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KBase Manual

Introduction....................................................................................................2
Installation of KBase for Outlook........................................................................3
Using KBase for Outlook....................................................................................5
KBase Articles...............................................................................................6
New article................................................................................................6
Edit article................................................................................................7
Print article...............................................................................................7
Search articles..........................................................................................8
Save articles as web pages.........................................................................8
Registration and trial info................................................................................11
Support.........................................................................................................11
Contact.........................................................................................................12
Uninstallation.................................................................................................12
Upgrade to KBase V2......................................................................................12

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Introduction
KBase for Outlook is a knowledge base that runs completely in an Exchange public
folder. No extra window is needed, since the knowledge base is available right inside
Outlook. The articles are saved in Outlook in the same way as e-mails and
appointments, so no database is needed.

KBase for Outlook supports 15 languages, and the language is automatically set to
the same as of the computer’s operative system. If the OS language is not supported
by KBase, English is used instead. The supported languages are: Czech, Danish,
Dutch, English, Finnish, French, German, Greek, Italian, Norwegian, Portuguese,
Spanish, Slovenian, Swedish and Turkish.

KBase for Outlook is easy to use and can be handled without many instructions, but
this manual will help you to get the most out of the application. All screenshots in the
manual is taken from a PC with Microsoft Vista and Office 2007, English versions, but
KBase works with MS Outlook 2000 and above.

KBase articles can also be published to Outlook Web Access, but due to limitations in
OWA they do not appear exactly the same in OWA as in Outlook. In OWA the articles

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can only be seen, not edited, and you cannot use the KBase search function but have
to use OWA’s instead.

Installation of KBase for Outlook

For the installation, create a KBase directory in a network drive and save the file you
downloaded – OKBaseSetup.exe – into it. You can use either a UNC-path, such as
\\servername\sharename, or a mapped drive, such as Y:. Then run the
KBaseSetup.exe and follow the instructions.

If you already have a KBase installation you can select the alternative
Repair/Upgrade, but here we will describe a New installation.

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Next step is to select or create the network shared folder where KBase will be
installed.

If you want to familiarize yourself with KBase, you can make use of the possibility to
create example data. This possibility is offered at the end of the installation, when
you are asked to select Outlook folder. You will be offered the whole FAQ of
www.kalmstrom.nu. Downloading example data requires a connection to internet.

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When you are asked to select an

Outlook folder it should be a
public folder, so that it can be
shared.

When the installation is finished you will get a message that it has succeeded. The
KBase directory should have the following content:

Using KBase for Outlook

Whenever you want to save information, a solution to a problem or something else
you want to remember and share with others, KBase for Outlook is easy at hand in
your Outlook. If you use KBase with the information sharing and support handling
application Public Folder HelpDesk for Outlook, also from kalmstrom.nu Outlook
Solutions, the most common thing will be that you save a finished support case as a
KBase article by simply clicking a button. If you use KBase alone you will create new
articles by writing or copying and pasting information into them. In both cases you
can use images, hyperlinks and attachments in the articles.

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KBase Articles
New article
To create a new KBase article, click the button New in the
KBase homepage. The first time you do this the KBase
form will be installed, which only takes a second or two.

When the new, empty article comes up, you can write,
paste or insert text, images, links or attachments. You can
also use all the other Outlook tools, like format text and
spelling check.

The two “Created by” fields are filled out automatically with
your name and date when the ticket is posted.

There are three fields that are normally filled out in the article: Subject, Problem
Category and Problem type. The subject you must write or paste, but the problem
category and type you can choose from drop-down lists.

If KBase is empty you don’t have any categories or types, but just write something in
the fields and KBase will remember it and show it the next time. Later, if you need a
new category or type, you also just have to write them in the fields instead if
selecting anything.

When the article is finished, click Post and it will be saved in the .rtf format.

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Edit article

Under Edit select "Edit content" – or for Outlook 2007 select 'Revise content' under
Other actions – edit and then post the article again.

Print article
To print an article, right click it and select Print. In Outlook 2003 and 2000 you can
also click Print inside the article.

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Search articles
To search for a certain article, write one
word or more in the box and click
Search. KBase will then make a search of
all the text in the articles and list all
articles which contain the word you have
written.

Click Clear Search if you want to try with

another word.

