My Working Group Appointments
Here you find an overview of all your appointments in all of your working groups sorted by date.
You can transfer all the working group appointments into Outlook on your Personal Computer (PC), please use the "export" button at the top.
You can also export individual appointments into Outlook. First change into calendar view ("show calendar"). In the calendar view you can view all the appointments for the day, week or month. If you wish to see further appointments, scroll through the calendar (month) by using the arrows (forwards or backwards) or by choosing a month/day by using the downward-pointing arrow.
To export an individual appointment use the yellow "export" sign, which is added to each appointment.
Unfortunately, synchronizing with Outlook is not possible yet.
Appointments are created within working groups. To create a new appointment first go to the relevant working group under "working groups" on the left hand menu (see chapter "Calendar"). To edit an existing appointment , click on the title, but you need administration authorization to do so.
Here you see the overview of your received messages, including those sent directly from the system. For example, a message stating that a new article has been published in a working group, as well as messages sent from other Baobab users. The message overview structure includes:
Status: Read or unread – if the envelope is closed, it means the message hasn't been opened. If the envelope is open, it means the message has been opened.
Subject: If the subject is appears in bold type, the message has not been opened. You can also see the sender, the date and time, and the priority. Messages sent via the Baobab system are labeled with [baobab].
Delete: If you wish to delete a message, click on the trashcan symbol. You can sort the contents of each column by clicking on the column title.
Send a new message: To send a new message click on the "New message" button in the action tab. A new message window will open.
To send a message, type a name or email address in the "Recipient" field. A drop-down list will open automatically including all the Baobab users that were found. Select an entry from the list and click on the "Add" button. If you wish to send the message to multiple users, then repeat this step. If you wish to send an email to someone who is not registered as a Baobab user, then simply type their email address and click on "Add". Should you wish to delete a recipient from the recipient list, then click on the trashcan symbol behind the name of the relevant user. The "Subject" and "Text" fields are compulsory.
Add the message's priority. Enter the message text in the text field.
Now you can attach documents to your message. There are two ways to do this:
1. You can upload a document or file from your local hard drive or computer. Choose a name for the document. Click on the "Select" button. Here you see the overview of your own documents on your hard drive. Choose the relevant file and highlight it. Now you can upload the document from your local drive. Click on "Upload document" to do this. A progress bar shows you how long this will take. When the upload is finished the attached document will be shown. If you want to add multiple documents, you just repeat this step.
2. You can use a document from the "My Documents" area of "My Baobab". Click on the button "Add from "My Documents". Here you see the overview of the "My Documents" area which you have already created within Baobab. Choose the relevant file and highlight it. Now you can upload the file from your personal "My Documents" area into the working group. To do this, click on the "Add document" button. When the upload is finished the document will be shown. If you want to add multiple documents, you just repeat this step.
If you wish, you can also delete the attached document. To do this click on the delete button – the trashcan – in the overview screen of the attached documents.
If you want to add multiple documents to an article, you can compress them and then add them as a zip file. The zip file format is a data compression and archive format. A zip file contains one or more files that have been compressed, to reduce file size. Therefore you need a special programme. There are a number of excellent zip utilities available, e.g. WinZip. If you add your documents compressed in a zip-file, the recipient will receive this message with all attachments automatically extracted (unzipped) in single documents.
To send the message click on the "Send" button in the action tab. You will receive confirmation that the message has been sent. The message overview will be displayed again.
If you often use a special working group, you can choose this as a 'favourite'. This means with one click you can get to the exact place.
You can create a favourite from anywhere in Baobab. Your Baobab favourites allow you to navigate quickly within certain areas in Baobab. To add a favourite, click on the "Add to favourites" button under the actions tab. After clicking this a form opens. This form helps you to describe the new favourite. Give the favourite a relevant title and description, and then save these details by clicking on "Save" in the actions tab. The title and description are then shown under "My Baobab". Your favourites can also be shown on your portal page.
Under "My Favourites" you can see the overview of your favourites. In the first column you can see a symbol that shows you which area the favourite came from (e.g. articles, messages, forums). In the second column you can view the title you have given the favourite. The title contains a link and by clicking on it you can go directly to the relevant area in the system. The description is shown in the next column. The paintbrush symbol represents the edit function. If you want to change the title or description of the favourite, click on this symbol.
You can upload personal documents here. The documents can only be viewed by you. You can also use these documents in other areas, (e.g. articles), and then make them publicly available.
To upload, use the "Upload new document" button.
Type in the title of the document. Click on the "Browse" button. Here you see the overview of your own documents on your hard drive. Choose the relevant file and highlight it. Now you can upload the document from your local drive. Click on "Upload document" to do this. A progress bar shows you how long this will take. When the upload is finished the attached document will be shown.
Do you often work together with several colleagues who also have access to Baobab? If so, you can add your colleagues' contact details to your personal contact list. You can then see all the colleagues you have added to your contacts in "My Contacts".
The overview list
In the second column of the overview list you can see the online status of your contacts. If a colleague from your contact list is online in Baobab at the same time as you, their status symbol will be coloured. By clicking on this symbol you can send an invitation to chat to this contact. When your contacts are offline, their status symbol is grey.
The second column shows the names of your contacts followed by their email addresses. In the last column is the delete symbol – the trashcan. Use this to delete a contact from your contact list.
Creating a new contact
To add a new contact to your contacts list, follow these steps:
Step 1: In the search window in the heading area type the name of the contact you wish to add and click on the search button.
Step 2: From the results list select the desired contact. The details of the contact will then be shown.
Step 3: Click on the "Add to contact list" button within the action tab. You will receive confirmation that the contact has been added to your contact list.
In this area you can change your personal details.
When you open your profile, the first tab shows your general information, such as title, name, position, email address and language selection. If you need to make changes here, edit the relevant details and then click on "Save" within the actions tab.
Here you find your personal login name.
Here you find your member organisation. You could add additional information such as your phone number, fax, another email address, your area of operations and your foreign language competence.
In your personal settings you could choose several options:
Email notification: administrators in your working groups could send to all users in the group an email, informing them about new articles or new appointments. Each user can decide whether he wants to receive this email notification or not. The notification will be sent to the email address you have under "General Information"
Online status: your friends in "My contacts list" will receive a message, if you are entering Baobab so that they could go for example for an online 'chat' with you (See chapter "My Baobab/My Contacts"). If you don't want to be disturbed, choose the option "invisible"
Show Tooltip: The tooltip (or infotip) shows additional information or special reference by putting the mouse cursor over (put the cursor over a title or user name without clicking)
Changing your password
If you wish to change your password, click on "Change password" in the action tab. You can now give yourself a new password. Your password must consist of at least 6 characters. For security reasons you must use a mixture of small and large letters as well as at least one number.
Add a photo
If you like to add a photo to your user account, press "Edit photo", go on "Browse", choose the relevant photo from your local drive and highlight it. Now you can upload the photo. Click on "Upload". A progress bar shows you how long this will take. When the upload is finished the photo will be shown. Now save this step.