CALO calo
User's Guide

CALO Express 1.5  includes:
  • CALO Search and CALO Actions
  • CALO Presentation Assistance
    		•
  • The CALO PrepPak
    		•
  • Contact Assistance







    		•
  • CALO Smart Tags
    		•

    CALO Express Search

    CALO Desktop Search is available on your Windows deskbar, usually located along thelower edge of your screen. If you do not see the CALO-C please refer to the Installation Guide or call your administrator.

    Once installed, CALO scans your file system and selected email folders to prepare them for searching. This scanning can take a few minutes to a few hours to a day or more to complete. To configure what information is available for searching, see Search Preferences.

    Search Methods

    Several search methods are available in CALO Express: 1) keyword search  2) search shortcuts 3) natural language search  4) "more like this" search.

    Keyword  search
    Here the user does a keyword search for the word neptune for all types(files, email, calendar appointments, contacts, etc ... )

    If multiple keywords are entered, CALO first searches for items that contain ALL keywords entered. For example, searching for Computer Technology returns results that contain both Computer and Technology. If no results are found that include both terms, then CALO returns results that contain one keyword.

    Use quotes to search for exact phrases. For example, a search for "Darpa Tech" returns results that contain these two words in that order.
     

    Search shortcut
      Here the user employs a search shortcut to restrict the search results to items of a certain type (slides). You can restrict CALO searches to email, tasks, events, and many other item types. See Appendix A: Search Terms for a list of available terms and items to better target your searches.


    Real English search
    CALO returns precise answers to natural language searches.

    For example, ask  meetings last week with Jim about earthquakes, and CALO searches for meeting items that fit the selection criteria. Natural language searches can specify items (meetings, slides, presentations, people, files, email, etc ... ) and optional selection criteria (last week with Jim about earthquakes).

    Here the user looks for email from someone named John about WTO.

    Here are a few other examples:

    CALO natural language search recognizes many common items, including files, people, Word documents, PowerPoint presentations, most  common file extensions (doc, ppt, html, txt, etc ... ), and many others.

     Here the user searches for email attachments with the phrase "new york." (To search for an exact phrase, use quotes.)

    More like this Search
    A "more like this" search returns results similar to an item, such as a slide or email, or to a previous CALO search result.

    For example, drag a slide, file, appointment, contact, or email to the CALO deskbar. You can drag an item from Outlook, Thunderbird or PowerPoint, the desktop, the file system, or a CALO search results list. On the menu that appears, click the "more like this" option.

    The "more like this" search is very useful when creating presentations. For example, after you search for slides on your topic, perform a "more like this" search on any result slide that fits your presentation, and then add the subsequent "more like this" results to to the presentation.

    Search Results in Windows File Explorer

    CALO search results appear in File Explorer windows. The standard File Explorer options are available for CALO search results. See Appendix B: File Explorer Options for many of the File Explorer options available for your CALO search results.

    Double click any CALO search result to open it in its associated application.



    When you open an item or right-click to perform a CALO action, CALO records your interest in the item. And during future searches, CALO uses this implicit feedback to improve its results.

    Search Results per Page



    CALO Express gives 24 search results per screen. Use the Previous and Next buttons to see more results screens. Use the Set Types button to exclude some item types (Excel, PowerPoint, email, etc ... ) and to see only the search results that you want.

    How to Improve CALO Searching

    CALO learns from the search results you open (implicit feedback). CALO learns from the information that you provide for searches. And CALO learns from the explicit feedback that you can give to results. Over time, these learning mechanisms improve CALO search results.
     

    To give explicit feedback to CALO, select the result or set of results. Then click either "This is a good result" or "This is a bad result" on the CALO Actions menu or on the menu that opens when you right click the results.

    Here the user has selected two items and is giving CALO explicit feedback that these are good results.

    To select nonadjacent items, hold down the <CTRL> key and click each item.

    CALO Actions

    The CALO Actions menu is a list of available options for selected items in CALO search results or PrepPaks. The CALO Actions menu is located to the left of CALO search results. CALO Actions are also available on a menu that appears when you right click an item.

    The standard CALO options are shown below.



    For slides



    For PrepPak

    CALO Presentation Assistance

    CALO helps create new presentations or expand existing ones. CALO helps by quickly finding relevant slides and other presentations.

    For example, to search for slides on your presentation's topic (Yosemite), type slides: Yosemite in the CALO deskbar. Matching slides are returned, which can be added to your presentation.

    You can also drag a slide to the CALO deskbar and then use a "more like this" search to find similar slides for your presentation. You can drag the slide from PowerPoint, from your file system, or from CALO search results.
     


