Go to Contacts in Outlook (1)

Under My Contacts select Contacts (2)

A list of named contacts will appear in the middle window (3)
MAKE SURE YOU ONLY SELECT NAMES
YOU DO NOT REQUIRE. IF THERE ARE PERSONAL CONTACTS RETAIN THEM!

Once you have done so follow thus;

Select one contact > The press CRTL + A together to select all

Then right click on your mouse to get the shortcut menu to appear as
above.

Click Delete. Be careful this WILL delete all contacts in your Outlook
currently. If there are any you need to keep then make sure you have them saved
somewhere else or create a new Contacts list within Outlook for Personal
Contacts (For help with this just ask)
Open Workspace

Go to Activity Zone > Outlook Synchronisation

Select the relevant tick boxes you want to sync.

Press Sync with Outlook button

*NOTE: Have Outlook open before
you press the button to reduce the sync time*

A new contacts list will be built automatically based on the contacts
from Workspace

Firstly, if you are trying to send multiple drawings this is managed through the Drawing Manager (Lite) and DM (Lite) Issues tabs, so no need to read further if that’s what you want to do.

Secondly, you can use the issues tab under the individual projects and enquiries to send multiple documents, but if these particular documents don’t belong to a specific project or enquiry, the use of baskets will allow you to achieve the same result.

OK, let’s get started.

First, make sure you have your My Baskets dashpart open, if it is not already open goto the Add Dashparts icon (in the top right corner) and from the list click on the My Baskets label to add it to your desktop.

On the My Baskets dashpart, click on Add new basket icon

This will open a new dialog window – Edit Basket

Under the General tab, you will see three input fields.

The first, Basket Name, must be filled in, so give your Basket a useful, rememberable name.

The next two fields, do not have to be filled in, but like the rest of Workspace Mini, the more information you enter the better the system works. The other reason for the remaining two fields is these actually act as filters, for example:

Under Entity Class we choose Project, then in Entity Name we enter P11-021 and press tab this will fill in the project detail. This now means that this particular basket is only looking for documents filed in Project P11-021, rather than the whole of Workspace Mini. The other options under Entity Class that we can filter by are: Contact, Organisation, Enquiry and Campaign.

Once you have added this information click Save to close the dialog window.

You will now see your newly created basket has been added to the My Baskets dashpart.

You will notice that there are 4 icons to the left hand side of the basket name. These are (from left to right):

Delete basket – No description required, though note that this ONLY deletes the basket and not the files contained within, as the basket is merely a container.

Offline basket – Allows you to download the basket from Workspace Mini and save it onto your desktop or other local folder on your computer. Workspace Mini automatically creates a zipped folder conatining the documents in your basket during this process. This is the best way to get multiple photos out of the system.

Mail basket contents – Opens the Email Document(s) dialog and enables you to send the files contained within to anyone with their contact details in Workspace Mini

Edit basket properties – Opens the Edit Basket dialog, thus allowing to change any of the details, including the basket name if required.

There is a final action available which is not immediately obvious, by clicking the basket name, this will open a new window – Add Documents, and is the best way to add multiple documents to the basket.

To add documents, click the Add Documents link, this opens the Select Documents dialog, you will be familiar with.

*REMEMBER: Because we have applied the project filter to the basket, you can only search for documents logged against it in the Select Documents dialog.

Choose the appropriate pools you want to search under, type a bit of a name of a file if required in the search field and press the search button. Once you have found the document(s) you require, check the boxes to the left of the document(s) name and press the select and close button. This will add the document(s) to the basket. Don’t worry if you have forgotten to add a file, you can always add more by repeating the process.

Now that we have files added to our basket we are able to do various things. If we are finished and do not require to add any other documents we can simply  close this window and return to the Workspace Mini desktop. However we have several options available against each document added to the basket, and are as follows:

Icons, from left to right

Remove document from the basket – only removes the document from the basket, DOES NOT delete the file from Workspace Mini

View the document – views the current revision of the document

See who has read the document – Opens My Document History window showing all who have read the document (if any)

See the version history of the document – allows you to look at previous versions of the document as well as giving details of when it was revised and by who.

