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Available from Version: - |
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Operating System: Windows |
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empower® Add-in: Brand Control |
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When Word and Outlook are started for the first time after the installation of empower®, the default profile is either automatically loaded or newly created in the background. |
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In Outlook, you will be guided through your first steps. For further information regarding these first steps, see Initially Set up empower® in Outlook. |
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In Word, you can start right away with your default profile. |
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If you want to make changes to your profile or add a new profile, see Manage Profiles. |
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After first startup of Outlook, with empower® installed, you will be greeted by a welcome screen. |
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The welcome screen only appears once after having installed empower® and guides you through the first setup of your signature, which consists of the following components: |
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Your default profile will be loaded automatically. |
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In addition, you can select your company and location. In further steps, you can view your signature in the signature management window. |
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For further information regarding the signature management, see Manage Signatures.
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You can access your profile management via Outlook or Word. |
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To view your profile management in Word, navigate to the group Insert and click the lower part of the split button (Figure 197, “Split ”). |
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A drop-down menu opens. Choose the option (Figure 198, “Option ”). |
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To view your profile management in Outlook, navigate to the group empower Mails and click on the lower part of the split button (Figure 199, “Split Button ”). |
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A drop-down menu opens. Choose the option (Figure 200, “Button ”). |
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A new window opens (Figure 201, “Profile Management Window”). The window offers the same settings in both applications. |
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On the left, the window shows your default profile as well as all profiles you have created so far under My Profiles. Referenced profiles are listed under Referenced Profiles. If you have selected one of the profiles, this profile is shown on the right. |
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To edit a profile, select it from the profile list. It will be displayed in edit mode on the right. |
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Basic information is automatically retrieved from your company’s directory service and synchronized into fields in your profile. Fields that are filled this way are indicated by a symbol (Figure 202, “ Symbol for Automatically Synchronized Data”). empower® frequently synchronizes the data from the directory service to ensure the data is always up to date. |
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A symbol (Figure 203, “ Symbol for Not Automatically Synchronized Data”) indicates that: |
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Fill in any missing data you want to add. Only temporarily change existing data if necessary. |
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To reset a specific profile field, click on the symbol. This will lead to the field being filled by data synchronized from the directory service (if applicable) and thus delete the data you entered manually. |
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If you have finished entering your data, click on the button (Figure 204, “Button to Confirm Profile Data Changes”). If you do not want to save your changes, click on the button . |
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Important
The directory service of your company should always contain up to date and correct data. If you find any of the synchronized information being incorrect or outdated, you can enter the correct information manually into your profile, but you should contact your IT administrator at the same time to have the data in the directory service corrected as well. Once the data synchronized from the directory service is up to date again, click the symbol to reset the profile field(s) to be synchronized from your directory service again.
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To rename a profile, click on the symbol next to the profile name in the list (Figure 205, “ Symbol to Rename a Profile”). |
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Enter the new name in the input field and click on the button (Figure 206, “Button to Confirm New Profile Name”). |
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To add a translation for a profile, select the language you want to add from the list on the right-hand side (Figure 207, “New Translation”). |
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As soon as you select the language, the translation opens. |
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The data will not be preloaded from the directory service. To add translations, enter the translated values into the input fields. Alternatively, you can click on the crossed-out chain symbol to load data from the directory service, if there is any. |
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If you want to clear the translation completely to fill in values manually, click on the symbol next to the profile name. |
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For further information regarding the editing mode, see Edit a Profile.
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To add a profile, click on the button (Figure 208, “Button ”). |
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Enter the profile name and click on the button (Figure 209, “Add Profile”). The data from the directory service is preloaded. You can now make changes and add data to the profile. |
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If you have finished entering your data, click on the button (Figure 204, “Button to Confirm Profile Data Changes”). |
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Once more than one profile has been created, any of your profiles can be set as the default profile. The first profile, which is created automatically, is first set as the default profile. |
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To manage your default profiles, click on the button (Figure 210, “Button ”). A dialog box opens. |
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In this dialog box, you can set up to three default profiles which will be used to fill in your documents or to create your e-mail signature (Figure 211, “Set Default Profiles”). You can choose from all profiles listed in your profile management window under My Profiles and Referenced Profiles. Adding additional default profiles can be useful if a document template includes multiple placeholders for data from multiple profiles. |
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In addition, you can set a default location and a default language to be used. In the list under Location data, all available companies and their locations are listed (Figure 212, “Location Data”). To add a default company location, choose one from the list. If there is no default location, the document templates will not be filled automatically and empower® will prompt to select a location each time a document template is opened. |
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Under Location data, you can search for the location you want to fill in. To do so, type in the name of the location you are looking for into the input field (Figure 213, “Search for Locations”). The locations that match your search are listed under the companies they belong to. Select the required location from the list. Alternatively, you can browse through the locations and companies manually. To do so, expand the sections for the companies using the little symbol next to the company name. |
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If your search input does not lead to any result, a message is displayed in the dialog box (Figure 214, “No Search Results”). |
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To abort the search, click on the symbol in the input field (Figure 215, “Abort Search”). All available locations will be listed again. |
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In the drop-down menu under Translation, all available languages are listed (Figure 216, “Translation”). To add a default translation, choose a language from the list. The language setting is decisive for the display of the referenced profile and company data. Information that is maintained in empower® by your empower® Administrators in multiple languages is displayed according to the selected language. Also, signatures are created by completing signature templates with labels and data in the specified language, if available. For example, a referenced country (e.g. Germany) from a location is mapped as Germany or Deutschland, depending on the language selection made. In empower®, the translation labeled Default can be configured for language settings by your administrators. Typically, this default is set to English. If Default is selected, the document template is filled according to the set translation language labeled as default. |
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If you have finished, click on the button (Figure 217, “Button ”). Your settings are saved. |
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Depending on your permissions, you will not see all available locations and companies in the list. Therefore, you only see locations and companies that are relevant for your work.
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Depending on the setup in your empower® Environment, the range of available languages you can choose from may vary.
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When someone is out sick or on vacation, it can be helpful to be able to send e-mails on someone else's behalf using their signature. Therefore, empower® offers the option to reference profiles other than your own. |
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Once a user has set up a default profile, you can search for it via Search for users (Figure 218, “Option Search for users in Profile Management”). |
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To find their profile, type in the first and/or last name of your colleague and press or click on the button (Figure 219, “Button ”). |
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You will receive suggestions that match your search. To add the user's profile to your reference profiles, click on the symbol next to the profile in the profile list (Figure 220, “ Symbol to Add Profiles”). Your colleague's profile will now appear under Referenced Profiles in the profile list. Unlike your own profiles, you cannot edit your colleagues' profiles in the profile management window. |
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Important
The sender address displayed when an addressee receives an e-mail will always be the mailbox (e-mail address) you’ve been logged in to whilst creating a new e-mail. Using a signature that is based on a referenced profile does not affect from which mailbox the e-mail is sent.
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The button is grayed out if there is no profile for the entered name.
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If you have already added the user's profile to your reference profiles, a dialog box opens (Figure 221, “Dialog Box for Referenced Profiles”).
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To delete a profile, click on the symbol next to the profile in the profile list (Figure 222, “ Symbol to Delete a Profile”). A dialog box opens. |
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To confirm the deletion process, click on the button (Figure 223, “Button to Confirm Deletion of a Profile”). |
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Note
If you delete a profile from the list My Profiles, it will be deleted completely and cannot be restored.
If you delete a profile from the list Referenced Profiles, it will only be deleted from your list of referenced profiles. The profile can then be referenced again.
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