    Adding Slides to a Presentation

    You can add slides from CALO search results to a new presentation (if PowerPoint is not open) or to an existing presentation in an open PowerPoint window.

    To use this feature to quickly expand presentations: 

    1. Drag a slide from a PowerPoint presentation to the CALO deskbar.
    2. Do a "more like this" search.
    3. Add slides from the search results to the presentation with the "Add to Presentation" option on the CALO Actions menu.

    Prepare for a Meeting: The CALO PrepPak  

    A CALO PrepPak is a tool to gather relevant resources for an upcoming meeting or conference. Use the PrepPak to store files, email, and other items for the upcoming event.

    To request a PrepPak, drag* a meeting from your Outlook calendar to the CALO deskbar. Click the "PrepPak for your meeting" action on the menu that appears. CALO then suggests files, emails, and other items relevant to the meeting.

    Each time you drag this meeting to the CALO deskbar, CALO Express gives you the latest relevant resources for the meeting.

    If you have content that CALO has not suggested but you want to include in the PrepPak, drag the items to the PrepPak. You can drag items from many places and applications (your desktop, Outlook, PowerPoint, File Explorer, etc ... ) to a PrepPak. Or, use the <CTRL><C> and <CTRL><V> commands to copy items to a PrepPak.

    CALO learns to make better suggestions by observing which content you add or delete from a PrepPak.

    *NOTE: As you drag an event in Outlook, the event time might appear to change as the event moves in the calendar; however, once the event is outside the borders of the Outlook application, the event time resets to its original value.





      To ensure that an item is included in future suggestions for the PrepPak, select the item and then click "Keep in PrepPak" on the CALO Actions menu. Items that you confirm as good resources are marked as "Required" for the PrepPak.

    To ensure that a PrepPak excludes an item from future suggestions for the PrepPak, select the item and then click "Remove from PrepPak" on the CALO Actions menu. This action does not delete the item from your file system or exclude it from other PrepPaks. The removed item will not appear again for this PrepPak unless you manually add the item back to the PrepPak.

    CALO learns to make better suggestions from both your explicit feedback on a PrepPak and your implicit feedback when you open items in the PrepPak.

    CALO Express Smart Tags

    Tags are labels that you can assign to files, email, meetings, notes, and other items. Because CALO Express automatically tags items based on search criteria that you define, CALO's tags are Smart Tags.

    Why tag your files, email, and other items? CALO Express Smart Tags are shortcuts to quickly organize and retrieve your files, email, and other
    You might tag the following items:
    Then, using only a few keystrokes, quickly retrieve your tagged items when you need them (see Retrieving Tagged Items below).

    How to Tag an Item

    CALO Express offers three methods to tag items:

    Drag to the CALO Deskbar

    Drag the item to the CALO deskbar. Click "Tag as" on the menu that appears. In the CALO dialog box, type the name of a new or existing Smart Tag.

    Note: CALO accepts only single words as Smart Tag names. Use only letters or numbers. Certain short words, such as "a," "the," and "is," are not accepted.

    CALO Express Search Results

    After performing a CALO search, select the results for tagging. Then click "Tag As" on the CALO Actions menu.

    CALO Express Auto-Tagging

    CALO Express automatically tags items based on search criteria that you define.

    To define search criteria for a CALO Smart Tag:
    1. Click the on the CALO deskbar.
    2. Click "Smart Tags" on the menu that appears.
    3. Select the tag to add search criteria to.
    4. Type the search criteria in the field.
    5. Click the "Add" button.
    To skip steps 1 and 2 above, use a CALO keyboard shortcut and instead simply press <ALT>+ x + t.

    For example, for a Smart Tag called "Adam," you might add the search criteria email from Adam about yourProject. CALO then automatically tags all email from Adam about yourProject, enabling you to quickly retrieve Adam's email.

    The CALO Smart Tags window also enables you to add, edit, or delete your Smart Tags and search criteria.



    Examples of CALO Smart Tags With Search Criteria
    Tag Name
    		 Search Criteria
    		 Get items
    history
    		 everything updated last week
    mp
    		 email from adam about myproject
    myproject
    		 files updated in the last month named myproject

    Retrieving Tagged Items

    CALO Express offers three methods to retrieve tagged items:
    As a shortcut, instead simply type -mytag in the CALO deskbar.

    From the CALO Smart Tags Window

    To open the CALO Smart Tags window, click the on the CALO deskbar and then click "Smart Tags" on the menu that appears. Or, use a CALO keyboard shortcut and press <ALT> + x +t.

