Getting Started

About This Help Manual

This manual describes EPIM features and some useful methods for you to work with the application more efficiently. These symbols appear throughout the manual.

Bold font shows interface elements the same way as they can be seen in the program. This can be a dialog window, a tab, an option or a button which you need to click to perform some action.

How EPIM is Organized

EPIM has a number of features that are extensively intuitive and allow a simple interface. These are the modules available in EPIM.

First Run & Database Basics

When you run EPIM for the first time, it creates a test.epim database that contains sample items to help you understand how the program works. You can continue working with this file or create a new one by clicking on File -> New -> EPIM Data file

When you create a new database file, its name looks like temp.32B51682.epim. The file can be saved under any other name you prefer. Use File -> Save/save as for this. It's recommended to save the database file under some name different from the default temporary file name to avoid confusion.

Subsequent Runs

EPIM remembers the last used file and opens it automatically. The program also stores the list of recently opened database files. The list can be seen by clicking on File.

This is helpful if you use several databases and need to access them quickly. You can also use this menu if the database file you used last time did not open automatically on start.

Any existing database can be opened by clicking on File -> Open.

EPIM Start Options

EPIM can be started manually or automatically with Windows. It's also possible to limit EPIM to running only one instance. These and some other settings can be found in Tools -> Options -> General.

Minimize to System Tray- program window minimizes to system tray instead of the task bar.

Minimize on Close- Close button works as Minimize. Enabling this option guarantees no reminder will be missed in case the program closes accidentally.

Run at Startup- automatically runs EPIM on Windows start.

Allow only 1 copy of EPIM at a time- when this option is enabled, only one running instance of EPIM is possible.

Automatically check for updates- when enabled, EPIM checks for updates automatically every couple of days. You can also check for updates manually by clicking on the Check Now button.

Date and time formats- you can use the system date format (set in Control Panel -> Regional Settings) or choose another format either from the drop-down list or by typing it in manually.

Start with- choose which module EPIM displays when it starts.

Portable (USB) Edition

EPIM can run from a USB memory stick. All settings are stored in EPIM.ini file, which is stored in EPIM installation directory.

To get the portable edition, visit the download page.

Updates & Upgrades

EPIM automatically checks for updates once a week. If an updated version is found, you'll be notified. To check for updates manually, click on Help -> Check For New Version.

Note, you can always download the latest version of the program from our website - www.epim.com.

User Interface

Main Window Layout

The EPIM interface is organized using a modular layout. Each module (Calendar, Tasks, Notes, Contacts, Mail, etc.) uses the same general interface structure, allowing you to switch between modules while maintaining a consistent workspace.

1. Main Menu

The Main Menu provides access to all application commands and settings. The overall menu structure remains consistent across modules, but the available commands differ depending on the active module.

2. Navigation Pane

The Navigation Pane allows you to switch between EPIM modules. Clicking a module icon opens the selected module in the main workspace.

It also includes:

• an EPIM Cloud button, which allows you to sign in to EPIM Cloud, synchronize with your EPIM Cloud account, or sign out
• an Options button, which provides quick access to EPIM options as an alternative to Tools -> Options

3. Toolbar

The Toolbar contains frequently used commands related to the currently active module. Toolbar buttons change depending on the selected module.

4. Main Workspace

The Main Workspace is the central area where the content of the active module is displayed. Most interaction with your data takes place in this area.

5. Navigation Panels

Panels on the sides of the workspace provide additional navigation and context for the current module. The content of these panels depends on the currently selected module.

6. Status Bar

The Status Bar is located at the bottom of the application window. It displays information about the current view, such as number of items in the current view, selection information, operation progress, and etc.

7. Sidebar

The Sidebar is located on the right side of the application window. It can display Tasks and/or Calendar items in a compact list format. The presentation of items is similar to the way records are shown in the Today module. The Sidebar provides quick access to upcoming items without switching from the current module.

Customizing the Interface

EPIM provides flexible interface customization options that allow you to adjust the workspace to your preferences.

Most view-related settings are available from the View menu on the main menu bar and from the Layout button on the toolbar of each module. The Layout command is also available as a submenu under View.

The exact set of available options depends on the current module. However, several interface settings are common across all or most modules.

Module-specific view options are described in the corresponding sections of this guide.

Common interface settings are the following:

Navigation Pane - shows or hides the Navigation Pane used to switch between EPIM modules.

Toolbars - shows or hides the following interface elements:

• Main Toolbar - provides quick access to the most commonly used commands in the active module.
• Menu Bar - shows or hides the main application menu.
• Status Bar - shows or hides the bar at the bottom of the application window. It displays contextual information such as item counts, selection details, and status indicators.

Sidebar - shows or hides the panel on the right side of the application window. The Sidebar can display tasks and/or coming calendar events (like in Today module).

Reminders - opens the Reminders dialog.

Navigation Pane

The Navigation pane in EPIM is a tool for navigating through different modules in the program. By default, it is represented with icons for each module. However, if you prefer a larger view, you can switch to the bigger variant. To do so, simply click on the arrow button to expand the pane and then click on the pin icon to keep the navigation pane in the expanded view.

If you don't use all modules, you can also disable the unnecessary ones. To do so, right-click on the navigation pane and select the modules you don't need.

Additionally, you can enable or disable modules in the Navigation pane options. To access this, right-click on the pane or go to Tools -> Options -> Modules.

Here you can adjust what modules are shown and their order in the Navigation pane.

Toolbars

Customizing toolbars in EPIM is a great way to streamline your workflow. You can easily modify toolbars in every module to fit your specific needs. Follow these steps to customize your toolbars:

1. Right-click on the toolbar you want to customize.

2. Select "Customize the Toolbar" from the dropdown menu.

3. In the "Customize the Toolbar" dialog, you can add or remove buttons, as well as adjust their order.

If you want to remove a button directly from the toolbar, right-click on it and select "Remove from Toolbar".

Sidebar

The sidebar in EPIM provides a convenient way to access and view your task lists and upcoming calendar events.

To customize the sidebar, you can enable or disable its sections by going to the View menu and selecting Sidebar.

The sidebar typically displays tasks lists, calendars for navigation, and a list of upcoming events and tasks.

You can choose the order of the sections by closing either the calendar or tasks section using the cross in the top right corner, and then re-enabling it again through the View -> Sidebar menu. The re-enabled section will then appear at the bottom of the sidebar.

Search

The sidebar also features a quick search function for tasks lists. To enable this feature, click the "three dots" button and select the Search option from the menu.

This will add a search field that functions similarly to the quick search field in EPIM.

Appearance & Themes

EPIM features appearance adjustment options. This allows you to customize EsentialPIM to your liking. Appearance options can be reached under Tools -> Options -> Appearance.

Font size affects the whole interface in EPIM.

Grid line color sets the color for grid lines in all list views.

Alternate line colors makes your data in list views easier to read.

Theme switches EPIM interface between Light and Dark themes. Match system option automatically applies the theme configured in your Windows appearance settings.

Shortcuts

EPIM makes extensive use of shortcuts. All of the shortcuts can be edited by clicking on Tools -> Options -> Shortcuts. To edit a shortcut, select it in the list and press new key combination.

In text editing standard shortcuts are enabled: Ctrl+X, Ctrl+C, Ctrl+V, Ctrl+Y, Ctrl+A.

Spellcheck

EPIM provides a built-in spell checker. You can spell check by pressing F7 or under Tools -> Spelling check menu.

This will call a dialog which proposes general spelling check features:

Ignore - ignores current occurrence of the word

Ignore All - ignores all occurrences of the word

Change - changes the word to a selected variant

Change All - changes all occurrences of the word to a selected variant

Add - adds word to a dictionary

Dictionaries - allows to change dictionaries

Spell check options are available under Tools -> Options -> Spelling

English(US) dictionary is installed by default but you can add any additional dictionaries you need. To do so, click on the checkbox besides the dictionary's name in the Available dictionaries section and click on the Proceed button. EPIM might ask you for administrator rights during the process, please confirm. Once installation is complete, new dictionaries will become instantly available.

To uninstall a dictionary, uncheck the checkbox near its name in the Available dictionaries section and click on the Proceed button.

To simply disable a dictionary, uncheck the checkbox near its name in the Installed dictionaries section.

Reminders Window

Reminders can be added to appointments and tasks. Once a reminder is triggered, the following window appears.

Go to item/Show Item - switches to the Calendar or Tasks module and either puts the focus on the selected item or opens a preview window for the selected item.

Dismiss - dismisses the selected reminder(s).

Dismiss All - dismisses all active reminders.

Remind in - postpones the selected reminder by a period of time chosen from the drop-down list next to the button.

All the postponed reminders can be accessed from the Snoozed tab.

Reminders can be sorted by any column, just click on the column's name. Holding down the Ctrl button on the keyboard, will allow you to sort by several fields.

You can call up for the Reminders dialog window anytime by clicking on View -> Remainder Window, or by clicking on the reminders icon in the status bar.

Core Concepts

Backup

EPIM offers an advanced backup feature. Backups of your *.epim database files are made on the fly, which helps to keep your data safe under any circumstances. By default EPIM creates two backup files in the same folder as the original database file. You can change these settings by clicking on Tools -> Options -> Backup:

Enable backup option turns the backup feature on (enabled by default). We do not recommend turning it off, otherwise you will not be able to restore you database file in case of any failures.

Backup Now button immediately creates a backup file.

The Destination section allows you to enable local and/or online backups.

For local backups, there are two options available:

Database folder- backups are saved in the same folder as the original EPIM file. You can find the file path at the top of the EPIM window or under File -> Database Management dialog.

Selected folder- backups are saved to a predefined folder.

Online service- backups are saved to one of the available online services such as EPIM Cloud, Google Drive, OneDrive, or Dropbox.

Select the desired service and click on the "Authorize" button. You will then be prompted to authenticate to the selected service via your web browser.

Select Folder section lets you choose where to store backup files. Backups can be created either in the same folder as your main database or in the standard Windows temp folder, or you may specify a folder yourself by choosing this option and pressing the Browse button.

Backup interval allows you to set the frequency of backups.

Number of backup copies to keep sets the maximum number of backup files before they get overwritten by the newer copies.

Different Types of Backup Files

my_database.epim-regular EPIM database file that was created by a user (you can always create a new file by clicking on File -> New). The path to the currently open database file can be seen at the top of the EPIM window or by clicking on File -> Database management.

my_database.backup_20160118_1401.epim-regular backup file that was created by EPIM according to the backup settings in options. Numbers mean date (in yyyymmdd format) and time (in 24h format) when the backup was created. To save space a backup file is a compressed version of the initial database file. To recover data from backup, open it as if it were a regular EPIM database file by clicking on File -> Open.

Note, if you need to transfer your data to another PC or drive, simply copy the original database file to the new location. There's no need to work with backup files in such cases.

restored.my_database.epim-restored backup file. We recommend renaming this with something more user friendly (for example, remove the "restored." part) in order to prevent possible problems with future backup file names.

backup_convert_20160118_1521.epim.bak- these files are always created (in the folder where your original database file is stored) when EPIM updates your database to the new version. This usually happens when you run the new major EPIM version for the first time. If something goes wrong during the conversion process, you can always revert to the previous version of the file and open it with the previous version of EPIM. To work with this kind of file, delete the .bak extension and open it in the previous EPIM version by clicking on File -> Open. Older EPIM versions can be obtained from here.

Database Management & Optimization

Normally, EPIM handles database maintenance automatically. However, in some cases users want more manual control over the process. The following examples demonstrate the kinds of tasks that can be performed and what to expect.

Database Management

EPIM has a built-in database management tool that can be useful in fixing some database problems. The tool is available under File -> Database Management.

This dialog also shows summary information about the currently open database file, such as location, size, number of records of each type. Besides the database info this dialog provides some database maintenance tools.

Optimization. This process removes some bulk data, thus making the database smaller and sometimes a bit faster. Database optimization can be performed by clicking on the Optimization button. Running optimization is usually a preventative measure. EPIM optimizes the database periodically when a certain set of pre-defined criteria are met.

Note: before running optimization manually, make sure that all synchronizations and mail send/receive processes are not active, otherwise the Optimization button will be inactive. To stop all the active processes, click on the Stop All button in the synchronization form or in the mail send/receive dialog window.

Check for outdated links. EPIM will check whether the links to external files added through the Attachments option are still validand will update the number of outdated links. To delete outdated links throughout the whole database file, click on the Clear button.

Clear synchronization data. Clears sync data for specific synchronizations (note, your actual data will not be affected, this is a specific synchronization data which will be automatically recreated upon next sync). This feature might come handy when you experience some glitches during the synchronization that never happened before. In this case, select the synchronization that's not functioning normally from the drop-down list and click on the Clear button.

Archiving Old Records

A database file that is in use for a long time may contain a large number of old records that that are not needed anymore. Removing old records will make the database smaller and can improve its performance. We have a special, free supplementary application for this purpose - EPIM Archiver/DupRemover. The Archiver can:

• Move outdated items into Trash;
• Move items into another database for permanent archiving;
• Delete outdated items permanently.

More details about how to use EPIM Archiver/DupRemover can be found in its help file. Note: the major version number for EPIM Archiver/DupRemover should be the same as for EPIM. For example, EPIM Archiver/DupRemover version 6.5 will work fine with database files from EPIM version 6.03, but not with the database file from EPIM 5.5.

