Microsoft Office Reference Guide

Mar 26, 2004

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HyperOffice makes it a lot easier for small-business owners, employees, clients, business partners and suppliers to work together as a team, plan projects, share and edit documents, schedule meetings, and stay connected via email -- without having to first shut down the business to earn a degree in computer science.

The company added new features and services to HyperOffice -- business-class email without spam and viruses; document management with online storage, versioning, user rights and workflow; contact management, scheduling, project management, discussion groups, security, backup, designed for growing companies with one to 500 employees.

Up until now getting this kind of functionality required a server-based email solution, generally MS Exchange Server.

"You do not install HyperOffice on your hard drive," says Farzin Arsanjani, cofounder and president of HyperOffice Inc., "Instead, just fire up your web browser. Your office is just a click away."

HyperShare for Outlook has been designed for customers who love Outlook but hate Exchange. Until now Outlook users needing to collaborate (share calendars, contacts, documents and tasks) with colleagues, partners and customers had two options:

Buy, configure, manage and maintain servers and exchange software (not to mention other ancillary software and hardware) --- and go through the painful upgrade cycles
Use a browser-based system for collaboration and use Outlook as client not for collaboration.

Here's how it works. First you obtain your HyperOffice hosted portal account. Then, after you download the HyperOffice synch utility you can easily connect to the portal and synchronize your contacts, tasks and calendar (events, appointments).

Figure 857

What I like about HyperOffice is how much it resembles Outlook, down to the opening page. Notice that there are also Groups that you can customize with your contacts and Company Announcements and an Administration area.

Figure 858

You can create a new calendar event directly within the browser that you use to access the HyperOffice portal. (A single event is actually equivalent to an Outlook appointment; an All Day event is the same as an Outlook event). Reminders are also supported

Figure 859

With the calendar synchronized the Outlook calendar appears in your web browser, along with any events that you continue to add online – which you can then synch back into Outlook. Hovering your mouse over the calendar reveals the event details without having to open them within a new page.

Figure 860

Contacts can be viewed in lists similar to Outlook with all of the same search and sorting capabilities. In addition to Categories, you can also Group your contacts and send email to, for example, all of your "prospects."

Figure 861

If you would want to transfer some other contact database to HyperOffice (as a *.CSV file,) you would try to match, as closely as possible, the field names in the HyperOffice database.

Figure 862

Just like Outlook tasks, the page in HyperOffice lets you prioritize and note the status of complete and incomplete tasks, and have reminders to bug you about them.

Figure 863

Features and services include:

Portal Customization. Business owners and managers now decide which features, applications and services to give an individual employee, group of employees, a department, the whole company - even to partners, suppliers, vendors and customers.
IMAP support. Email is stored on an IMAP server and can be manipulated from a desktop computer at home, a workstation at the office, and a notebook computer while traveling, without the need to transfer messages or files back and forth between these computers.
Interlinking. HyperOffice continually updates the related data. For example, a user may link all related emails, events and documents to a particular contact, creating interlinks that users may track, audit and refer to, as needed.
HyperDrive. HyperOffice now allows users to drag, drop, open, edit and save files and folders into HyperDrives hosted at the HyperOffice server that operate like any hard drive. Files and folders stored in a HyperDrive are always accessible from any browser, are backed up, secure, and protected against viruses and Trojans.

Getting It Writely

In a recent blog item I mentioned Writely.com, an online Word clone – so I decided to give it a spin. Signing up took about three minutes. What I found was an easy to use intuitive online word processor.

Figure 864

Writely lets you maintain your files directly in your directory online, which makes them accessible anytime anywhere. I like that it has all of the file functionality I wanted including the ability to save in Word Doc format to my local hard drive.

Figure 865

In addition to the normal word processing tasks, Writely lets you post directly to a blog.

Figure 866

But for road warriors it's particularly useful to be able to copy and paste your letterhead into an online template, and continue to create correspondence anywhere you happen to be. Just access Writely from a business center and print letters or other documents immediately.

You active documents can be tagged or starred for sorting, and are all maintained for you online.

Figure 867

Writely is still in a free beta period with no reasonable online storage limit. I anticipate that some kind of pricing will be announced shortly, once a lot of users have gotten addicted.

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