Collaborate – Allows you to start a discussion regarding the document, with other users of Workspace Mini

Additional properties – Opens the additional properties window, showing Summary, Issues, Revisions, Mailings info etc

Replace document – you can supercede the document by replacing it with a newer version; Only if replaceable e.g. NOT an email, but will work on .doc, .pdf, .dwg files et al

Edit document – Only shown if the document is editable, e.g. .doc, .dwg files et al

That’s all there is to it. We can now email or download the documents to our desktop in a zip folder as described above.

Any questions, just ask.

Recently, John D created a letter from our standard template via Workspace Mini, and created a second page using a Next Page Section Break in Word.

He did this because he wanted to make the top margin of the following pages different from page one. However when he printed his letter he found that both the first and second page printed on letterhead paper instead of what the template is set up to do; only printing the first page on headed paper, and the rest on plain paper.

THE REASON:

When using a section break, Word reads the first page of the new section as being page one, thus defaults to print what is really the second page on headed paper.

THE SOLUTION:

Don’t use section breaks! Only use the page breaks.

These can be accessed from the ribbon in two places:

First, under the Insert tab > Pages section

or

Second, under the Page Layout tab > Page Setup section

Once you have inserted the next page you can then edit the margins for that, and the following pages by doing the following:

Place your cursor on the second page, goto Page Setup

Click the Apply to drop down and change to This point forward

Then change the top margin size (and the others if desired) to what you need.

Click OK

You should see that the first page has retained its inital settings, but the subsequent pages (two onwards) have different margin settings.

Once you have completed your letter and are ready to print you should find that only the first page is printed on the headed paper and the rest are on plain white, with the altered margin that you chose.

And you’re done.

When you first start a drawing, ACAD automatically begins working in model space (the black screen) in which you create the 2D or 3D objects. The view of this area is initially a single viewport, which fills the entire drawing window. Although this area can be split into several viewports you can only print one at a time and only the current viewport.

Paper space represents the paper layout of your drawing, this environment allows you to create and arrange different views of your drawing as you would if it were a sheet of paper.

The viewports created here are floating rather than tiled (like in model space) and thus can be placed anywhere on the screen / paper; their edges can either touch or not touch; and you can print them all simulataneously.

REMEMBER: Think of paper space as a literal representation of a sheet of paper!

Paper space allows you to create multiple layouts (multiple sheets of paper), and each can be set up with its own individual page or plot settings.

Fig.1 shows a typical layout. A shadowed rectangular outline indicates the paper
size. Within this sheet of paper, a dashed rectangle indicates the margins of
the printable area; which is set depending on which printing device is
selected.

Fig.1

At
the bottom of the drawing window are tabs that let you switch between model
space and your various paper space layouts. When you first start a drawing, the
model tab is active (you are working in model space), but you will see that
ACAD creates two layout tabs (Layout 1 and Layout 2). These layouts are not
active until you use them.

DID YOU KNOW: ACAD
displays two layout tabs just to remind you that you can create more than one
paper space layout.

Setting up drawing
for plotting

Once
you have drawn your drawing and are ready to print, you can switch to one of
the layout tabs (it doesn’t matter which one) and begin to create a paper space
layout.

There
are a few general steps you will need to take every time you initially setup a
layout.

1. Select the
   relevant layout tab.
2. Once the paper
   space layout has loaded, right click on the layout tab you have entered
   (alternatively you can do the following: File > Page Setup, or at the
   command line, type PAGESETUP
   then press ENTER)
3. From the pop-up
   menu select Page Setup Manager… (Fig.2)

Fig.2

By
entering Page Setup Manager… you can specify plotting device, paper size,
orientation and plot scale.

This
Page Setup Manager is much the same as appears if you print directly from model
space, however the advantage of using it within paper space is that it saves
the page settings and thus makes printing future copies of the drawings much
easier and quicker.