Removing Duplicates

EPIM Archiver/DupRemover can also be used to check for and remove duplicate items. The app searches for duplicate entries through all the EPIM modules. After duplicates are found, a list of items automatically selected for removal is shown. However, you can manually adjust which duplicates to delete. All removed items will be moved to Trash where you can easily delete them permanently or restore later.

Previous Versions (History)

There is a version history feature for all the items in every EPIM module. The program preserves a pre-defined number of previous versions for an item for a pre-defined period of time. You can preview and restore previous versions whenever such a need arises.

To get to the list of previous versions, right-click on an item and select Properties.

General tab shows the creation and modified dates.

Previous Versions tab shows a list with all the available previous versions.

Click on the Preview button to check a specific record form the history. Click on the Restore button will restore the selected previously saved version.

If you click on the Settings button, the corresponding section from the Options menu will be opened.

Here you will be able to adjust the number of steps and days to keep the previous versions for. If you wish to delete all the previously saved versions from the database, click on the Clean Up button.

Password Protection & Privacy

EPIM database file can be locked with a password. Data is encrypted using any of the available encryption algorithms. In addition, you can select which data to protect and which to leave accessible without a password.

Setup a Password

To protect currently opened database with a password navigate to File -> Database Password.

You need to enter your password twice and then select the encryption algorithm.

Once your database is encrypted, EPIM will ask for a password each time upon opening the database file.

To remove password protection, navigate to File -> Database Password and enter the existing password. Once you do that, the following dialog window appears.

Click on the Remove Password button removes password protection from the database. You may also change your password and/or encryption algorithm in this window, if needed.

Password Protection Settings

Besides database protection on the program's start, it is also possible to additionally password protect data from every module and items with the "private" status. These settings can be adjusted by clicking on Tools -> Options -> Security.

Security settings are divided into three sections.

1. These settings are for the items marked as "Private". Private items can be hidden from the views and included or excluded from any data exchanges like synchronization or import/export.

2. Choose which modules to lock up when minimizing the main program's window.

3. Add additional protection to data from selected modules when the program is running. The drop-down list allows you to set a time interval for locking up the modules with a password.

The Also hide private items option affects only the corresponding items and will always be triggered on an attempt to display private records by pressing the Ctrl+L shortcut.

Clear database load history on exit- clears the list of the last used files in File menu.

Categories

Categories are useful for organizing tasks and events.

Assigning a Category

Categories can be assigned to new and existing records. Double click an item to open it and select from the Categories drop-down list.

This list shows all available categories in the database.

Editing Categories

To edit or extend the default set of categories, open an event and Manage Categories from the categories list.

Actions in the categories edit dialog are:

Add- adds a new category.

Delete- deletes selected category(ies).

Move Up/Down- allows to change the order of categories in the drop-down list.

Color- sets a color for selected category.

Tags

Tags provide a flexible way to organize and classify items across EPIM modules. Unlike categories, which are better suited for broader classification, tags allow multiple descriptive labels to be assigned to a single item. Tags can be used in all modules to help group, filter, and quickly identify related items.

Adding Tags to an Item

There are multiple ways of adding tags.

The easiest one is to type the "#" symbol in any text field and then anything you type after it will become a tag.

If you start typing an existing tag, EPIM displays a list of matching tags. If you enter a new tag, it is created automatically and added to the list of available tags.

Another way to add a tag is to click the Select Tags button in the toolbar.

This opens a dialog where you select desired tags. This dialog lists all existing tags in the database. Enabling checkboxes adds tags to a current record. You can also add, edit or delete tags in this dialog. The search field can be used to quickly filter the desired tags.

Depending on the module view or item type, added tags are displayed either in a dedicated Tags line or next to the item name.

Once you add tags you can search such records by tags like any other term in the Search in field in the top right corner of every module, advanced search under Tools -> Advanced Search, or filter records by tags using regular Filter feature in all modules.

Managing Tags

Tags can be managed globally using the Tags Explorer.

To open it, go to Tools -> Tags Explorer

The Tags Explorer dialog provides a centralized overview of all tags in the current database.

In this dialog you can:

• View the complete list of existing tags
• See how many items are assigned to each tag (Count column)
• Browse items associated with a selected tag
• Identify which tags are assigned to specific records

Selecting a tag in the left panel displays all related items in the right panel. Conversely, selecting an item in the right panel highlights the tags assigned to that item in the left panel. This makes it easy to review and manage tag usage across modules.

Tags can also be created and maintained directly from the Tags Explorer.

• Click Add... to create a new tag.
• Select a tag and click Edit... to modify its properties.
• Select a tag and click Delete to remove it. Deleting a tag removes it from all items in the database.

When adding or editing a tag, the Edit Tag dialog opens.

In this dialog you can:

• Specify the tag name
• Assign a color to visually distinguish the tag
• Define a keyboard shortcut for quick tag assignment

The keyboard shortcut allows the tag to be applied to items more efficiently.

Global Search

Advanced Search allows you to look up for items through the whole EPIM database file. You may also use it to search for and replace any text in any EPIM item..Go to Tools -> Advanced search or press Ctrl+Shift+F to call the Advanced search dialog:

Look in drop-down menu sets where to search and whether to Include deleted items in trash.

General and Advanced tabs allow performing simplified or complex search tasks.

Include deleted items allows you to include or exclude items from Trash.

Include private items option includes or excludes items marked as Private from the search results.

Time option can limit search period for items created or modified within the specified time frame.

Search in the General tab looks for the whole phrase typed into the Search for field. Search in fields drop-down list allows to narrow down the search area to a subject, body or attachments fields.

Advanced tab allows to set more complex search criteria:

First, you select a field for one of the modules and then select which of the conditions (is / isn't / contains /doesn't contain) to use. Once set, click on the Find Now button.

If you need to add more conditions, press on the button with the plus sign at the right or the minus sign if you wish to remove a condition.

Save/Load query buttons allow to save complex search conditions as templates and use them later.

Replace tab allows you to perform search&replace either through the whole database or for a particular module.

Interlinking Items

EPIM supports cross-linking between elements and global linking. Your appointment can be linked with a contact or tasks that have to be done before meeting. You can also add links to the web pages or external files on your PC.

Links can be added in any text field in Calendar, Task, Notes, Contacts or Passwords modules.

To add a link click on the Insert Hyperlink button on the toolbar.

Item link - creates a link to an item in the EPIM database.

Internet link - creates a link to either a web page or email address.

File link - creates a link to a file on your hard disk drive.

Text to display - will be used to display the link.

Item link - path to a linked object, selectable through the Browse button.

If you choose to add an item link, the following Insert Hyperlink windows will be shown. It will allow you to easily find the desired item in the database.

You can sort the list of items by clicking on any of the column's names.

Click on the Details button to preview the item in a separate window.

Selecting multiple items allows you to add multiple links at a time.

Another way of adding a link to a database record is to enter the "@" symbol and start typing a record name.

EPIM automatically proposes matching database records as a drop-down menu. Selecting a record automatically adds a link to it.

You will be able to check which items have links to a particular item by switching to the Related Items tab available in the Edit dialog window of any item.

With the Related Items tab active, you can create new items directly by clicking the Create button.

Creating items through this menu works the same way as with other methods but in this case the new item is automatically linked to the current one.

Clicking the Add Link button opens the Inset Hyperlink dialog where you can find and link the necessary items.

Proxy Settings

If your internet connection uses proxy then synchronizing with cloud services or receiving mail requires filling in the proxy server settings in EPIM. Proxy server settings are available in Tools -> Options -> Proxy.

Proxy server - enables/disables use of a proxy server.

Type - sets the proxy server type: HTTP/HTTPS, SOCKS4 or SOCKS5.

Requires authentication - use only if your proxy server requires authentication, otherwise leave empty.

Today

Today gives you a quick overview of your schedule and important items. It gathers upcoming or recently completed appointments, tasks, anniversaries and unread email messages on a single screen.

Use this view as your start page in EPIM to see what needs your attention right now.

Sections on Today

Calendar - shows appointments for today and the next three days by default. Use it to quickly see what meetings and events are coming up.

Tasks - displays a list of upcoming tasks. This area focuses on tasks that are due soon, so you can immediately see your priorities.

Messages - shows mail folders that contain unread messages. This helps you keep track of new mail without switching to the Mail module.

Anniversaries - This section appears only when there are contacts with anniversaries coming up in the near future.

Filtering & Customization

Today can be customized directly from the main view. Each section includes its own configuration and filtering controls.

These tools allow you to quickly adjust what information is shown and how it is organized, without leaving Today.

Each section on Today has a menu button in its header. Clicking this button opens a context menu with configuration and filtering options related to that specific section.

Calendar

Calendars - selects which calendars are included in the Calendar section on Today.

Categories - filters calendar events by selected categories.

Tags - filters calendar events by selected tags.

Hide Completed - hides completed calendar events from the Calendar section.

Show Tags in List - shows event tags in the Calendar event list.

Hide Section - hides the Calendar section from Today.

Tasks

Tree - shows hierarchical structure of tasks.

Consolidated - combines tasks from all lists while preserving their hierarchical structure.

Plain - shows the plain list of tasks with no hierarchical structure.

Group By - groups tasks according to Start or Due dates.

Arrange By - sorts tasks based on the chosen parameter. It ca be:

• Subject
• Start time
• Due time
• Priority
• Category
• Custom order
• As in Tasks module

Display Date/Time - controls whether task dates and times are shown in the list.

Categories - filters tasks by selected categories.

Tags - filters tasks by selected tags.

Hide Completed - hides completed tasks from the Tasks section.

Show Horizontal Grid Lines - toggles horizontal grid lines in the task list.

Show Alternate Line Colors - enables alternating row colors for improved readability.

Show Tags in List - shows task tags directly in the task list.

Search - opens a search field to filter tasks by text.

Hide Section - hides the Tasks section from Today.

Messages

Choose Folders - selects which mail folders are included in the Messages section on Today. Only unread messages from the selected folders are displayed.

Hide Section - hides the Messages section from Today.

Today Options

You can configure what is shown on Today and how it is displayed using both section menus (directly on Today) and the Today Options dialog.

Global settings for Today are available here: Tools -> Options -> Today. Some of these options mirror the section menu settings, while other settings are available only in the Options dialog.

In the Calendar and Tasks sections of the options dialog you can:

• Set how many days ahead should be displayed in Today.
• Decide whether completed items should be shown or hidden.
• Click Categories... to choose which categories of items will be included on Today.

In the Mail section of the options dialog, click the Folders.. button to choose which mail folders will be shown in the Messages area of Today.

Use the Show anniversaries checkbox to turn the Anniversaries section on or off. When the checkbox is disabled, anniversaries will not be shown on Today even if such events are present in your Contacts.

In the options dialog you can also disable any section entirely. Uncheck the checkbox next to the section name to remove it from Today. For example, you can show only Calendar and Tasks if you don't need Mail or Anniversaries on this screen.

Mail

Creating an Account

EPIM offers a full scale Mail module with classic features like support of IMAP, POP3 and Exchange protocols, message rules and unlimited mail accounts, PGP encryption and many others. Integration with the Contacts module makes sending messages and newsletters simple and easy.

Adding a Mail Account

Before you start working with mail you should create at least one mail account. There are several ways to do this.  A mail account can be added under File -> New -> Mail Account or in the Mail module under Tools -> Account Settings -> Add. In both cases a wizard starts which will guide you through the whole process.

Name and email address fields you fill in during this step will be seenby a recipient in the From field of incoming mail. Click on the Next button.

Entersettings for incoming and outgoing mail servers. EPIM supports IMAP4 and POP3 server types for incoming mail. If you are not sure which type to choose, please refer to your mail provider. Server settings are usually covered in the frequently asked questions (FAQ) section.

If you create a POP3 account, the last step offers to use the Global folders (left picture) feature. In this case all mail accountsshare the common set of folders. This feature is not available for IMAP4 accounts (right picture).

Account Settings

General account properties are available from the right-click context menu.

This dialog displays summary information about the account, including:

• total number of messages
• size of messages stored in the EPIM database
• mailbox quota usage on the mail server

Account settings are available from Tools -> Account Settings menu.

This dialog shows a list of existing mail accounts and provides tools to manage them:

Add - runs the wizard that helps to create a new account.

Edit - edit accounts settings here. More details about this option are listed below.

Delete - deletes an account and all its messages.

Set Default - allows to set which account will be used by default to create messages when the email client is called outside the Mail module. For example, when clicking on the email address in the Contacts module or in a web browser.

Move Up/Down - changes the accounts order in the main view.

Clicking on the Edit button opens the Account Settings dialog.

General

The General tab contains the account name and default identity settings.

Account name - The name displayed in the Mail module account list.

You can also assign a custom color and icon to the account. These visual settings are reflected in the Mail module interface.

Identity and Signatures

The Default Identity section defines the sender information and associated signatures.

An identity includes:

• sender name and email address
• optional reply-to address
• organization (optional)

Identities are used when composing messages and can be selected from the From field in the message editing window.

Each Identity can have multiple Signatures.

You can create and edit signatures in the General tab and assign default signatures for:

• new messages
• replies/forwards

Signatures can also be switched directly from the toolbar in the message editing window.

Managing Identities

To manage identities, click Manage Identities button. This opens the dialog where you can:

• add new identities
• edit existing ones
• delete identities
• set a default identity

Servers Settings

The Server Settings tab contains configuration for incoming and outgoing mail servers.

The available options differ depending on the authentication method used by the account.

