Click2Office

Overview

Click2Office is a web based suite of communication and collaboration tools which enables groups and individuals to access, store and exchange electronic information with a browser.

It s a groupware which helps people work together collectively while located remotely from each other.

Here are the lists of Click2Office main features:

• Email - Sending and receiving emails.

• Address Book - A place to store contact information.

• Calendar - A online schedule which helps you to keep track or your appointments.

• To Do - A list of reminders which telling the tasks need to do.
  

• Notepad - A simple text editor which stores notes and memos.

• Instant Message - Reading internal message or sending message by internal messaging system, SMS and/or email.

• Meeting Room - An online chat place for users.

• Facility Booking - A web-based booking system which helps all members to reserve internal facility.

• Files - A central place for storing and sharing various formats of files.

• Forum - A place which contains different discussion forums where all system users are allowed to read and contributes ideas.

• Customer Services - Recording the products' and customers' details.

• Sales Corner - A place to store sales activities for a company.

• Staff Directory - Viewing of personal information of all Click2Office users.

• Bookmarks - It stores your favourite or useful web or wap addresses.

Address Book

Address Book is a place to store contact information. Users are allowed to import email addresses from Address Book directly. Such function is particularly important to users who send emails to multiple-recipients with Click2Office.

There are three key elements in Address Book.

• Contact: A contact is a person plus its information entry in Address Book.

• List: List is also named as mailing list. A list usually contains more than one contact which helps faster mailing to multiple recipients. For example, if you send an email to a particular list, you are sending the email to all contacts in the list. You should first create a blank list and then edit it to add contacts.

• Company: A company is used to group contacts in terms of the company they are working for. Company is especially useful when Address Book works with Sales Corner.
  

Facility Booking

Facility Booking is a web-based booking system which helps you and all members of staff in your company to reserve internal facility, e.g. conference rooms, projectors or computer notebooks.

All reserved facilities will be shown on the system and all of your colleagues will know it. You may also ask the system to send you reminders as instant message, email or SMS message, to notify you the facility you have reserved is ready for use.

You can read the facility booking record in daily, weekly, monthly or yearly view.

Bookmarks

Bookmarks stores your favourite or useful web or wap addresses. It allows you to access the sites sorted by a single click on the link.

As Bookmarks is web-based, it allows you not only to save addresses for personal use, but also to share any selected ones with others in a group. Once you choose a group for a bookmark, your groupmates can easily get access to it via the internet.

Calendar

Calendar is the online schedule which helps you to keep track of your appointments. You can not only maintain your private calendar, but also share a calendar with your groupmates. Calendar allows you to manage a project and coordinate with others by proper scheduling.

Customer Services

Customer Services allows you to keep records of all responses to customer's requests or enquiries.

Please note that not all users are allowed to use this features. Only those who get the authorization from administrator are allowed to enter this page.

Email

Email is one of the highlighted features of Click2Office. This web-based email program is essential for personal or business communication. You can read, send and manage email easily.

Files

Files are a central place for you and your groupmates to store and share various formats of files. A file can be saved in personal folder for your own use, or in public folders to allow your groupmates to get it, edit it and even upload the modified file to the server again.

Forum

Forum is a place which contains different discussion forums where all system users are allowed to read and contribute ideas. A forum is like a notice board on which users will post messages on a specific discussion topic.

Your system administrator may organize various discussion forums into one folder as categorization. Efficient classification may help you to locate the forums of your interest.

Groups

Groups help you to share your files, notes, calendar or to-do lists with other users. You can create groups and add other users into different groups you created. Whenever you upload a file, create a new note or so on, you can choose to share this file or note with any group you associated with.

This function is especially useful to enhance the communication of a project team or a department.

Instant Message allows you to read internal message or send message by internal messaging system, SMS (mobile phone) and/or email.

There are three types of message you can send with Instant Message:

• Instant Message
  You can send instant message to any other users in the system. The recipient will see your message in his/her Instant Message list.
  
  

• SMS Message
  You can send SMS (Short Message System) message to a mobile phone that supports this service. SMS is a service for sending messages of up to 160 characters to mobile phones that use Global System for Mobile (GSM) communication. As there is character limit, your message should not contain more than 160 characters.
  
  

• Email
  You can send email with Instant Message to any email address even you have no email account at all.

Meeting Room

Meeting Room is designed to provide an online chat place for the user. It acts like a virtual meeting room for you to meet and communicate with other users in real-time.

Notepad

Notepad is a simple text editor which stores notes and memos. You may also use it as a text clipboard which allows you to keep text temporarily.

Unlike other word processor, Notepad is designed for basic text editing. Although it cannot edit font face, bold letter, create table or perform any other sophisticated functions, it is enough and fit for saving either important or temporary notes or memos.

Benefited from the web-based interface, a note can be saved for personal or project-team use. Once you choose the correct folder for your group when saving a note, your groupmates can easily get access to it via the internet.

You may set the preferences of the following features:

• Email
• Address Book
• Calendar
• To Do
• Notepad
• Instant Message
• Forum
• Meeting Room
• Files
• Bookmarks
• Facility Booking
• Sales Corner
• Customer Services
• Staff Directory
• Groups
  

Sales Corner

Sales Corner is a place to store sales activities for a company. The authorized users, mainly sales representatives and managements, can read and keep track of all sales activities conveniently. The advantage of these web-based sales reports is that users can read the most up-to-date information which might have been updated a second ago.

There are tow main terms you need to know before you use Sales Corner:

• Activity:This is the sales activity organized to promote the company's products or services.

• Opportunity: This is the business opportunity that might generate revenue. No deal has been made so far, but the company is working on it.

Staff Directory

Staff Directory allows you to view the personal information of all Click2Office users. As Click2Office is designed for office environment, the user directory is organized in departmental structure. Each user must be under a department.

With the Directory, you can easily get your workmates' email addresses, contact numbers and other useful information.

It is especially useful to those who need to add users to a group. To add users to a group, a correct user name is needed and Staff Directory is a good reference for you.

To Do

To Do is a list of reminders which tell you the tasks you need to do. You may use it to store simple reminders such as departmental task list, shopping list or bill reminder.

It is different from Calendar that a to-do list does not include the exact time log to do the item, but the event item's due date or time.

As To Do is web-based interface, a to-do list can be saved for personal or project-team use. Once you choose a group for a list, your groupmates can easily get access to it via the internet.