Instant OfficeView is a virtual in-out board that does not use
a central server to operate. It is easy to install and requires no
administration. One of the unique features of this program is the
proprietary presence detector which indicates who are actively
using their workstations.
The program automatically shows you as "In" when you
start the program and when you stop the program, it adds
"(off-line)" to your status. If you shut down Windows,
"<shut down>" appears instead of
"(off-line)". Several options control how the program
handles your status remark. If you enable the option called
"Time stamp start up and shut down", the program shows
the time and day when the programs started and stopped.
Information and messages are exchanged instantly and the messaging
system has an option to have new messages pop up on top of all
other running programs. You can show or hide the program by
clicking on the program tray icon.
Program Tray Icon
The program tray icon is located near the clock on the Windows
taskbar. A single left click of the mouse on the tray icon brings
the Instant OfficeView screen into view or hides it if it is
currently in view. The tray icon symbol changes to indicate your
status. It displays a small envelope when a new message arrives.
A right mouse click opens the Instant OfficeView tray icon menu
which includes the following items:
||Displays your name
||Shows your current status
||Changes your status to In
||Changes your status to Busy - in but unavailable
||Changes your status to Out
||Allows you to type in own status
|Start when Windows does
||Adds a shortcut to the Startup folder
|Add shortcut to Desktop
||Adds a shortcut to the Windows Desktop
|Refresh Status list
||Reloads the Status page with names that are currently
|Set Subnet IP
||Allows you to enter a subnet-directed IP broadcast address
||Displays the main screen
|Set status to Out and exit
||Stops the program with your status set to Out
||Exits the program
There are several ways to update your status on the board.
Quick action buttons located in the upper right hand corner of the
board allow you to display "In", "Out", or
"Busy" beside your name with a single click. The Status
screen (select Status tab) has two buttons, "Set my
Status" and "Enter my Status", that display a
broader selection of remarks. The two buttons are. Choosing
"Set my Status" displays a ready made list of remarks to
choose from and "Enter my Status" prompts you to enter a
remark that you personalize yourself.
Right clicking the program tray icon is also a quick way to change
your status and select options. The pop up menu has functions to
make Instant OfficeView start automatically when Windows boots up.
It has an item to add a shortcut to the Windows desktop to make
easy to start the program.
To change the status beside another person's name, right click on
the name and select Change Status. The screen will display a new
page with a list of remarks. This screen also includes the
"Customize Status" button. Note that when someone else
changes your remark, the remark will appear with a white
The Status screen is sorted alphabetically or by background color,
depending on which of these two options you chose on the Options
screen. When you are viewing the Status screen, you can type a
letter to bring all names beginning with this letter to the top of
the list. To cancel this feature, type any non-alphabetic key.
Background colors convey the following information:
||Busy - In but unavailable
||Other custom remarks
||Remarks set from another
||No activity at the workstation
Select the Messages tab to see your messages. Using the arrow
buttons described below, you can move between messages.
The following buttons are available:
||Prints the current message.
||Copies the text to the Windows clipboard.
||Deletes the current message.
||Replies to the current message.
||Shows the previous message.
||Shows next message.
The Tray Icon displays as a tiny envelope indicating a new message
The Options page allows you to configure the message system. The
option, "New message arrival" in the "Bring Screen
into View" section, permits users to have their messages pop
up into view in front of any other screen. A single chime sound
will announce the arrival of a new message when the "New
message sound" option is on. You can completely hide the
message system by enabling the "Hide and disable"
To send a message to a person , click their name on the Status
screen. The Compose screen will appear. After typing a message,
click on the Send button. Messages are sent in real-time. If the
message is successfully delivered, a short note of acknowledgment
will appear with a green background. Each message can be up to 360
For the message to be delivered, the receiving program must be
running. When the recipient's program is not running, the program
informs you that the message can not be sent.
Click on the Discuss tab to participate in a virtual
discussion. Anyone can add comments to the page. To post your
comment , type it into the field at the bottom of the page and
click on the submit button.
The Options screen allows you to tailor the program to suit
your needs, e.g., font size, screen size, colors of your status
remarks, and when the board should display. Initially, the program
identifies you by your log-on name. This name appears in the list
on the Status screen. To change it, type your name in the
"Display my Name as:" box.
You can choose from three screen heights. The small and medium
heights are fixed but the large size allows both the width and
height to be adjusted by dragging the Status screen edges. The
list can be divided into two columns to display more names without
scrolling. Normally, the status screen is sorted alphabetically by
name. However, you can sort the screen by the background colors of
the remarks by selecting the "Sort by Color" option.
The background colors that appear on the Status page can be
customized. The "Reset Colors" button will restore the
default colors. Click on one of the colored rectangles to bring up
a color selection screen. Select a basic color in the color matrix
to pick an initial color then click the "Define Custom
Colors" button to display an auxiliary area. Use the slider
on the right side to adjust the luminescence or intensity of the
To modify your Status list, click on the "Customize Status
List" button to display the list. You can edit the list to
suit your needs. Click on the "Sort List" button to sort
the list alphabetically. The "Default List" button
restores the standard list and the "Clear List" button
erases all entries from the list.
In the lower corner of the Options screen is the "Idle
Time" field. It sets the time (in minutes) that must elapse
with no keyboard or mouse activity before your name background
color changes. The background color is then set to the "idle
color" to indicate that you are not using your workstation.
Setting the "Idle Time" value to zero will disable this
The option, "New message arrival" in the "Bring
Screen into View" section, permits users to have their
messages pop up into view in front of any other screen. A single
chime sound will announce the arrival of a new message when the
"New message sound" option is on. You can completely
hide the message system by enabling the "Hide and
There is an option to remove the "In" or "Busy - In
but unavailable" when you stop the program.