Incoming Mail (IMAP/POP3)

This section defines how EssentialPIM connects to the incoming mail server.

The available settings depend on whether the account uses OAuth or Password authentication.

OAuth authentication is the most common authentication method for modern mail services.

When an account uses OAuth:

• EPIM does not store the users' password
• EPIM stores an authorization token instead
• incoming server settings cannot be edited manually
• server parameters are obtained automatically from the mail provider

If authorization problems occur, click Re-authorize and complete the sign-in process in your web browser.

When Password authentication is used, incoming server settings and login credentials can be edited manually. If you are unsure which values to enter, refer to your mail provider documentation or contact your system administrator.

Outgoing Server (SMTP)

This section defines which SMTP server is used to send messages from the current account.

In most cases, EPIM uses the SMTP server created for the same account. However, you can also assign a different outgoing server if needed.

The Outgoing Server drop-down list allows you to select which SMTP server will be used with the current account. Click Manage Servers... to open the SMTP server management dialog.

There you can:

• add new SMTP servers
• edit existing ones
• delete unused servers

This is useful when multiple accounts share the same outgoing server, or when a different SMTP server must be used for sending mail.

Click Edit... next to the Outgoing Server field to modify the currently selected SMTP server.

As with incoming mail, the ability to edit SMTP settings depends on the authentication method:

• with Password authentication, SMTP settings can be edited manually
• with OAuth authentication, server settings are obtained from the provider and cannot be changed in EssentialPIM

Advanced Settings

The Advanced tab contains additional options for interaction with the mail server. The available settings differ depending on the account type: IMAP accounts (left) and POP3 accounts (right) provide different options due to protocol differences.

Working With Mail

Once mail accounts are created, you can start working with mail.

Receiving Mail

The easiest way to start receiving mail is to click on the Get Mail button on the tool bar. If you need to receive mail from a particular account only, navigate to Tools -> Receive and select the desired one.

If anything goes wrong during the process, an error message will appear in the status bar. Double-clicking on status line opens a dialog with more details.

If you need to stop send/receive mail processes,click on the Stop All button or select a single account and click on the Stop Task button.

Messages from all inboxes are easily accessible in the All Inboxes folder, which is at the top of the mail accounts list. To hide the All Inboxes folder, click on View -> All Inboxes.

If you don't have an Internet connection at the moment or wouldn't want EPIM to automatically check for new mail, turn on the offline mode. To do so, click on File -> Work Offline. Alternatively, you can click the Offline mode icon located at the bottom-right corner of the program window.

Creating and Sending Mail

- To create a new message, click on the New Message button from the tool bar or navigate to Actions -> New Message. EPIM also allows you to create a new message quickly even when it is minimized. This can be done by right-clicking on the EPIM icon in the taskbar and selecting the "New Message" option from the menu that appears.

- To reply to a message, click on Reply or Reply All. When Reply All is used, each recipient will be mentioned in the Cc(carbon copy) field.

- To forward a message to another person, click on the Forward button.

You can send mail in rich text format (RTF), in (HTML) or in plain text. To switch between formats, click on the Format menu.

From field includes all identities from all mail accounts. Changing the sender will automatically change the associated signature in the message.

Click on the To, Cc and Bcc buttons for a dialog window to Select Recipients.

The left part of the window shows the list of all contacts in your database. The arrows in the middle allow you to add selected contacts into different fields (To, Cc, Bcc) of a mail message. To filter contacts, use the Address book drop-down list (allows to filter by contact groups) or Find field.

Once the message is ready, you can send it immediately by clicking on the Send Message button. To save it as a draft, click on File -> Save as -> Drafts or just close the window (EPIM will ask whether to save it for later use). Messages will be saved in the Drafts folder.

Ten latest email subjects will be saved in the database so that you can re-use them later. You can select previously used saved subjects from the drop-down list.

To edit or pin saved subjects, select the Manage Subjects option. This will open up a dialog window where you can do all that.

If the Do not auto-save Subjects option is enabled, EsentialPIM will not save entered subjects automatically anymore.

Quick Reply

Alternative way for quickly sending replies to email messages.

Works the same way as if you were using a regular reply option only without a separate dialog window. Your signature will be automatically added and the original message will be quoted in the outgoing messages. To hide the Quick Reply section, click on View -> Quick Reply Box.

Templates and Canned Responses

EPIM allows you to reuse complete messages or frequently used text fragments when composing emails.

Message Templates

Templates allow you to reuse predefined message layouts when composing emails. Templates can contain standard text, formatting, and dynamic variables that are automatically replaced with message data.

Any message can be saved as a template.

To save a message as a template under File -> Save As -> Template. Saved templates are stored in the Templates folder and can be reused when composing new messages.

Template Variables

Templates can include special variables that automatically insert message information when the template is used. To insert a variable into a template, click the Templates Options button on the toolbar in the message editing window, then select Insert Template Variable.

Variables can represent different message properties such as:

• message subject
• sender name or email
• recipient information
• original message text
• sending or receiving dates
• etc.

Template variables are divided into two groups depending on the message data they reference.

New Message Variables insert information related to the message that is currently being created. Examples include the subject, recipients, sender account, and other properties of the new message. These variables are typically used when composing new emails from a template.

Original Message Variables reference information from the original message when the template is used for replying or forwarding. They can include the original sender, recipients, message text, quoted content, and the date the message was sent or received. These variables are useful for creating reply templates that automatically include information from the message being answered.

When the template is used, these variables are automatically replaced with the corresponding values from the current message.

Using Templates

Templates can be used in several ways:

• create a new message from a template
• reply or forward using a template
• insert a template into a message

To create a new message from a template open the Templates folder and double-click the desired template to create a new message based on it.

When replying or forwarding a message, you can choose Reply/Forward with Template and select one of the available templates.

The selected template will be used for the reply.

While composing a message, you can insert a template into the message body. For this click the Templates Options button on the toolbar in the message editing window, then select Insert Template and pick needed template from the list.

Canned responses

Canned responses are reusable text snippets that can be inserted into email messages.

To manage canned responses:

• Open a new message window.
• Select Insert -> Canned Responses -> Manage.

The Manage Canned Responses dialog allows you to:

• Add new canned responses
• Edit existing entries
• Delete unused responses
• Assign keyboard shortcuts for quick insertion

Keyboard shortcuts make it possible to insert frequently used text into a message instantly without opening the menu.

To insert a canned response into a message:

• Select Insert -> Canned Responses, or
• Use the corresponding toolbar button, or
• Press the assigned keyboard shortcut.

Translation

EPIM has an automatic translation feature in its mail functionality. The translation panel is located at the top of the message preview pane and is enabled by default.

It can automatically detect the language of the message, but it's also possible to set it manually.

To set the target language, go to Tools -> Options -> Translation.

In this dialog, you can also disable or enable the translation feature and restore excluded languages.

Follow Up

EPIM makes it simple to create follow-up tasks for emails. To do so, select a message and click the Follow Up button.

You can create a follow-up task for a predefined date or a custom date.

After confirming the start and due dates, and adding a reminder date if necessary, EPIM will create a task in a special Flagged list in the Tasks module.

Emails with follow-up tasks will be marked with a red flag symbol in the messages list and preview pane, making them easy to spot and manage.

Mail Settings

Mail settings can be accessed via Tools -> Options -> Mail. The settings are organized into multiple sections, with general mail settings located in the root Mail section.

The root Mail section defines overall sending behavior and system-related mail options.

• Send messages immediately - Sends messages as soon as you click Send. If disabled, messages are placed in the Outbox and must be sent manually.
• Send Unsent messages on exit - Sends all messages stored in the Outbox when EPIM is closed. This option is typically used when immediate sending is disabled.
• Check to see if EPIM is the default email program at startup - Verifies at startup whether EPIM is set as the system's default email client. Check Now - Performs the default mail client check immediately without restarting the application.
• Check for missing attachments - Displays a warning when sending a message if predefined keywords (e.g., "attachment") are detected in the message text but no attachment is included. Use Keywords... to edit the trigger words list.
• Empty subject warning when sending mail - Displays a warning if the message subject is empty when sending.
• Never send a read receipt - Prevents EPIM from sending read confirmations, even if requested by the sender.
• Show errors in status bar instead of the popup window - Displays send/receive errors in the status bar instead of showing a popup dialog during automatic mail checks. Clicking the error message in the status bar opens the detailed mail status dialog.

The Display & Compose section allows you to configure how email messages are composed, displayed, and handled.

• Plain Text - Messages are composed without formatting.
• Rich Text (HTML) - Messages support formatting such as fonts, colors, and styles.
• Font - Specifies the default font used when composing messages in HTML format. Click Settings... to configure font properties.
• Background Color - Sets the default background color for new HTML messages.
• Reply to messages using the format in which they were sent - Replies use the same format (Plain Text or HTML) as the original message.
• Quote original message when replying - Automatically includes the original message in replies.
• Always quote selected text only, if any - When replying, only the selected portion of the original message is quoted (if text is selected).
• Mark message read after [x] second(s) - Automatically marks a message as read after it has been viewed for the specified number of seconds.
• Don't show external images in messages - Blocks remote images for privacy and security.
• Do not apply if the sender is in My Contacts or Collected Addresses - Allows external images for trusted senders.
• Auto save messages every [x] minute(s) - Automatically saves draft messages at the specified interval.
• Show the next email right after you delete email in a separate window - Automatically opens the next message after deleting one while viewing emails in separate windows.
• Auto-numbering in replies - Automatically adds incremental numbering to repeated replies (for example, Re[2], Re[3]).
• Allow editing subject line - Allows the subject line to be edited directly in the message list (without opening the message).
• Message list contact display - Defines how sender information is shown in the message list (for example, Name only).
• Use name only for contacts - Displays only the contact name instead of the full email address when the sender is in your contacts.

Notifications section allows to configure how EPIM notifies you about new email messages.

Translation section allows adjustments to auto-translate options for mail. Further details can be found here...

Spam section provides settings for managing the spam filtering feature. Additional information is available here...

Views / Sort / Filter / Search

Mail Views

There are four email messages views in the program: Classic (horizontal), Vertical, Vertical in Groups and Wide view (as a variation of the classic).

You can change a view in View -> Layout menu.

Messages in any view can be grouped by conversations. To enable this option, click on the Conversation button in the Views pane or under View -> Conversations.

Images in the Preview

By default settings images from the Internet will not be downloaded and shown in the message preview window for security reasons.

To load images or to change this setting, click on the yellow line at the top of a message.

Actions With To/From Addresses

Click on any email address in the message header will show up an extended menu with options to copy, add to address book, compose email or create a message rule for the selected email address.

View Customization

EPIM allows customization of columns set and their order in the main view.

Right-click a column caption to enable/disable columns you want to display/hide.

If you need to rearrange columns order, then drag fields to a desired position holding on left mouse button. When dragging small arrow icon shows where column is placed after you release mouse button.

If you need to copy current columns set from an active folder to another one, right-click columns caption and select the Apply columns to menu option.

By default, EPIM dynamically resizes columns to fit the available space in the main view. To disable this automatic resizing, right-click any column header and select the Prevent automatic column resizing option.

Sorting and Filtering

Mail views can be adjusted to your needs. Email can be categorized or filtered by various criteria.

Any email message can be assigned a colored category. Right-click on a message and choose the Category option.

Edit Categories opens up a dialog windows where you can create new or edit existing categories. To find more about this, please see here.

You may choose to show emails from only certain categories in the main view. To do so, click on View -> Show Categories.

Click on the Select option to select needed categories.

To sort mails, click on any of the column names in the mail list. To sort by several fields, click on the column names holding the Ctrl button on your keyboard.

To search for specific mails, use the search field at the top right corner.

Clicking on the spyglass icon will allow you to choose the specific fields to search in.

EPIM offers advanced filtering. Click on the Filter button on the tool bar to enable this option for every mail column.

Each drop-down list shows all possible values for the given field. You can choose necessary values in multiple columns for more advanced filtering.

EPIM also offers a quick filter panel.

It allows you to display only unread, tagged, categorized or starred mails, messages with attachments or messages from people in your contacts list, or with follow up flag.

The pin button keeps filters enabled when switching between folders.

If a filter is applied, the special Customized view line will be shown at the top. You can quickly clear all the filters by clicking on the "filtered items" link and choosing the Clear option.

You can save any type of customization as a template by pressing save button located at the right hand side of the customized view bar:

Once the template is saved, it becomes available in the drop-down list. Click on a template to load it.

To manage saved templates (change their order, rename or delete), click on the Manage Template option from the drop down list.

Favorite Folders

Right-click to mark mail folders as favorites for quick access in a separate section.

Favorite folders can be displayed in two modes: full and compact.

In the default view (with Compact View disabled), the full path to the folder within the respective account is shown. In Compact View, the folder name and account name are displayed on a single line.

Move to Top/Bottom option places the Favorite Folders section at the top or bottom of the mail folders list.

Grouping

EPIM offers a quick grouping feature.

It allows you to group mail by a variety of available variables.

Managing Mail

EPIM features a number of tools helping to script some routine operations with mail, such as mail rules, spam filtering or deleting old mail.

Message Rules

EPIMallows sorting incoming and outgoing mail automatically using Message rules. Click on the Tools menu and select the Message Rules option.

Press the Add button to create a new rule. This will open the Mail Rule dialog window.

You may add or remove conditions by using the +/- buttons. Actions tell EPIM what to do with a message when the condition is met. In the example above, messages will be moved to the "Important" folder and marked as Read if the From field contains "John". The rule can be applied either to Received or Sent messages via the Apply on drop-down list.

