CALO calo
User's Guide

CALO Express supports Search, PrepPak, Presentation Assistant, and Tagging to simplify and expedite finding information within a user's desktop environment. CE provides context-sensitive actions. The following sections describe the usage of these features.

Actions
Search
Presentation Assistant
PrepPak
Tagging

Actions

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

The standard CE actions are shown below.

For slides

For PrepPak

Search

On installation, the CE icon appears in the Windows System Tray. If you do not see the icon, please refer to the Installation Guide or contact your administrator. Left-click the CE icon or use the Alt-X keyboard shortcut to access the CE Desktop Search.

Once installed, CALO Express scans your file system and selected email folders to facilitate instantaneous search. 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: keyword search, directed search, natural language search and "more like this" search. The use of each of these is described further below.

Keyword Search

Keyword search in CE is very similar to the keyword search supported by typical search engines and is not case-sensitive. For example, enter neptune to do a keyword search for the word neptune in all types of data (files, email, calendar appointments, contacts, etc.).

If multiple keywords are entered, CE 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 Express returns results that contain at least one keyword.

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

Directed Search

Directed search restricts the search results to items of a certain type such as email, tasks, events and slides. Appendix A: Search Terms provides a list of available types along with variations on how they can be used.

Natural Language Search

CALO Express supports restricted natural language searches. For example, for the entry email from john about wto, CE searches for emails that fit the selection criteria. Natural language searches can specify items (meetings, slides, presentations, people, files, email, etc.) and optional selection criteria (from john about wto).

Here are a few other examples:

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

The query attachment with "new orleans" searches for email attachments with the phrase "new orleans." (To search for an exact phrase, use quotes.)

"More Like This"

A "more like this" search returns items similar to a specified item, such as a slide, an email, or a previous CE search result. For example, if you are preparing a presentation and have a slide that is close, but not quite the version you want, you can drag it to the CE search box. On the menu that appears, click the "more like this" option. CE will return slides that are similar to the initial slide. You can then drag these to the presentation.

Search Results in Windows Explorer

CE search results appear in the familiar Windows Explorer. The standard Windows Explorer options are available for CE search results as documented in Appendix B: Windows Explorer Options . In addition, CE adds context sensitive action menus on the left-hand side of the pane as well on the menu bar.

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

Search Results per Page

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

Improving CE Search Results

CE learns from the queries that you make, from the search results that you open (implicit feedback), and from the
explicit feedback that you give to results. Over time, these learning mechanisms improve CE search, enabling it to provide increasingly more focused and useful results.

To give explicit feedback to CE, select the result or set of results. To select nonadjacent items, hold down the <CTRL> key and click each item. Then click either "This is a good result" or "This is a bad result" on the CE Actions menu or on the menu that opens when you right-click the results.

Presentation Assistant

CE helps create new presentations or expand existing ones by quickly finding relevant slides and other presentations. You can add slides from CE search results to a new presentation or to an existing presentation in an open PowerPoint window. One way to invoke this capability is by performing a special form of keyword search in the CE search box as follows:

  1. Enter "slides: search criteria" in the CE search box to find slides containing the specified search criteria.
  2. Add slides from the search results to the presentation with the "Add to Presentation" option on the CE Actions menu.

Alternatively, you can drag a slide to the CE search box and then use a "more like this" search to find similar slides for your presentation:

  1. Drag a slide from a PowerPoint presentation to the CE search box.
  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 CE Actions menu.

PrepPak

CE PrepPak is a tool that can find, gather, and store relevant resources for common office tasks such as attending an upcoming meeting.

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

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

If you have content that CE has not suggested but that 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, Windows Explorer, etc.) to a PrepPak.

Or, use the <CTRL><C> and <CTRL><V> commands to copy items to a PrepPak.

CE learns to make better suggestions by observing the content that 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 CE 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 CE 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.

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

Tagging

Tags are labels that you can assign to files, email, meetings, notes, and other items. CALO Express also supports smart tagging where items are tagged automatically based on search criteria that you define.

Why tag your files, email, and other items? CALO Express tags are shortcuts to quickly organize and retrieve your files, email, and other items.

You might tag the following items:

Then, using only a few keystrokes, you can quickly retrieve tagged items when you need them (see Retrieving Tagged Items below).

How to Tag an Item

CALO Express offers three methods to tag items:

  1. Drag items to the CE search box.
  2. Select items and use the "Tag As" action in CE search results.
  3. Have CE automatically tag items based on defined search criteria (CE smart tagging).

Drag to the CE Search Box

Drag the item to the CE search box. Click "Tag as" on the menu that appears. In the CE dialog box, enter the name of a new or existing tag.

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

"Tag As" CALO Express Search Results

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

CALO Express Smart Tag

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

To define search criteria for a CE Smart Tag:

  1. Right-click the CE icon .
  2. Click "Smart Tags" on the menu and "Smart Tags" window appears.
  3. Select the tag to add search criteria to.
  4. Enter the search criteria in the field.
  5. Click the "Add" button.

For example, for a Smart Tag called "Adam," you might add the search criteria email from Adam about yourProject. CE then automatically tags all email from Adam about yourProject, enabling quick retrieval of Adam's email.

The CE Smart Tags window also enables adding, editing, or deleting Tags and search criteria.

Example Smart Tags
Example name Search Criteria
mywork files updated last week
budget email received from John about budget

Retrieving Tagged Items

CALO Express offers two methods to retrieve tagged items:

Viewing Your Tags

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

From the CE Smart Tags Window

To open the CE Smart Tags window, click the CE icon on the Windows System Tray and then click "Smart Tags" on the menu that appears. To retrieve the tagged items, double-click the desired tag in the list on the Smart Tags window. The CE Smart Tags window also enables you to add, edit, or delete tags and search criteria.

Removing a Tag

When viewing a list of tagged items, you can remove the CE tag from any item on the list. Select the item and then click "Remove tags" on the CE Actions menu.



Appendix A: Search Terms

CALO Express recognizes many common Windows file types as well as words and phrases related to them. Below is list of the common object types that CALO Express recognizes.

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

Note: CE recognizes these terms in both their singular and the plural forms (both contact and contacts will work).

Object Type Common
Synonyms
Directed Search,
NL Example
Explanation
attachment

attachment: term Search in email attachments for term
attachments about term
contact people
contact:term
Search for Outlook contacts containing 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 in 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 and that was sent yesterday
file

file: term Search for files that contain term
files in folder projects
Search for all files located in a folder named projects and its 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 the name or description of meeting
meetings tomorrow
Search for Outlook meetings scheduled for 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 requests 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

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



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



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





Appendix B: Windows Explorer Options

Many Windows Explorer options are available for CE search results.

Below is a diagram of three Windows Explorer menus that change how results from CE searches and PrepPaks are presented. With the leftmost menu, you can group results by different column options (Arrange Icons by, Show in Groups). By default, PrepPak results are grouped by the Status column. The middle menu shown demonstrates how to cause each item to be shown in different modes (thumbnails, tiles, etc.). The rightmost menu (available by clicking the right mouse button) can do either of those changes.



Appendix C: Keyboard Shortcuts

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

Giving the CE deskbar focus: <ALT> + x

Retrieve tagged items: "-" + tagname