones will be at the bottom of the email list.
Reading Pane - Select whether the Reading Pane will be at the right or the bottom of the Mail client's interface.

Reply - Write a reply to the sender of an email.
Reply All - Write a reply to the sender of an email, any additional contacts attached to the original email will also receive a copy of the reply.
Forward - Send an email or email chain from any of your folders to another contact.
Print - Print out any email, granted you have a printer connected to the computer.
Mark as Read/Unread - Mark a previously read email, as unread and vice versa.
Mark All as Read/Unread - Marks a group of emails as Read/Unread.
Flag - Mark the email with a red flag, ideal for indicating an email's increased urgency to the recipient, or simply to find it easier within your other emails.
Move to Junk - Removes the selected email and places it in the Junk folder, but doesn't delete it completely.
Delete - Used in cases when an email is not needed, this option removes an email from your Inbox and places it in the Trash folder.
Archive - Similarly to the Delete option, archiving an email is a good way to organize your Inbox and remove unnecessary emails. However, in this case the emails in question are placed in the Archives folder, rather than the Trash bin and can be viewed at any time.

Send & Receive - Manually sync the mail servers and update the list of emails.
Status - Provides detailed information for activities such as authentication to the server, disconnects and more.
Work Offline - Allows you to organize your emails and even write new ones without having an internet connection. Note that any emails you write at that time will still need an internet connection to be delivered to the recipient.

OfficeSuite Mail Help - Opens this help documentation.
Contact Support - Redirects you to the OfficeSuiteNow website, where you can contact our customer support team for any issues with the Mail client you may have.
Send Feedback - Help us improve the email client by giving us some feedback.

Calibri Font Families – Opens the font menu, which lists your available OfficeSuite fonts in their respective typeface.
11 Font Size – Adjusts font size from a predefined or entered value.
Bold – Embolden text.
Italics – Italicize text.
Underline – Underline text.
Font Color – Specify the text color.
Highlight Color – Specify the highlight color.
Bulleted List – Creates a bullet-style list.
Numbered List – Creates a numbered list.
Align Left – Align the email's text to the left.
Align Center – Align the text to the email's center.
Align Right – Align the email's text to the right.
Justify text – Distribute the text evenly between the email's margins.
Attach Files – Include a file as an attachment to the email.

Once you've finalized your email, you can add the recipient's email using the field labeled To:. At the right of that field are buttons labeled CC (carbon copy) and BCC (blind carbon copy) with which you can add additional recipients to the email. Lastly, the Subject: field below those is used to write what the email is about. After you've entered the email's recipients and subject, clicking on the Send button at the top right corner of the scrreen will finalize the process and send the email.

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