The message rules dialog window provides a number of tools to help you manage your set of rules:

- Disable or enable any message rule by clicking on the checkbox next to a rule's name.

- Save time by copying existing email rules when setting up similar ones.

- Rules are executed in order specified by the numbers from the # column. You can change the rule's priority by using Move Up/Down buttons.

- Sort the message rules by clicking on the column headers.

- Run selected rule(s) on option allows you to immediately execute the selected rule on a specific folder.

The Export/Import buttons allow you to save and load set of mail rules (might be used as for backup as for transferring into another EPIM database purposes).

Spam Filtering

EPIM features an adaptive spam filtering tool. It learns ways to detect spam from you actions.

In order for the tool to be effective, you must train it first by manually marking spam messages using the Mark as Spam button. It's equally important to mark falsely detected spam messages as not spam using the Mark as Not Spam button, which appears on the toolbar when you switch to the Spam folder. The bigger the number of messages you mark, the better the adaptive filter becomes with time.

The spam filter is enabled by default but can be turned off individually for each of your mail accounts via the Spam Settings tab in Account settings.

For additional tuning you can proceed to the general spam options. Click on the General Spam Options button under spam settings tab or navigate to Tools -> Options -> Spam.

This dialog allows you to adjust general spam settings applied to all mail accounts with the spam filtering option enabled.

Managing Folders

Folders in mail accounts have a number of adjustable settings. These are vary depending on the account type (IMAP or POP3).

Most operations are available from the right click menu:

New Folder - creates a sub folder.

Compress - compresses folder contents making it using less space in the database.

Synchronize - this option is available for IMAP accounts only.

By default all folders are set to sync message Headers only. This means that the full messages are downloaded only when each message is clicked in the messages list.

Full messages option makes EPIM download full messages upon mail sync process. In this case, synchronization always downloads full messages and they are available offline.

Do not synchronize option excludes a folder from the synchronization process. Such folders can be used for archiving purposes.

Create Rule For Folder - creates a rule that moves messages to this folder.

Show in Today - puts the folder on Today screen under its account name.

Properties - opens a dialog that shows the total number of messages in the folder and their total size.

Archiving Mail

Email can be archived either manually or automatically to the special Archive folder, which is not synchronized with the mail server. To archive selected email messages manually, right-click on the selected messages and select the Archive option from the context menu.

Automatic archiving is set up for each mail folder individually by clicking on Properties and then on the Auto Archive tab.

Legacy messages can be moved to the Archive folder or deleted permanently after a specified number days.

Newsletter

EPIM allows you to compose an e-mail template that you can send to multiple recipients from Contacts.

Creating a Newsletter

1. Select at least one entry in EPIM contacts. Use CTRL (Shift) + left-click to select multiple entries. Go to Edit -> Select All to select all entries. You can edit the list of recipients in the Newsletter dialog later.
2. Right click the selection and choose SendNewsletter option in context menu.

1. The SendNewsletter dialog will appear which consist of thee blocks: Recipients, Message, Preview.

Using Message block

The Message block is used to compose the letter for your mass mail. You can use every field of a contact as a tag.Use the Insert Field drop down list to insert the tags.

In the To name field you can use either any contact field as tags or any text. The contents of that field will be placed in header of your letter. You can see the result in the To field of the Preview block.

The Message field has an additional Attachments tab. Here you can add attachments to your message.

Using Recipients block

This block contains a list of mass mail recipients.  You can add/remove recipients to/from the list or edit their info. Right-click on a field or entry to use one of its features.

Recipients are highlighted in red if you use a field for which there is no information for that recipient.  To see what is missing, point the cursor to the interested entry and a tip will appear. To fix it, use the Edit feature and add missing values.

Clicking on the Recipients button will bring up a dialog for adding/removing recipients to/from the list.

Use the arrow buttons in the middle to add or remove the recipients.

Using Preview block

This block lets you see how your message will look like before you send it out and is in the browse mode only. If you are sure everything is fine with your letter, clickon the Save & Send button. EPIM will ask you whether to save the current project before it starts sending the newsletter out.

Saving projects for later use

To save the current project, click on the Save Project button in the bottom left corner of the newsletter dialog window. To open previously saved project, click on the Open Project button and select a project from the list.

PGP Encryption

Ensure your privacy with encrypted e-mail. EPIM offers built in PGP encryption that allows signing and/or encrypting your correspondence.

How PGP Encryption Works

PGP uses a variation of the public key system. In this system, each user has a pair of keys: one is the public encryption key and the second a private decryption key. Each key pair contains sub-keys: one for encryption and and one for digital signature. Public keys can also be signed. Signing someone's key is saying to the world you have verified the identify of this person. Key signing will be reflected in the sub-key certificate. More information about keys and certificate structure can be found in the PGP Key Management tool.

The system works as follows: a person who wants to receive encrypted messages creates a pair of private and public keys and shares the public key with other people. The public key is used for encrypting messages only. The user encrypts the message with the public key and sends it to the key issuer. The recipient decrypts the encrypted message with his private key. You can learn more about encryption and decryption in EPIM here.

PGP also supports authentication and integrity check using digital signatures. By default, it is used in conjunction with encryption, but it can also be applied separately. Digital signature serves to detect whether a message was sent by a sender and whether any attempt was made to make changes in the content.

How to Send and Receive Encrypted Mail

To start sending and receiving email messages signed and/or encrypted with the OpenPGP standard, you need to either create and/or import a PGP key pair and share your public key (to be able to receive encrypted messages) and import public keys from other people (to be able to send them encrypted messages). Both operations can be done with PGP Setup Wizard under the Tools menu. It guides you trough the process of creating/importing the PGP key pair and importing public keys.

The first step provides general information about PGP and how it works.

On the second step you can choose whether to create a new pair of Public and Private PGP keys or import an existing one.

Creating a New Set of PGP Keys

Creating a Key

If you chose to create a new key pair, select an account or Identity the key is going to be created for.

Choose a password for the key that will be used for messages signing and decryption.

The Advanced button allows to set additional key pair settings (leaving the default settings unchanged is perfectly fine).

Key type - allows to choose encryption and digital signature algorithms. There are two options: RSA oror Elgmal// DSS..RSA is used for both encryption and signature sub keys. In the case of Elgmal/DSS, Elgamal is used for encryption and DSS is for signature.

Key size - choose the encryption strength. The longer the size, the better the protection. However, choose wisely as using long keys may cause delays with encryption/decryption.

Key expiration - if you choose to enter an expiration date, a new key pair will be needed after that date. Your public key will also have the "expired" status and can no longer be used by other people to send you encrypted messages.

The next step of the wizard offers to export your public key to a *.pgp file, so you can distribute it to people you plan to exchange email with.

Importing PGP Keys

If you choose not to create a new set of PGP keys, you will be redirected to the importing keys step. Click on Browse and locate a file that contains your private and public keys and/or files with public keys of people you are going to correspond with.

Once you've imported public keys for recipients, you will be able to start sending encrypted messages to the key owners. To encrypt a message go to the PGP menu and enable Encrypt message in the composing new message window. Your email message will be encrypted upon clicking the Send button. Any attachments will be encrypted as well.

Having a PGP private key digitally signs email messages, which tells the recipient that the email originates from you. To add a digital signature enable the Sign message option under the PGP menu.

EPIM tries to decrypt messages automatically upon reading them. You can tell encrypted messages by the lock icon.

If your PGP key is password protected (which it should be), you'll be asked for a passkey when attempting to read an encrypted message.

Remember password for X minutes prevents EPIM from asking the password for a defined period of time. This might be useful when you need to read more than one message at a time.

When a message is successfully decrypted, EPIM adds a corresponding sign Decrypted message in the header part of the message preview window.

If a message was signed and the signature is confirmed, the following sign will be shown:

When a message decryption fails (either there is a problem with your password or there is no Private key for the message recipient), you will see this message:

PGP Key Management

Most operations with PGP keys such as creation, import/export, message encryption can be done via the PGP Keys Wizard or main menu options but EPIM also provides an advanced tool to manage PGP keys under Tools -> PGP Key Management.

The main dialog window shows the list of available keyswith their sub-keys and provides tools for keys managing.

Show keys from other people- when checked shows your own keys and imported Public keys from other people. When unchecked this shows your own keys only.

File

New Key - opens a dialog to create a new private and public keys pair.

This dialog offers the sameoptions as the PGP Keys Wizard.

Import Keys - imports private and/or public keys from a file. Use this option to import public keys received from other people or to import backed up keys.

Export Public Key - exports your public key to a *.pgp file. Sending out such a file is one of the ways to distribute your public key to people you want to have secure correspondence with.

Export Public and Private Key - exports both your public and private keys to a file. Use this feature for backup purposes only and never share the exported file with anyone.

Edit

Copy Public Key into Clipboard - can be used to share your public key by pasting it into a message body as a text block. It will look like this:

Import Public key from Clipboard - opposite to the previous option. You can copy a public key into a clipboard (from a received email message, for instance) and then use this option to add it to your PGP keys storage.

Revoke key - applying this option makes the selected key no longer valid. Your public key will also have the "revoked" status and can no longer be used by other people to send you encrypted messages.

Matching Email Addresses - adds additional email addresses to a public key, so you could send encrypted messages to these addresses and the key issuer could decrypt it with his private key.

Actions

Email Public Key - creates a new message with your public key attached. An easy way to share your public key with others.

Troubleshooting

Socket Error

This error occurs when EPIM cannot connect with the mail server. The most common reason is an incorrect address for the incoming or outgoing server. In some rare cases EPIM is blocked by a firewall.

How to fix:

1. Open the Servers Settings tab under Tools -> Account Settings -> Edit and enter correct settings. If you are not sure which settings to enter, please refer to your mail provider. Server settings are usually covered in the frequently asked questions (FAQ) section.

2. Add EPIM to exceptions under your firewall settings.

Authentication Failed

This error meansEPIM cannot authenticate on the mail server. Note, wording of this error may differ a bit from the one shown on the screenshot depending on the mail service you use.

How to fix:

1. Make sure that you correctly entered your username and password under the Servers Settings tab in the account settings ( Tools -> Account Settings -> Edit).

2. Your mail service might need an app-specific password (see the reddish section with a warning sign). In this case, refer to your mail provider(see the reddish section with a warning sign). In this case, refer to your mail providerfrequently asked questions (FAQ) section.

3. Make sure access to IMAP/POP3 protocols in enabled on the server. To check this, login to your account using a web browser and proceed to account settings. Normally you'll be able to find such options there under the security settings section.

Calendar

Views & Filtering

The Calendar module is a key part of EPIM and can be displayed in different views: Day, Week, Month, Week Agenda, Year, or Agenda. Views can be switched in the tools panel or under View menu.

Day/Week

These views provide the same functionality. The only difference is that the day view shows events for a particular day and the week view shows several days (one week by default).

Days are displayed in a time grid that is useful for navigating through the calendar, tracking appointments, locating free time and creating new appointments directly at the desired time. Appointments that have both start and due times within one day are displayed in the grid. If an appointment takes a whole day or spans several days then it is displayed at the top of calendar's time grid.

To change the time scale, click on View -> Time Scale or right-click on the scale in Day and Week views.

The Automatic option scales the whole day grid to fit onto the screen.

Work time is marked with a lighter color while dates for holidays are in red. These settings as well as many others can be changed in the Calendar options dialog.

Month/Year

Both Month and Year views are identical by functionality. These views give a summarized overview for longer time periods than the week view.

Month view also allows you to set where to display today's date.

Week Agenda

This view is a compound of the week and month views. It combines the summarized look of the month view with the rather large amount of records from the week view. As a result, it provides a summarized overview of a week's activities.

Agenda

If classic views are not enough for analysis then EPIM can display task details as a table. This includes all calendar events and tasks that have the Show in Calendar option enabled.

This view allows editing records in the same way as with table editor. Any data can be changed directly in the cells.

Switching to a vertical view ( View -> Layout -> Vertical View) allows you to see Notes and Related items on the right hand side of the main window.

At the top of the view you can set the dates range to display.

Any field in the table can be disabled/enabled under the right-click menu.

Records can be sorted by any field by clicking on the field caption. The arrow icon shows the sort direction, ascending or descending. Clicking a second time reverses the sort. If you need to sort by several fields then click on them while holding the Ctrl button.

Sorting and Filtering

EPIM allows you to adjust the calendar views particularly for your needs. Easy to use filtering feature is available from the main menu.

It enables filtering records by Categories and/or Tags, allowing you to display only the records with the selected categories and/or tags.

You can disable or enable categories and tags via their respective filter sub-menus. Clicking on the "Select" option opens a dialog window where you can choose which categories or tags to display in the main calendar view.

Alternatively, you can apply category filters through the View -> Categories menu.

The "Completed" option allows you to enable or disable the display of records with a 100% completion status.

While in the Agenda view, the Filter menu offers additional options:

In columns: This option enables filtering by column values.

Each drop-down list displays all possible values for the corresponding field. You can select multiple values across various columns for more advanced filtering.

Date range/Duration: This option restricts the display of records within specified dates.

Any applied filtering options will be reflected in the customized view bar:

You can save any type of customization as a template by using the drop down list located at the right hand side of the customized view bar:

Once the template is saved, it becomes available in the drop-down list. Click on a template to load it.

To manage saved templates (change their order, rename or delete), click on the Manage Template option from the drop down list.