    To retrieve the tagged items, double click the desired Smart Tag in the list on the Smart Tags window.

    The CALO Smart Tags window also enables you to add, edit, or delete tags and search criteria.


    Viewing Your CALO Smart Tags

    CALO Express offers two methods to view a list of all your Smart Tags:

    To view a specific Smart Tag, type tags: mytag, where mytag is the name of your tag.

    Removing a CALO Smart Tag

    When viewing a list of tagged items, you can remove the CALO Smart Tag from any item on the list. Select the item and then click "Remove From Tag Name" on the CALO Actions menu, where Tag Name is the name your CALO Smart Tag.



    Helpful Smart Tags That You Might Want to Create

     
    Possible name
    		 Search Criteria
    mywork
    		 files updated recently
    budget
    		 email reciept

    CALO Completes Contact Information

    CALO automatically scans the web for information on the contacts in your Outlook contacts folder. CALO finds addresses, phone numbers, titles, web pages, and terms associated with a contact. CALO automatically adds the found information to the appropriate Outlook field for the contact, followed by the signature: [Added by CALO]

    NOTE: CALO needs a contact's email address to find information on the contact. Only contacts with email addresses are candidates for CALO contact information completion.


    Appendix A: Search Terms

    CALO Express recognizes many naturally expressed terms and phrases and many common Windows items. Below is list of common desktop types  that CALO Express recognizes.

    These item types are available in natural language searches (find email from adam or spreadsheets last week) and in shortcut searches (email: adam)

    Note: CALO recognizes these terms in both their singular and the plural forms (both contact and contacts will work).
     
    Search Objects Common
    Synonyms
    Search Shortcut,
    NL Example
    		 Explanation
    attachment
    attachment: term Search in email attachments for term
    attachments about term
    		 same
    contact people
    contact:term
    		 Search for Outlook contacts for term
    contact called john
    		 Search for Outlook contacts named John
    email
    		 mail
    messages
    email:term
    		 Search for Outlook or Thunderbird email with content that includes term within the subject or body
    email about term sent yesterday Search for Outlook or Thunderbird email with content that includes term within the subject or body
    file
    file: term Search for files with term in the content
    files in folder projects
    		 finds all the files located in a folder named projects and in it's subfolders

    presentation
    presentation: term Search for PowerPoint files that contain term
    This search is equivalent to ppt: term
    find presentations updated yesterday
    		 Search for PowerPoint files updated in the last 24 hours
    meeting
    		 event calendar
    meeting: term Search for Outlook meetings (calendar appointments) with term in name or description of meeting
    meetings tomorrow
    		 Search for Outlook meetings scheduled tomorrow

    slide
    slide: term Search for PowerPoint slides with term in the slide content
    slides about term updated last week
    		 Search for PowerPoint slides with term updated in the last 7 days

    tag
    tag: personal
    		 Search for all items tagged personal
    items tagged personal
    		 Search for all items tagged personal

    task
    		 to-do
    task: term Search for Outlook tasks with term in the name or description
    find to-dos created yesterday
    		 Search for Outlook Tasks created yesterday
    note
    note: term Search for Outlook notes with term in the note



    meeting request
    meeting request: term Search for Outlook meeting request with term in the notes or title



    .ppt
    		 ppt
    ppt: term Search for PowerPoint presentations with term
    ppt about term
    		 Search for PowerPoint presentations with term

    .doc
    		 doc
    doc: term Search for Word documents with term
    find doc files
    		Search for all Word documents

    .html
    		html
    htm
    .htm
    html: term Search for local html/htm files with term
    .html with term
    Search for local html/htm files with term

    .xls
    		 xls
    xls: term Search for Excel files with term



    .txt
    		 txt
    txt: term Search for text files with term



    " "
    		 "term term"
    "san jose" Search for the phrase san jose;  without quotes it will search for the terms san and jose.
    slides: "solar system" Search for  the phrase solar system in slides




    Appendix B: Windows File Explorer Options

    Many Windows File Explorer options are available for CALO search results.

    Below is a diagram of three File Explorer menus that change how you view the results from CALO searches and PrepPaks. With option A, you can also group (Arrange Icons by, Show in Groups) your results by different column options. By default,  CALO PrepPak results are grouped by the Status column.



    Appendix C: Keyboard Shortcuts

    CALO Express keyboard shortcuts enable you to retrieve items by using only a few keystrokes.

    Giving the CALO desbar focus:  <ALT> + x

    Retrieve tagged items:   "-" +tagname