Save articles as web pages

To save articles as web pages, click the
button Publish to web pages. You will
then be presented with a label where you
can decide what problem categories and
types that should be saved and how they
should be saved.

A table of content can be generated

automatically, and there articles can be
grouped by Problem category and type
and with a collapsible outline.

If you want to see an example on KBase

articles saved as web pages, please visit
http://www.kalmstrom.nu/FAQ/.

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When you have clicked Generate, Outlook gives a warning message. You have to
allow access to be able to save KBase articles as web pages.

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When the web pages are generated, Internet Explorer may give you a warning too.
In that case you must allow blocked content to be able to expand and collapse
problem categories and types. Mozilla Firefox does not allow that collapsing and
expanding at all. We will improve the script so that it also works with Firefox in the
near future.

KBase Archive Tool imports attachments and inline images while generating KBase
web pages. Those attachments are placed under the sub-folder 'images'. Image
attachments such as BMP are automatically converted to JPEG, to make it compatible
for web browser as well as to decrease the rather large size of the bitmap.

Note: when you need to regenerate .html files again after adding/removing/editing
articles, if you want to have also the articles that were not changed left in the index,
you need to select all categories and types that were selected before. The index will
list only those article categories and types that are generated at each time, and it
will not keep anything from an earlier generating.

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Registration and trial info

You can evaluate KBase for 30 days. If you want to continue using the program after the trial
period, you must purchase a license and register the product.

The registration is performed by clicking the 'License' button in the Archive Tool (press the
button Publish to web pages to reach it, see page 8). The license can be bought directly from
within the application, with the button Online Store. When you have received our e-mail with
the registration code, insert in the empty field and click Register. You must be connected to
the internet for registration to work.

Support
There is no support subscription included in the purchase price of KBase, but if you buy the
first year of kalmstrom.nu Support Subscription Services, free licenses for both KBase and
OLAP Reporting Tool for Excel are included. The kalmstrom.nu Support Subscription Services
give the following assistance:

• Free upgrades of the applications you have purchased licenses for – Never worry about
upgrades.
• Your e-mails answered within 48 hours*
• A scheduled IM conference within 36 hours*
• A scheduled telephone or Skype conference within 36 hours*
• Remote connection services
• Influence on future versions and features
*during Western Europe working days

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Please refer to www.kalmstrom.nu/Support/ for more information about the support

subscription and to www.kalmstrom.nu/products/Excel/OLAPReportingTool/ for information
about the OLAP Reporting Tool.

Contact
If you have any kind of problem or questions about our software, there are several ways of
contacting us:

E-mail [email protected] – Technical issues

[email protected] – General issues
+46 739 206 106
Telephone
Within USA: (800) 518-4155
NET Messenger [email protected]

Skype kalmstromsupport

Yahoo Messenger kalmstrom_nu

ICQ 262923923

Uninstallation
To un-install KBase, delete all the KBase files and folders, both in Outlook and on the network
share that you installed it to. KBase for Outlook does not install anything on your local
machine nor on the server. Thus it doesn’t show up in your Control Panel under Add/Remove
programs.

Upgrade to KBase V2
The upgrade from KBase v1 to KBase v2 is done i two steps:

The first step is to download the new file, KBaseSetup.exe, and run it. When you are asked to
select installation type, select the alternative Upgrade and your articles will be kept.

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After that you are asked to select the Outlook folder where the old KBase is installed.

The second step is to upgrade the KBase form. To get the new form with the drop-downs for
problem type and problem category, make a manual installation of the new form using the file
'OKBaseForm.fdm' located in the KBase file folder. This file is introduced with KBase 2.0.

NOTE: In order to retain the drop-down items for Problem Type and Problem Category fields,
all the values are written to the KBSettings.txt file. Therefore all KBase users must have write
permission over the KBase file folder. If you do not wish to allow this, keep the old KBase
form.

To install the new form, follow these steps: Right-click the KBase public folder > Properties >
Forms > Manage > Install > OKBaseForm.fdm. See screenshots below.

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Properties:

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Forms > Manage:

Install:

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OKBaseForm.fdm (You may have to change "Files of type" to see it.)

Click Yes to replace the form.

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Then click OK and finally Close. Now you are all set for KBase version 2!

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