Calendar Settings

Calendar settings are available under Tools -> Options -> Calendar

Work Time- allows setting a time frame for your work schedule, which will display with a lighter color in the calendar. It is also used for printing working hours.

Show only work time- hides/shows non working hours in the day and week views.

Work week- allows identifying work days. Non-work days are shown with darker color and red day numbers.

Show only work days- hides/shows non working days.

First day of week- sets the first day of the week in the week and month views.

Days in Week view- sets the number of days in the week view. Can be set from 3 to 14 days.

Weeks in Month view- sets the number of weeks in the month view. Can be set from 2 to 10 weeks. This feature is useful when you need to free up space for more records per day or when you need to get an overview for a period longer then one month.

Months in Year view- sets the number of months in the year view. Can be set from 1 to 48 months.

Remember manually set dates in Table view- Remembers dates range set in table view when switching to another views.

Show for items...- this drop-down menu allows to hide the start or due time or both. This is useful if you want to free space for more text from records' subjects.

Display categories as - sets how to show categories color.

Default reminder- sets the default reminder for new appointments.

Background color - allows to set a background color which will be used as core color in all views (except Agenda view)

Enable Lunar calendar- enables/disables the Chinese lunar calendar.

Date and Time

EPIM can display time in 12h and 24h formats. It also can display dates using various formats. Date and time format is available under Tools -> Options -> General.

When Use system defaults option is enabled, EPIM uses the date and time format according to Windows regional settings ( Start -> Control Panel -> Language and Regional Settings).

Adding Appointments

There are several ways to add a new appointment. You can press the New Appointment button on the tool bar or you can add it under Actions -> New Appointment.

This screenshot shows other ways to easily add a certain appointment:

Using the mouse, highlight the time needed for the appointment and release the button: the new appointment pop-up window appears. Just enter the text and, if needed, assign Priority, Category, Completion, Alarms and Re-occurrence, then press OK.

Double clicking anywhere in the calendar grid creates a new appointment for that time and opens the new appointment dialog.

One more easy way to enter a new appointment is to put the cursor on the necessary time and just start typing. This automatically creates an appointment on the selected time without opening the appointment editing dialog.

EPIM allows you to add a new appointment quickly even when it is minimized. This can be done by right-clicking on the EPIM icon in the Windows taskbar and selecting the "New Appointment" option from the menu that appears.

Editing Appointments

EPIM provides several ways to quickly view and edit items directly from the main workspace.

Hovering the mouse cursor over an appointment displays a quick preview tooltip.

This preview shows key information such as:

• date and time
• category
• notes

This allows you to review item details without opening it.

Clicking an appointment opens a compact dialog with detailed information.

This dialog includes:

• calendar name and account affiliation
• full item title and details
• additional information (such as repeat settings, reminders, and notes)
• quick action buttons

From this dialog you can:

• click Edit to open the full edit window
• click Delete to remove the item

This provides a fast way to access common actions without opening the full editor.

Clicking the Edit button in this dialog, or double-clicking an appointment, opens the full edit dialog.

Start/End - defines the start and end date/time.

The chain icon, located between the start and end dates, provides the option to preserve the duration when editing the dates or to edit the dates independently.

Duration - automatically shows the duration of an appointment, can be edited manually.

All day event - an event for one or more days that has no start and end times.

Subject - name of the appointment.

Calendar - allows to set where the appointment should be created.

Location - location for the appointment. Locations are saved and available for future use from the drop-down list. You can add, edit or delete locations using this menu. To do so, click on the Manage Locations option at the end of the list.

When typing into the Location field, it automatically suggests geographic locations according to input.

Category - sets a category for an appointment. You can create custom categories by selecting the Manage categories option in the drop-down list. For more details, please refer to the Custom categories topic.

Completion - sets a percentage of completion.

Invite participants - this feature enables the invitation of participants to the appointment. For more details, refer to the Meeting invites topic.

More Options - expands the options panel to display additional event settings.

Templates - enables the creation of templates for future use. For more details, refer here.

Status - allows you to set private or public statuses for events. Also used in EPIM Pro Business for assigning items to other users. More details here.

Priority - allows you to set a priority.

Read-Only - makes an item read only, preventing it from being edited.

Exclusive appointment - such appointments cannot be overlapped with other events.

Google Meet Conference - enabling this option allows the creation of a Google conference. For more details, see here.

Related Items - shows items that have links to the current appointment.

Tags - allows to add tags. More details about working with tags are here.

Reminder

Enable a reminder by clicking on the Reminder drop-down menu and select the necessary value:

Selecting "0 min" creates a reminder that triggers at event time, others create a reminder before the event.

Click on Add Reminder adds additional reminders to the event.

To delete an additional reminder, click on the cross icon. If there's just a single reminder, disable it by choosing the None option.

Additional reminder options can be set by clicking on the Advanced button:

You may choose a Default sound or any custom Sound file (*.wav or *.mp3) for alerts.

Message field allows you to set a Custom message for the reminder.

You can also assign a program that will run with the reminder. Click on the Browse button and choose the desired app.

Repeat Appointment

Make a recurring appointment by enabling the Repeat every checkbox:

You can set daily, weekly, or monthly recurrences. By default an event will expire after10 occurrences. Adjust the number or change the expiry date, if needed. For more complex recurrence patterns, click the Advanced button:

This dialog allows you to tune recurrence patterns, i.e. you can choose to repeat an appointment every second Tuesday every three months.

Templates

Templates enable you to save predefined patterns of appointments for future use. To create a template, open a new or existing appointment and fill in all the desired fields. Then, expand the More Options section and click the Save button next to the templates drop-down menu. A dialog window will appear, allowing you to name your template.

Save start time - adds the start time of an appointment to the template, allowing you to easily create events that begin at the saved time on any selected date.

Save duration - includes the duration in the template, automatically calculating the end date and time based on the start date and duration.

Set as default - marks the saved template as the default option for creating new events.

Once an appointment is saved as a template, it becomes available from the templates drop-down list. Click on the drop-down list and select a template to load it. Manage Templates calls a dialog where you can re-order templates,edit their names(simply by clicking on them) and select a default template.

Move Up/Down and Delete buttons allow you to adjust the order of templates in the drop-down list and delete unused ones.

Set/Unset Default buttons allow you to set a default template for all new appointments.

Managing Calendars

EPIM features multi-calendar support.

Calendars are grouped into accounts. Calendars that belong to the Local Calendars account are stored locally in EPIM. Additional accounts and calendars in them can be created when you add a new synchronization.

You can easily create, edit or delete calendars. To create a new calendar, click the Add Calendar button located below the list of calendars.

Create new calendar option adds a new calendar to a chosen account.

Add Sync option enables synchronization with online calendars. Find more details here.

Subscribe to calendar option allows you to subscribe to an iCal calendar on the Internet. Find more details here.

Another way to add a new calendar is by right-clicking in the calendars list area and selecting Add.

You will be able to name the calendar and set its color. The "Add Calendar" window also allows you to choose an account the calendar is going to belong to. You can select the status for a calendar - Public or Private. Here you can find more info about how setting up different statuses could help you with improving your workflow.

Default reminder option lets you set a reminder that will automatically apply to all new events created in this specific calendar.

The Read-Only setting will forbid adding, editing or deleting events within the calendar.

Note, you can always bring back this dialog window by clicking on Properties from the context menu.

iCal Subscriptions

EPIM allows you to subscribe to iCal calendars available online. To do so, navigate to File -> Subscriptions -> Add Calendar (iCal) Subscription.

URL - link to the iCal calendar location

Name - calendar's name

Assign color - choose which color the events will be shown with

Remove - allows you to exclude/include remainders and attachments from the subscription

Refresh - sets the update frequency

Once you have added a subscription to EPIM, a read-only calendar is automatically created with all the relevant records.

If you want to delete a subscription, simply follow these steps:

1. Navigate to the Tools menu.
2. Select Options and look for the subscription name you want to delete.
3. Click on the Delete Subscription button.

Once you have confirmed the deletion, the calendar and all associated records will be removed from EPIM.

Weather Integration

EPIM is capable of showing current weather conditions and weather forecast for the next 10 days on the calendar.

Hovering mouse cursor over the weather icon, will show a tool tip with more detailed forecast for the day.

The Weather feature can be enabled or disabled in Tools -> Options -> Weather.

Here you can set your location and preferred temperature units.

Tasks

Creating & Organizing Tasks

Adding a Task

The easiest way to add a new task is just start typing in the Add a task field.

Or click on the New Task button from the toolbar. This adds a task to the root of a currently active list.

If you need to create a child or sibling task then click on arrow button next to New Task and select Add as Child or Add as Sibling option.

The first option adds a child task to the currently selected task and the second one adds a task at the same level as the currently selected one.

New tasks can also be created under Actions -> New Task.

You can also double click on an empty space in the Task module to open the New Task dialog window. More details can be found in the Editing a Task topic.

EPIM allows you to add a new task quickly even when it is minimized. This can be done by right-clicking on the EPIM icon in the taskbar and selecting the "New Task" option from the menu that appears.

Task Lists

Tasks can be organized into multiple lists, displayed in the right panel. By default, all new tasks are added to List 1. To create another list, click Add List at the end of the panel. This opens Add List dialog.

In this dialog you can define:

Name and Color - set the list's name and assign a color for easier identification.

Account - choose the account in which the list will be created. By default, it's Local Tasks.

Status - set the list as Private or Public. In EPIM Pro Business, public lists are also used for assigning tasks to other users. (See Assigning items topic for more details.)

Read-Only-- when enabled, all tasks in the list become read-only.

Once created, a list can be edited later through the right-click menu by selecting Properties.

The right-click menu also allows you to:

Add - create a new list.

Rename - change the name of the current list.

Delete - remove the current list along with all its tasks.

Color - change the tab color.

Move Up/Down - adjust the list's position in the panel.

Managing Tasks

Tasks can be organized into hierarchical structures. Creating child or sibling tasks was described earlier, but you can also change the arrangement of existing tasks. The fastest way is to drag & drop a task to a desired location.

You can also move tasks in the tree by using the corresponding buttons from the tool bar.

Arrow buttons move selected task(s) across the tree.

Collapse All and Expand All buttons allow to expand or collapse the entire tree with just a single click.

Task position within the hierarchical structure can be set from the task info dialog.

Here you can select a tasks list and a parent record.

Tasks in Calendar

EPIM allows working with tasks while you are in the Calendar module. The Tasks bar is shown to the right of the Calendar and can be turned on/off in View -> Tasks Bar.

Tasks can be also displayed in the Calendar along with appointments. There are several ways to do this:

Show in Calendar option. Shows a task in the Calendar as if it were an event. Such tasks have a corresponding icon near their subjects. You can work with such tasks the same way as if they were appointments. Open, edit and drag & drop operations are supported. All changes are automatically reflected in the Tasks module, as well. Enable this option by right clicking on a task or under Actions -> Show in Calendar, or in the task edit dialog.

Save as Appointment option. Creates an appointment in the Calendar with the same settings as the source task but, unlike the Show in Calendar option, the source task and resulting appointment are not related to each other anymore. Enable this option by right clicking on a task or under Actions -> Save as Appointment.

Tasks Module Settings

Change task module settings in Tools -> Options -> Tasks

Display categories as - displays categories a variety of ways in the list view.

Automatically delete completed - moves completed tasks into Trash.

Editing Tasks

Tasks can be edited by double-clicking on them or directly from the main view by single clicking on a field.

Task Information

Start/End - defines the start and end date/time. By default, the date value is None. Click the calendar icon to select a date. Once a date is set, the time field becomes available. Select None if you only want to specify a date without time.

Show in Calendar - changes made in the Calendar will be visible in the original task and vice versa.

Float - automatically changes the due day of the task to the next day if it wasn't completed today.

Priority - allows you to set a priority.

Category - sets a category for a task. You can create custom categories by pressing the "..." button. For more details, please refer to the Custom categories topic.

Completion - sets a percentage of completion.

Location - location for the task. The list of locations will be saved and available for future use from the drop-down list.You can add, edit or delete locations in this menu. To do so, click on the Manage Locations option at the end of the list.

When typing into the Location field, it automatically suggests geographic locations according to input.

More Options - expands the options panel to display additional event settings.

Templates - enables the creation of templates for future use. For more details, refer here.

Invite participants - this feature enables the invitation of participants to the appointment. For more details, refer to the Meeting invites topic.

Status - allows you to set private or public statuses for tasks. Also used in EPIM Business for assigning items to other users. Please refer to the Assigning items topic for more details.

Read-Only - makes an item read only, preventing its occasional editing.

Related Items - shows items that have links to the current appointment.

Custom Fields

Allows you to add custom fields for tasks.

The Plus button adds a new field.

The Pencil button allows you to edit existing fields and adjust their order.

When adding a new field, you can choose the field type for the newly created field.

Text - contains text or numeric data.

Date - contains only date.

Drop-down list - contains list of items available from the drop-down list.

Add and Delete buttons allow you to create new values. Up and Down buttons allow you to adjust their order.

Yes/No - creates a drop-down list containing Boolean values like yes/no, false/true, etc.

Format choose a pair of pre-defined values or add your own by clicking on the button with tree dots.

Checkbox - a simple checkbox that can be either enabled or disabled.

Reminder

Enable reminder by clicking on the Reminder checkbox:

Reminders can be set to sound at any date and time.

Click on Add Reminder to add an additional reminder to the event.

To delete a reminder, click on cross icon.