On
selecting Page Setup Manager… the screen over the page appears.

Fig.3

Click
Modify

Fig.4

1. At the printer /
   plotter segment click on the drop down menu to choose the relevant device.

2. Depending on the
   printer selected, the paper size options will change in the paper size
   drop down menu. Select the appropriate paper size.

3. At plot style
   table drop down select the relevant plot style, and tick the box for
   display plot styles (this enables the paper space to act as a preview page
   as it displays how the selected plot style will print the drawing)

4. At the plot area
   segment make sure that the drop down selected is LAYOUT. Otherwise the
   layout you are about to setup may be incorrectly printed.

5. At plot scale
   segment ensure that the drop down
   reads 1:1 otherwise the paper size will not be displayed correctly and
   thus the drawing will not print at the correct scale.

Click
OK then on the Page Setup Manager window click CLOSE, your page setup is now
saved.

Viewports

When
you first activate a layout ACAD normally creates a single viewport
automatically.

TIP: think of
viewports as objects that provide you with a view into model space.

You
can control the view, scale, and contents of each floating viewport
individually, they can overlap, or be separate from one another. In addition,
you can specify that individual layers are frozen in specific viewports.

Firstly,
to create a new viewport do the following: View > Viewports > 1
Viewport, or at the command line, type VPORTS
then press ENTER.

If
choose to do the later a dialogue box will appear as Fig.5:

Fig.5

In
the Standard Viewports column choose Single and press OK. This will return you
to the layout where you are asked to specify the first corner of the new
viewport.

Simply
click anywhere on the page and drag the viewport to the desired size then click
again with the mouse to end the command / placing of the viewport.

Fig.6

The
size of the viewport can be modified at any time by clicking the edge of the
viewport and then selecting one of the blue corner points (just like you would
with lines etc in model space)

Once
you have placed your viewport (however you did that) double click inside the
viewport, thus changing its view from paper space to model space.

You
have now opened a direct window to the model space where your drawing(s) are.

In
the command line type Z then press
ENTER, type E then press ENTER. This
will allow you to see all the elements of the drawing(s) you have created and
help locate the area you wish to print.

Once
you have zoomed into the area of the drawing you wish to print do the following
to get the drawing to a specified scale.

In
the command line type Z then press ENTER,
type S then press ENTER.

The
command line will read: enter a scale factor (nX or nXP)

type
1/nXP then press ENTER, where n = the scale e.g. for 1 to 50 type 1/50xp

Move
the drawing around until all you want to display is visible in the viewport.

BE CAREFUL: while
moving the drawing you might accidentally change the scaling by a fraction

Close
the viewport by clicking MODEL at the bottom of the ACAD window which is in the
same area as ORTHO, OSNAP etc. or in the command line type PSPACE then press ENTER

To
check that the viewport scale has not changed significantly use the properties
box. If this is not always displayed on your screen you can call it by typing PROPERTIES or CH then press ENTER

Fig.7

Select
the viewport you want by clicking the edge of the viewport, and under the Misc.
section of the Properties box you should see Standard Scale with a drop down
box next to it. (shown in the red circle) (Fig.7)

If
the scale is OK / unchanged it will be displayed as 1:50 (or whatever scale you
asked it to be) however if it has changed it will be displayed as CUSTOM under
which you will see a custom scale (normally a decimal number)

To
change the viewport to the correct scale click the drop down next to Standard
Scale and select the relevant scale.

BE CAREFUL: the
drawing might be in imperial and if so the metric scales may not be loaded. You
will need to change this in the drawing options from the FORMAT menu.

Once
the scale of the viewport has been adjusted appropriately ensure you lock the viewport.

In
the Misc. section above the Standard Scale is the Display Locked selection.
Select the drop down box and click YES.

Next
time you open the viewport to model space no matter how many times you zoom in
and out the scale will never change.

Repeat
the steps above to create as many viewports as required. Once you are happy
with the layout select FILE > PLOT and press OK or in the command line type
PLOT the press OK or press ENTER to plot the layout