User Admin Basics
MyOffice is a multi-user system. This means that all the users in your account are
potentially able to access the same data. It is therefore important to be able to
manage your users correctly and efficiently. On this page, we shall explain the
basics of creating, deleting, and ammending users on your account.
The User Admin Window
To start working with users, it is important that you are logged on as a user who
has "User Admin" capability. Unless you have already made changes to your users,
this is the first user you created when you signed up for your MyOffice trial. If
you are unsure as to which user this is, it is the user specified on the email your
received when you signed up for your trial. If you are still unsure as to which
of your users has "User Admin" permission, with log on with your normal user and
attempt to follow the procedure below - you'll know if the user you're using doesn't
have "User Admin" permission if you can't access the menu options mentioned - or
contact MyOffice Support.
Run the MyOffice Windows dektop version as per normal, and log on with the user you've identified
as the admin user. In the first main window that appears (either
Diary, Contacts, Tasks, Email, Reminders, File Store, or Today), open the "Tools"
menu and select the "User Admin" option. The following window will then appear.
The User Admin window shows a list of all the users you currently have set up for
your account. A count is shown in the bottom left corner of the window indicating
how many users you have used out of your maximum allowance. If you have subscribed
to MyOffice, and need to increase your maximum number of users, follow the instructions
in How to Subscribe for more Users.
You will notice that the user you are currently connected to MyOffice as has "(User
Administrator)" after their full name. This users, and any others than have User
Admin permission, are indicated in this way.
Create a New User
To create a new User, either click the "New" button in the top right corner of the
User Admin window, right click in the user list and select "New" from the context
menu.
In the "User Name" field, enter the name you want for this user. This is the user
name they will be required to enter when they log on to your account, so it must
be unique within your account. In other words, you can't have two users with the
same user name in your account. Once you're happy, enter a password for this user,
then re-enter it in the confirmation field. This will be the password this user
is required to enter when they log on. If you wish, you can then enter a first name
and last name for this user. The first and last name, if you chose to enter them,
will be displayed in MyOffice when this user is referred to. Lastly, if you wish
this user to be contactable by MyOffice staff, enter any contact information in
the field below. Whilst this may not be desirable for all users, it's useful for
us to have contact details for at least one user on the account, in case a problem
is encountered and we need to contact you.
When you are happy with the details you've entered for this user, press "OK". The
user will now appear in the User Admin dialog list, as shown below.
As we can see, the user we created, "Aaron" (first name of "Aaron", last name of
"Aardvark") is visible in the user list, and is does not have User Admin capability.
Editting a User
It is possible to change the details of existing users. This is accomplished via
the User Admin window, just as creating new users is. To edit a user, select the
user you wish to edit from the user list in the User Admin window, and either double-click
the left mouse button with the mouse over the user you wish to edit, press the "Edit"
button in the top right of the User Admin window, or right click on the user you
wish to edit and select "Edit" from the context menu. The User Details dialog, as
shown above, will appear, populated with the data for the user you selected.
From this window, you can change the user's "User Name", their password, and their
descriptive information. However, you should be aware that if you change their User
Name or Password, you will have to inform them of these changes or they will not
be able to log on. Whilst this may sound like a very obvious statement, if the user
in question is currently using automatic logon to MyOffice (i.e. they don't have
to enter an account, user name and password to get into MyOffice), they will have
to enter their new user name and password when they log on next time.
One other point worth noting is the "Show passwords as plain text" checkbox. If
checked, this allows a user with user admin capability to see the password for this
user, and is an easy way of helping users on your account who've forgotten their
passwords.
Deleting a User
To delete a user, select the user you wish to delete from the user list in the User
Admin window, and either press the "Delete" button in the top right of the User
Admin window, or right click on the user you wish to edit and select "Delete" from
the context menu.
Before pressing "Yes", it is important to remember that you will not be able to
recover the user in question without contacting MyOffice support. If you do decide
to delete the user, then that user will no longer be able to log on. If you are
sure about deleting a user (perhaps because they no longer work at your company),
then it is worth logging on as that user and making sure you've moved any of their
private business-related data to a shared location.