Additional reminder options are available by clicking on the Advanced button:

You may choose a Default sound or any custom Sound file (*.wav or *.mp3) for alerts. Message field allows you to set a Custom message for the reminder. You can also assign a program that will run with the reminder. Click on the Browse button and choose the desired app.

Repeat Task

Make a recurring task by enabling the Repeat task checkbox:

You can set daily, weekly or monthly recurrences. For more complex recurrence patterns, click the Advanced button:

Templates

Templates allow you to save predefined tasks for later use. To create a template, open a new or an existing task, fill in all the desired fields and click on the Save as Template button at the bottom left corner. This opens a dialog window where you can name your template.

Save list and parent option preserves the position in the tasks structure.

Set as default sets the saved template as the default for new tasks.

Once a task is saved as a template, it becomes available from the Template drop-down list. Click on the drop-down list and select a template to load it. The Manage Templates option calls a dialog where you can adjust the order of templates, edit their names (simply by clicking on them) and set a default template for new tasks.

Move Up/Down and Delete buttons allow you to adjust the order of templates in the drop-down list and delete unused ones.

Set/Unset Default buttons allow you to set a default template for all new tasks.

Views / Sort / Filter / Search

EPIM offers powerful and flexible tools for tracking tasks and analyzing the status of their completion or the duration of projects.

Task Views

There are three main views (Tree, Consolidated, Plain). A sub view (by due date) can be applied to all three main views. You can switch between views by clicking on the buttons from the tools panel or under View main menu.

Tree - shows hierarchical structure of tasks.

Consolidated - combines tasks from all lists while preserving their hierarchical structure.

Plain - shows the plain list of tasks with no hierarchical structure.

Kanban board helps to visualize and manage your work at various stages using tasks as cards.

Tasks can be dragged between the different board sections. This, among other things, will automatically change the task's completion level for your convenience. Plus buttons at the top of each section allow you to add new tasks directly to a respective column.

Group By - can be applied to all three views. Shows tasks in sections based on their due dates: Overdue, Without end date, Today, Tomorrow, This week, etc. Each section can be expanded/collapsed, and the hierarchical structure is preserved.

Smart Lists

Smart Lists are a convenient way to access specific groups of tasks quickly. There are four pre-defined Smart Lists available in EPIM, which can be enabled or disabled under the View -> Smart Lists menu:

All: shows tasks from all lists.

Important: shows tasks with High and Higher priority.

Flagged: shows follow ups created from mail messages.

Completed: shows tasks with a 100% completion status.

If you don't need to see all four lists, you can enable only the ones you need by selecting them from the following menu:

View Customization

EPIM allows customization of columns set and their order in the main view.

Right-click a column caption to enable/disable columns you want to display/hide.

Selecting a Customize option opens a dialog where you can setup what columns to display from all available columns.

If you need to rearrange columns order, then drag fields to a desired position holding on left mouse button. When dragging small arrow icon shows where column is placed after you release mouse button.

EPIMremembers columns set for each tab in tasks. If you need to copy current columns set to another tab, right-click columns caption and select the Apply columns to menu option.

By default, EPIM dynamically resizes columns to fit the available space in the main view. To disable this automatic resizing, right-click any column header and select the Prevent automatic column resizing option.

Sorting and Filtering

To sort tasks, click on any of the column names in the main view. To sort by several fields, click on the column names while holding the Ctrl button on your keyboard.

To search for specific items, use the search field at the top right corner.

Clicking on the spyglass icon will allow you to choose specific fields to search in.

EPIM offers advanced filtering of tasks with the ability to configure the customized set of fields. Click the Filter button on the tool panel to enable this option for each of task columns.

Each drop-down list shows all possible values for the given field. You can select necessary values in multiple columns for more advanced filtering.

If a filter is applied, the special Customized view bar will be shown at the top. You can quickly clear all the filters by clicking on the "filtered items" link and choosing the Clear option.

Combination of different sorting and filtering options can be saved as a template. Save a template by using the drop down list located at the right hand side of the customized view bar:

Once the template is saved, it becomes available in the drop-down list. Click on a template to load it.

To manage saved templates (change their order, rename or delete), click on the Manage Template option from the drop down list.

Calculation of Duration

To see duration of a single or several tasks, select the items in the main view and check the status bar at the bottom.

Notes

Working With Notes

Adding a Note

The easiest way to add a new note is to click on the New Note button from the tool bar. This adds a note to the root of a currently active tree.

If you need to create a child or sibling note then click on arrow button next to New Note and select Add as Child or Add as Sibling option.

EPIM allows you to add a new note quickly even when it is minimized. This can be done by right-clicking on the EPIM icon in the taskbar and selecting the New Note option from the menu that appears.

This opens the Note Info dialog window.

Name - enter the note's name or use the default < Give name automatically > option. In this case EPIM will use the first sentence of your note as its name.

Pick Icon - choose an icon for the note.

Status - allows to set the note either private or public. This can also be used in EPIM Business to assign records to specific users. More details here.

Read only - prevents editing the note.

Make Note Sticky - makes a note sticky, in other words creates its copy on the desktop. Find more here.

A drop-down list with the current tree name and the Select parent note button allow you place the note directly to where needs to be in the existing notes structure.

The toolbar at the top supports basic formatting for a note's name.

Click the OK button to add the note to the active tree.

Another way to add a note is by using the Add a note field

Simply type the name of the note and press Enter. The note will be created in the currently active tree.

Notes Lists

EPIM stores notes in lists. By default, all new notes are created in the List 1. If you need to add a new list or edit an existing one, right click on a list and select the appropriate option.

Add - creates a new list.

Rename - allows you to rename current list.

Delete - deletes current list with all its notes.

Color - allows to change the color of the list.

Move Up/Down - changes the position of a list. Alternatively, you can also move lists by dragging and dropping them.

Properties - opens a dialog where you can edit a list.

Account - allows you to move a list to another account

Status - allows to set the tab either private or public. This can also be used in EPIM Business to assign records to specific users. Refer to the Assigning items topic for more details.

Read only - when enabled all the notes in the tree become read-only.

Adjusting Notes View

EPIM allows you to customize the Notes view to suit your needs using the Layout settings. The Layout menu can be accessed by clicking the Layout button in the toolbar or via View -> Layout.

Arrange Notes by allows arranging records by Name, Created and Modified dates. Arrow icon next to arrangement option indicates sorting direction. Custom Order option switches back to your manually defined notes order.

Notes Navigation option enables a panel, which displays the path of the currently selected note.

Clicking any note name in the path will switch focus to that note. Use the arrow buttons to navigate between recently accessed notes.

Smart Lists provide a convenient way to quickly access specific groups of notes. EPIM includes four predefined Smart Lists, which can be enabled or disabled from the Smart Lists section menu:

You can bookmark your favorite notes and access them quickly in the smart lists pane.

Recently Viewed and RecentlyModified lists track notes from the past 30 days, displaying up to 25 items each.

Number of Items in List option toggles the display of note counts for each list:

Quick Add Bar option toggles Add Note line in the notes list section. Disabling it provides a cleaner interface.

Show Notes -> Below/Beside Lists menu allows choosing whether the notes list appears below the Smart Lists and Lists panels or beside them in a separate column.

Sidebar -> Tasks/Calendar options toggle the sidebar panel with a minimized version of the Tasks module and a calendar showing upcoming events.

Managing Notes

Notes can be organized into hierarchical structures. Creating child or sibling notes was described earlier, but you can also change existing notes structure. The fastest way is to drag & drop a note to a desired location.

You can also move notes in the tree by using the corresponding buttons from the tool bar.

Arrow buttons move selected note(s) across the tree.

Collapse All and Expand All(or "-" and "+") buttons allow to expand or collapse the whole notes tree with just a single click.

Creating an Event From a Note

It is possible to create an appointment or a task directly from the note contents. Select a text fragment, right click on the selection and choose Create -> Appointment/Task.

This opens the appointment/task edit dialog. The Notes field will be filled in with selected text fragment. A new event will be created using the default template. If you are creating a task, it will be added to the root of last active list.

Editing Notes

EPIM offers a classic set of text editing tools located on the toolbar.

The toolbar can be adjusted to your needs. Right-click on it to customize:

You can enable/disable icons by clicking on them. Blue colored are enabled icons and black colored are disabled ones. The Number of Rows option allows you to display the toolbar in either a more compact always-one-row mode or in a multiple rows mode.

Each note contains one or more tabs, or leaves. Leaves are displayed as tabs at the bottom of a note. Leaf 1 is the default and is always created with a new note. You can edit or add a new leaf by right clicking on it.

Rename - renames current leaf.

Add - creates a new leaf.

Delete - deletes the current leaf with its contents.

Copy as link - copies the leaf's link into a clipboard. You can then paste it into other records or even outside of EPIM.

Send via Email - creates an email message with the leaf's contents in the message body using the system's default email client.

Color - allows you to change the leaf's color.

Status - allows you to set the leaf either private or public. This can also be used in EPIM Business to assign records to specific users. Refer to Assigning items topic for more details.

Read only - enable to prevent editing contents of the leaf.

The order of leaves can be changed using drag & drop.

Each note can contain attachments. Press the Attachments button on the tool bar to add an attachment.

Find more details about how to work with attachments here.

Sticky Notes

The sticky notes feature is useful when you need to have some info or a reminder in front of you on the desktop. Any note in the Notes module can be made sticky and appear on the desktop as a nice colored reference.

Sticky notes correlate with the notes they were created from in EPIM. All changes made in the note are reflected in the related sticky note and vice versa.

To create a sticky note, enable the Sticky option by right clicking on a note's name or press on Sticky button in the tool panel:

You can also enable the Sticky option when creating a new note or click on Actions -> Sticky.

Working With Sticky Notes

Sticky note allows writing simple notes and having them always in front of you on the desktop. A sticky note can be moved to any location on your desktop and it opens/closes along with the main program (EPIM). There is a small tool panel at the top of each sticky note with managing tools.

Description of the icons (from left to right):

Settings - sets transparency and color of the sticky note

Stay on Top - pins the note so that it always stays in the foreground, in front of all other programs or windows

Roll up/down - minimize or extend the sticky note

Hide - removes the sticky note from the desktop, the note remains in EPIM

Settings

Sticky notes settings are accessible via Tools -> Options -> Sticky Notes:

Anchors

Anchors allow you to create bookmarks in a note, which you can link to using the interlinking feature.

To create a new anchor select a word or a phrase where the anchor needs to be inserted and click on the anchor button on the toolbar.

Once an anchor is added, you will see its mark in the note.

Moving to anchors within notes is possible via the Anchors dialog window.

Click on the Go to button to move the focus to a selected anchor position.

You can change the look of anchor lines in Notes here: Tools -> Options -> Notes, Anchor line properties.

Contacts

Working With Contacts

Adding Contacts

The easiest way to add a new contact is to start typing in the Add a contact field.

Or by clicking on the Add Contact button on the tool panel. A new contact can be also created under Actions -> New Contact.

You can also double click on an empty space in the Contacts module to open the New Contact dialog window. More details about the dialog is in the Editing a Contact topic.

EPIM allows you to add a new contact quickly even when it is minimized. This can be done by right-clicking on the EPIM icon in the taskbar and selecting the "New Contact" option from the menu that appears.

Adding Groups

Groups are used to better organize contacts and browse through them more conveniently.

To add a new group click on the arrow button next to Add Contact on the tool bar or navigate to Actions -> New Group.

Another way of adding a group is to click Add Group at the end of the groups list in the right panel, or right-click the panel and choose New group option.

In both cases, the New Group dialog opens, where you can set the group's name, add a description, and include members from your contacts.

Groups can also be arranged hierarchically -- simply drag & drop them in the list.

For more details on editing groups, see the Editing a group section.

Contacts Management

To add a contact to a group, drag it to the group's name and drop (release the left mouse button). A single contact can belong to several groups. If you need to remove a contact from the group or edit its appearance in other groups, open it and alter the Membership field. This field lists all groups a contact belongs to. Press on the button with the three dots at the end of the field.

This will open the Groups dialog window where you can quickly edit the contact's membership.It also allows adding new and edit existing groups.

Searching, Sorting and Filtering of Contacts

To search for specific contacts, use the search field at the top right corner.

Clicking on the spyglass icon will allow you to choose the specific fields to search in. If you need to perform more complex searches, use the Advanced search feature.

To sort contacts, click on any of the column names. To sort by several fields, click on the column names while holding the Ctrl button on your keyboard.

The Letter Bar on the left side of the contacts list allows you to quickly jump to contacts beginning with the selected letter.

The letter bar can show letters from several alphabets. Click on the button at the bottom of the panel and choose the desired language.

EPIM offers advanced filtering of contacts with the ability to configure the customized set of fields. Click the Filter button on the tool bar to enable this option for every contacts column.

Each drop-down list shows all possible values for the given field. You canchoose necessary values in multiple columns for more advanced filtering.

Converting Contacts to Other Items

Any contact can be converted to an appointment or to a task. To do so, right click on a contact and select the desired option from the Convert to sub-menu.

This will open up an appointment/task editing dialog window with the contact's link already mentioned in the subject line.

Editing Contacts

All contact details are edited in the contact info dialog. Use this dialog to view and modify contact information, such as names, phone numbers, email addresses, postal addresses, notes, and other contact-related data.

To open the contact info dialog, do one of the following:

• Double-click a contact in the contact list.
• Right-click a contact and select Edit... from the context menu.

Contact Views

When editing a contact, information can be displayed in different layouts depending on the window size and the selected tab.

The Contact tab shows the main contact details in a structured form.

Its main elements include:

• Contact header - displays the contact name, avatar, and assigned tags. The arrow buttons in the upper-right corner switch between the previous and next contacts in the contact list without closing the current contact window.
• Tabs - switch between Contact, All fields, and Related Items.
• Access settings - allow you to mark the contact as Read-Only and set its status to Private or Public. These options control different aspects of item access in EPIM, including visibility, synchronization behavior, and password protection. For more information about sync behavior and password protection, see Password protection settings. In EPIM Business, item status is also used when assigning items to other users. See Assigning Items for more information.

• Formatting and action toolbar - provides text formatting and quick actions for supported fields.

• Main contact fields - includes name, company, email, phone numbers, addresses, and other primary contact data.
• Add field commands - such as Add name field, Add internet field, Add phone, and Add address, allowing you to insert additional fields of the corresponding type. Add others is used to add other contact fields, such as Birthday, Anniversary, Job Title, and similar properties, as well as Custom Fields described later in this topic.
• Notes field - displays notes associated with the contact.

When the contact window is narrowed, the layout is adjusted automatically.

In this view:

• the same fields remain available
• the Notes field is moved below the main contact fields
• the overall layout becomes more compact to fit the reduced window width

This view preserves access to all contact information in smaller window sizes. For example, it allows multiple contact windows to fit on the screen at the same time without loss of functionality.

The All fields tab displays the same contact information in a compact table-style layout.

In this view:

• field names are shown in the left column
• field values are shown in the right column
• all available contact fields are presented in a single continuous list
• the arrow buttons at the end of the active field allow you to move the selected field up or down in the list
• the Delete button removes the selected field definition from the database entirely; EPIM displays a warning before deletion

This layout is useful when you need a more compact overview of the entire contact record or when working with a large number of fields.

Adding Contact Fields

EPIM allows you to add both standard and custom fields to contact records.

Standard fields can be added directly in the contact editing window using the available field commands:

• Add name field - adds additional name-related fields
• Add internet field - adds internet-related fields such as email or website
• Add phone - adds additional phone number fields
• Add address - adds address fields
• Add others - adds other predefined fields, such as Birthday, Anniversary, Job title, Department, and similar properties

These commands allow you to expand the contact form as needed without changing the overall structure of the contact record.

If the standard set of fields is not sufficient, you can also add custom fields. See Custom Fields below.

Custom Fields

Custom fields allow you to extend the standard contact form with additional fields that are not included by default.

You can add a custom field in either of the following ways:

• click Add others and select Add Custom Field...
• click the More button (...) on the toolbar and select Add Field

When creating a custom field, you can choose one of the following field types:

Text - stores plain text values. Use this type for general-purpose information that does not require a predefined format.

Date - stores date values. This type is suitable for items such as important dates, deadlines, or other date-based information.

• Show as appointment using category - automatically creates an appointment in the Calendar for this date field. You can also assign a category that will be applied to the created appointment.
• Show in Today (Anniversaries) and at the bottom of Calendar - shows a reminder for this date in the Today module and at the bottom of the Calendar module, starting three days before the event.

Drop-down list - allows you to create a predefined list of values from which one value can be selected.

• Add and Delete allow you to create and remove list values.
• Move Up and Move Down are used to change the order of the values.

Yes/No - creates a drop-down field containing two predefined Boolean values, such as Yes/No, On/Off, or True/False.

• Format - allows you to choose one of the predefined value pairs or define your own by clicking the button with three dots.

Check box - displays a check box that can be either selected or cleared.

Check list - allows you to define multiple values that can be selected independently.

Editing Groups

Contacts groups can store various additional data. Groups fields are accessible through the open Group dialog, where you can add details about the group and edit group members. Data is divided into several tabs for your convenience.

Group Info tab

1. Tool bar with basic text formatting options, interlinking, date and time, and, date and time, and add attachment options.options.

2. Field management tools, allow to edit fields layout of all groups.

3.Record access tools, allow to make a group read-only and change its status. These options affect different kinds of access in the program like synchronization and password protection. Status is also used in EPIMBusiness for assigning items to other users. Please refer to the Assigning items topic for more details.

4. Group info area, contains general info and additional custom fields.

5. Notes area represents a simple text editor, where you can add notes and attach files.

Group Members tab allows to adjust group membership.

1. Members editing tools, here you can add or remove members to a group using existing contacts list, directly create new contacts or edit existing ones.

2. Members list. Double clicking a contact opens its info dialog.

Related Items tab lets you manage linked records. For more details, see the Interlinking topic.

Contact Views

In accordance with EPIM's modular interface concept, the Contacts module allows you to customize the main areas of its interface.

The main areas are:

• the main workspace
• the group navigation pane
• the sidebar

View-related settings are available from the View menu on the main menu bar and from the Layout button on the toolbar.

Main Workspace

The main workspace is the central area where contacts are displayed.

EPIM provides two main contact view modes:

• People View
• Classic Views

People View

In People View, contacts are displayed in a card-style layout.

The main workspace is divided into two main areas:

• the contact list in the center
• the preview pane on the right

In this view, each contact is shown with its avatar, name, and key contact information, making it easier to identify records visually.

The preview pane displays the contact in a card-style layout.

In addition to contact data it provides additional tools, such as:

• quick action buttons such as Send E-mail and Schedule Meeting
• an additional actions menu for commands such as Edit, Dial, and Add to Group

Classic View

In Classic View, contacts are displayed in a compact table-style list.

This view is better suited for working with larger contact lists and comparing multiple records at once.

Classic View supports two layout modes:

• Vertical - the preview pane is displayed on the right side of the contact list
• Wide - the preview pane is displayed below the contact list

Classic View also provides greater flexibility for displaying contact data. You can choose which fields are shown in the contact list, change the sorting order, and apply various filters. More detailed information about sorting and filtering options can be found here.

Similarly to People view, the preview pane in Classic views also provides a summarized view of the contact and displays only fields that contain data.

In both view modes, the preview pane includes a Related Items tab. It shows all records linked to the selected contact and allows you to manage interlinking with other database records. For more information, see InterlinkingInterlinking.

Customizing Table Views

Classic table views (Vertical and Wide) provide several customization options.

Right-click a column header to show or hide individual columns.

Simply enable/disable needed options one by one.

You can also select Customize... to open a dialog where you can choose which columns should be visible from the full list of available fields.

Use the arrow buttons to add or remove fields from the visible columns list. The up and down arrow buttons allow you to change the order of visible columns.

You can also rearrange the column order directly in the main view.

To do this, drag a column header to the desired position while holding down the left mouse button. A small arrow indicates where the column will be placed when you release the mouse button.

EPIM stores column settings separately for each contact group. If necessary, you can copy the current column layout to another contact group by right-clicking a column header and selecting Apply columns to.

By default, EPIM automatically resizes columns to fit the available space in the main view. To disable this behavior, right-click any column header and enable Prevent automatic column resizing.

Trash

Working With Trash

By default, all deleted records are stored in the Trash module, where they can either be restored or deleted permanently.

To delete all records in Trash permanently, click on the Empty Trash button located on the main toolbar or navigate to Actions -> Empty Trash in the menu.

To restore records, select them in the main view and press the Restore button on the main toolbar.

Sorting and Filtering

Records in the Trash module are grouped based on their deletion date.

Each group can be collapsed or expanded.

EPIM allows filtering records by selected modules and/or a specified date range.

Trash Settings

Trash module settings can be found under Tools -> Options -> Trash.

Do not use Trash... - when enabled, deleted records are not stored in the Trash module, they are permanently deleted instead.

Cleaning up items - adjust the auto-emptying Trash settings according to your needs.

Cloud & Sync

Add New Synchonization

EPIM synchronizes with:

• Google (Calendar, Tasks, Drive, Contacts)
• Office 365 / Outlook.com
• Microsoft To Do
• iCloud
• OwnCloud, NextCloud
• CalDAV and CardDAV servers
• Toodledo
• Outlook
• EPIM Cloud
• EPIM Server
• Android EPIM
• iOS EPIM

You will see the following dialog window upon the very first start of EPIM, asking you to choose which account to add:

If you need to add an account later, run Sync Wizard under the File -> Synchronization menu. Setup is generally the same for each type of synchronization. Here is a brief overview of each step.

Step 1. Choose a service you want to synchronize with.

Step 2. Enter login data and choose what data to sync. Note, different synchronization types may not support synchronization of all EPIM modules.

Step 3. Name the synchronization and choose sync options (options may differ by synchronization types). Note, you can have several synchronizations with the same service.

You can execute a synchronization by clicking on File -> Synchronization. Settings for all synchronizations can always be altered in Tools -> Options. It is also possible to delete outdated synchronizations from the Options dialog window.

If you don't have an Internet connection at the moment or wouldn't want EPIM to automatically run any synchronizations, turn on the offline mode. To do so, click on File -> Work Offline. Alternatively, you can click the Offline mode icon located at the bottom-right corner of the program window.

Sync Accounts Concept

EPIM offers support for multiple accounts. When adding a synchronization, EPIM can create a separate account set specifically for that synchronization. This results in the creation of account sections in each module.

The provided example demonstrates the presence of Google and Office 365 account sections in the Contacts module. These sections synchronize independently with their respective services.

Local accounts within each module contain local data and do not synchronize with anything by default.

If you prefer not to create separate accounts for each synchronization, you have the option to sync with Local accounts only.

Enabling the Synchronize with local accounts option prevents the creation of a separate set of accounts related to the current synchronization.

In Figure 1, you can see my local tasks before synchronization.

In Figure 2, after enabling the "Synchronize with local accounts" option, new lists are created under the "Local Tasks" account.

Finally, in Figure 3, after disabling the "Synchronize with local accounts" option, a separate account is created for the synchronized tasks.

EPIM Cloud

It is possible to have all your EPIM data stored in EPIM Cloud. This is very handy when you need to access your data from different locations and share it with other EPIM users. All your data can be easily accessed from any device or PC even without EPIM installed, just using a web browser.

EPIM Cloud service is designed to securely synchronize EPIM data between Windows devices. All data is accessible solely via SSL, the same protocol that protects online banking. With EPIM Cloud you can safely share any kind of data with colleagues in your team as well as synchronize your home and office PCs, or just share a schedule with your family members.

Sign In / Setup

To start usingEPIM Cloud, click on File -> EPIM Cloud.

If you already have an EPIM Cloud account, click on the Sign in link.

Enter your username and password, and click on Login.

You can also configure sync settings on this step by clicking on the cog button to open the settings dialog.

Synchronize with local accounts option prevents the creation of a separate set of accounts specifically related to the current synchronization. For more details about sync accounts, please refer to the provided link..

If you are new to EPIM Cloud, click on the "Start 14-days free trial" button to begin the account creation process guided by a wizard.

The first step will automatically open the order form in your web browser. Once you have completed the order, you will receive a welcome email. Proceed with the account activation by clicking the activation button and set up your password. Then return to the wizard dialog and enter your username and password.

On the second step, you can choose which EPIM data will be accessible via EPIM Cloud and set the synchronization frequency. Please note that while EPIM can sync all your data with EPIM Cloud, only the Calendar, Tasks, and Contacts modules can be accessed directly via a web browser. Other modules, such as Notes and Passwords, are securely stored in the cloud and can only be accessed through the Windows or. Other modules, such as Notes and Passwords, are securely stored in the cloud and can only be accessed through the Windows or Android versions of EPIM.versions of EPIM.

The last step completes the registration process.

Synchronizing With EPIM Cloud

Synchronization with EPIM Cloud can be performed either automatically or manually. By default, synchronization runs automatically on EPIM start, exit and every hour. To start the synchronization manually, click on File -> EPIM Cloud -> Synchronization.

EPIM Cloud synchronizationoptions can be accessed by clicking on File -> EPIM Cloud -> Options or under Tools -> Options -> EPIM Cloud.

Please note, since the main purpose of EPIM Cloud is to share data between Windows versions of EPIM, some changes made in the cloud through a web browser might not be properly reflected in EPIM.

To stop using EPIM Cloud withthe current EPIM database file, Sign out by clicking on File -> EPIM Cloud. To completely remove synchronization with the service, click on the Delete synchronization button under Tools -> Options -> EPIM Cloud.

Google

EPIM is capable of synchronizing with Google services. To synchronize with Google, first create a new synchronization by clicking on File -> Synchronization -> Add Synchronization -> Google.

Choose which data you would like to synchronize. The Select Calendars button allows you to choose which Google calendars to include into synchronization. Please pay attention to the Passwords option, make sure the proper master password is entered. If you enable the Mail option, EPIM will also set up a Gmail account for you.

Synchronize with local accounts option prevents the creation of a separate set of accounts specifically related to the current synchronization. For more detailed information about sync accounts, please refer to the provided link here.

Adjust sync direction and automatic synchronization options on the next step, if necessary.

ownCloud/NextCloud

EPIM is capable of synchronizing with ownCloud servers. To synchronize with ownCloud, first create a new synchronization by clicking on File -> Synchronization -> Add Synchronization -> ownCloud.

Server URL field should contain a link to your ownCloud server. There are several links types that you can enter here. The type of link determines which modules can be synchronized.

https://www.myserver.com/owncloud/ - this how a general link would look like. It allows you syncing all modules with EPIM but it needs auto discovery feature enabled under your server setup. Refer to your server documentation for more details if the type of link is not working.

https://www.myserver.com/owncloud/remote.php/caldav/ - a CalDAV specific link which allows you syncing Calendar and Tasks only. To get this link open Calendar in your ownCloud server and click on a link icon next to the calendar's name you would like to sync and then copy/paste shown link into the Server URL field in the wizard.

If you need to sync Calendar and/or Tasks only, it's advisable to use this link with CalDAV synchronization instead of ownCloud one.

https://www.myserver.com/owncloud/remote.php/carddav/addressbooks/addressbook_name/XXXX-XXX-XXX - a CardDAV link, for synchronizing Contacts only. To get this link open Contacts in your ownCloud server then click on the settings icon in the bottom-left corner and then a link icon next to the address book name you want to sync then copy/paste shown link into the Server URL field in the wizard.

If you need to sync Contacts only, it's advisable to use this link with CardDAV synchronization instead of ownCloud one.

https://www.myserver.com/owncloud/remote.php/webdav/ - a WebDAV specific link, allows syncing Notes and Passwords modules only. To get this link open Files page in your ownCloud server then click on the settings icon in the bottom-left corner and copy/paste appeared link into the Server URL field in the wizard.

Note, Notes and Passwords are not available in ownCloud web interface directly but they still can be synchronized with another PCs.

Once you finish with the two first steps of the wizard, press Next to choose the sync options.

All ownCloud synchronization settings can be found in Tools -> Options menu.

Outlook

EPIM is capable of synchronizing with Microsoft Outlook. Each EPIM module will be synchronized to a corresponding module in Outlook. To synchronize with Outlook, first add a synchronization under File -> Synchronization -> Add Synchronization -> Outlook.

When choosing Outlook PST File radio button EPIM automatically tries to detect default Outlook.pst file in your system. If you want to sync with another file then press on the button with three dots next to file path drop-down list and locate the file you need.

If you use Office365/Exchange Server, please select the Exchange Server radio button in this dialog. Then select your profile from the drop-down list.

Press Next to choose how to synchronize - automatically or manually:

All Outlook synchronization settings can be accessedvia Tools -> Options menu.

Dropbox Integration

EPIM supports storing your database files in Dropbox. Using this feature, you can get access to your database file stored in the cloud from any place, any time. The feature can also be used for moving data between different PCs.

Creating a New EPIM Data File in Dropbox

If you run EssentialPIM for the first time or simply want to start using the feature, click on File -> New -> EPIM Data File in Dropbox in order to start a Dropbox Wizard thatwill guide you through the setup process in two easy steps.

On the first step you should allow EssentialPIM to get accessto your Dropbox account. Press the Allow button, wait till the Dropbox request authorization window opens in a browser and click on the Allow button. As a result, there will be a special folder created on your Dropbox account where EssentialPIM database files will be stored. Return to EssentialPIM and click on the Next button.

On the second step either enter your database file name or leave theautomatically suggested one unchanged. EssentialPIM will create and upload the database file to the following folder on your Dropbox account: Apps\EssentialPIM Databases\.

Moving Your Existing Database File to Dropbox

If you already have a database that you work with and would like to move it to Dropbox, click on Tools -> Options -> Dropbox.

Click on the Proceed button to start. The Dropbox Wizard will appear and guide you through the process.

Opening an Existing Database File From Dropbox

If you already have EssentialPIM database files stored on the Dropbox account, open them by clicking on File -> Open From Dropbox(the dialog window will show a list of files stored inApps\EssentialPIM Databases\ folder).

If you're connecting to the Dropbox account for the first time using EssentialPIM, a special authorization request window will appear. Follow the on-screen instructions in order to grant EssentialPIM access to your Dropbox account. If you've connected to Dropbox earlier using EssentialPIM, the Select Dropbox File dialog window will appear with a list of EPIM database files. Choose a desired file and clickOk to open it.

Stop Using Dropbox

If you don't want to use the Dropbox integration feature anymore, click on Tools -> Options -> DropBox.

Pressthe Proceed button and EssentialPIM will download the database file to your computer and remove a copy of it from the Dropbox account.

Android

EPIMis capable of synchronizing with Android devices. You need to download and install the Android version of EPIM onto your device [Google Play Link].

Pre-Requisites for Synchronization

• Common network between the Android device and PC. Your PC and Android usually connect to the same router (Android device uses Wi-Fi, while PC uses Wi-Fi or cable). It is also possible to sync over cellular networks, Bluetooth or USB cable

Setting up and Running Synchronizations

To set up synchronization for the first time, click on File -> Synchronization -> Add Synchronization -> Android.

Choose which calendar to sync and set the synchronization range.

Choose data from which modules to synchronize and enterpassword for Passwords module (you may need to run EPIM on Android first and set up a master password by tapping the Passwords icon). Once you finish, press Next.

You are on the Pairing device step now, please carefully read all the instructions. After that, run EPIM on an Android device and choose PC Sync option.

The app will automatically scan for PCs running a Windows version of EPIM. If found, its name will be listed. Tap the name in order to start the sync process. If Android EPIM cannot detect a PC, please try connecting to it manually by clicking on Menu and choosing the corresponding option.

In order to prevent any unauthorized synchronization attempts with different devices in the future, Windows EPIM will ask whether to allow synchronization with your particular device upon first connection attempt.

On thelast step of the synchronization wizard you'll be able to change synchronization name and choose sync direction.

On subsequent synchronizations, to start synchronizing, you need to:

• Start the Windows version of EPIM
• Start the Android version of EPIM, go to PC Sync and either tap your computer's name (if you're within the same network) or tap on Menu and choose Connect manually (if you're going to sync over a cellular network, Bluetooth or USB cable)

If somethingdoes not work, see Troubleshooting Android Synchronization.

USB / Bluetooth / Hotspot Sync

The fastest and easiest way to synchronize Android and Windows versions of EPIM is via Wi-Fi, although synchronizationcan also be performed through other connection means like a USB cable, Bluetooth, cellular networks and portable Wi-Fi hotspot.

If for some reason you are unable to use a Wi-Fi connection, consider using one of the above mentioned methods. We are going to take a closer look at every one of them.

Synchronization Over USB Cable

1. Connect your Android device to a PC

2. Go to the system settings on your phone or tablet, tap on the Tethering & portable hotspot menu option (usually located in the Wireless and networks section) and enable USB Tethering

3. On your PC click Start, type cmd and press enter (for Windows XP users click Start, click Run, type cmd and press enter)

4. In the opened window type ipconfig and hit enter. Note the IP address (IPv4 Address) that is listed under the Ethernet adapter Local Area Connection heading

5. Now start the Windows version of EPIM. If you have synchronized previously, click on Tools -> Options, Synchronization and choose your device. You should be able to see the IP address you noted earlier in the IP address field

If this is your first synchronization, click on File -> Synchronizaton -> Add Synchronization -> Android and follow the on screen wizard instructions unless you are on the Pairing Device step. You should be able to see the IP address you noted earlier in the IP address and port field

6. Return to the Android version of EPIM and tap on PC Sync, Menu -> Connect manually

7. Enter the IP address, change the port number (if needed) and click on Connect

8. Synchronization should start

Synchronization Over Cellular Networks

First, you should know the external IP address of your PC. Let's take a look at how to find it.

1. Visit a search engine like Google and search for: what's my ip

2. The first result you get should be a site called What Is My IP, click on it

3. Yourexternal IP address will be displayed on the resulting page. Note it

If you're connected to the Internet through a router, you need to go to its settings and set up the port forwarding feature so that all external requests to the TCP/UDP port number 21114 (default EPIM port) are redirected to your PC. Please consult with your router's documentation about how to do that or contact our customer support team.

Next step is to ensure that your firewall allows Windows version of EPIM to accept inbound traffic from the Internet. If you use Windows Firewall:

1. Click on Control Panel -> Windows Firewall

2. Click on the Allow an app or a feature through Windows Firewall link on the left

3. Make sure both checkboxes for Private and Public columns are selected for EPIM

If you use any other firewall software, please consult its documentation.

When preparations are done, return to the Android version of EPIM and tap on PC Sync, Menu -> Connect manually. Enter the external IP address you noted earlier, change the port number (if needed) and click on Connect.

• If you have synchronized previously make sure the Windows version of EPIM is running

• If this is your first synchronization, click on File -> Synchronizaton -> Add Synchronization -> Android and follow the on screen wizard instructions. Click Connect on your Android phone or tablet when you are on the Pairing Device step

Synchronization Over Portable Wi-Fi Hotspot

When this option is used, a private Wi-Fi network will be created in between your PC and the Android device. In this case your phone or tablet acts as a router and PC connects to it.

1. Go to the system settings on your Android device, tap on the Tethering & portable hotspot menu option (usually located in the Wireless and networks section) and enable Portable Wi-Fi hotspot (in some cases Android will ask you to configure the hotspot, please follow the on-screen instructions)

2. On your PC or laptop, select your handset's network from the list of Wi-Fi connections available and connect to it

3. Click Start, type cmd and press enter (for Windows XP users click Start, click Run, type cmd and press enter)

4. In the opened window type ipconfig and hit enter. Note the IP address (IPv4 Address) that is listed under the Wireless LAN adapter Wi-Fi heading

5. Now start the Windows version of EPIM. If you have synchronized previously, click on Tools -> Options, Synchronization and choose your device. You should be able to see the IP address you noted earlier in the IP address field

If this is your first synchronization, click on File->Synchronizaton->Add Synchronization->Android and follow the on screen wizard instructions unless you are on the Pairing Device step. You should be able to see the IP address you noted earlier in the IP address and port field

6. Return to the Android version of EPIM and tap on PC Sync, Menu -> Connect manually

7. Enter the IP address, change the port number (if needed) and click on Connect

8. Synchronization should start

Synchronization Over Bluetooth

1. Go to the systemsettings on your phone or tablet, tap on the Tethering & portable hotspot menu option (usually located in the Wireless and networks section) and enable Bluetooth tethering

2. Enable Bluetooth on your PC and set your Android device to be discoverable

3. Click on Control Panel -> Devices & Printers and use the Add a Device button to add your phone or tablet and pair it with your PC

4. Once the devices are paired, right-click your phone and select Access Point

5. Click Start, type cmd and press enter (for Windows XP users click Start, click Run, type cmd and press enter)

6. In the opened window type ipconfig and hit enter. Note the IP address (IPv4 Address) that is listed under the Ethernet adapter Bluetooth Network Connection heading

7. Now start the Windows version of EPIM. If you have synchronized previously, click on Tools -> Options, Synchronization and choose your device. You should be able to see the IP address you noted earlier in the IP address field

If this is your first synchronization, click on File -> Synchronizaton -> Add Synchronization -> Android and follow the on screen wizard instructions unless you are on the Pairing Device step. You should be able to see the IP address you noted earlier in the IP address and port field

8. Return to the Android version of EPIM and tap on PC Sync, Menu -> Connect manually

9. Enter the IP address, change the port number (if needed) and click on Connect

10. Synchronization should start

Troubleshooting Android

If after tapping on the detected PC you see the following connection error message:

Make sure:

• You have read Setting up Android synchronization
• You use the latest Windows EPIM version (check Help-> Check For New version)
• Windows version of EPIM is on the Pairing Device step in the synchronization Wizard (if not paired previously. If paired, Windows EPIM needs to be running without Wizard)
• Firewall allows connections over port 21114 (default), or change the port number in Windows EPIM Wizard
• Try to use the connect manually option. It can be accessed by tapping on Menu
• Check your network type: Public or guest networks may block device discovery. Try to switch your network from Public to Private.

If the app is unable to find a PC with running EPIM:

Follow these steps:

• Make sure EPIM is actually running (you will not believe how many times this was the actual cause of the problem)
• EPIM should be on the Pairing Device step in the synchronization Wizard (if not paired previously. If paired, Windows EPIM needs to be running without Wizard)
• Try tapping on the Rescan button a couple of times
• Try increasing the Scan timeout option in PC Sync settings. We recommend to set the highest number possible and then gradually decrease it until you reach a stable detection rate
• Use the common network between the Android device and PC (same network). If not, see the next bullet point below
• If none of the above helps (or it is impossible to have your PC and Android device in the same network), try synchronizing using other methods like USB cable, Bluetooth, cellular networks or portable Wi-Fi hotspot

If you are sure all of this is done, but still cannot synchronize, please email support for further assistance.

iOS EPIM (iPhone/iPad)

EPIM is capable of synchronizing with iOS devices. You need to download and install the free iOS version of EPIM onto your device from the App Store. You will be able to synchronize and manage the following data:

Prerequisites for synchronization

• iTunes is installed on PC and Bonjour is running
• Common Network between iOS device and PC. This is usual that your PC and iOS connect to the same router (iOS device uses Wi Fi, while PC uses Wi Fi or cable)

Setting up Synchronization

1. On Windows EPIM, click on File -> Synchronization -> Add Synchronization -> iPhone/iPad.

A wizard will start that will guide you through setting up a synchronization. This is a one-time process, after this you will need only start synchronizations from your device.

2. On "Sync Credentials" step, choose modules to synchronize.

3. On next, "Pairing Device" step, you should search for 'EPIM' on App Store on your device and install it.

Tip: Make sure your iPhone/iPad Wi Fi is connected to the same network as your Windows computer.

4. After you run EPIM on your iPhone/iPad, choose "PC Sync" menu. You should see this screen (press Start):

Tip: If you do not see "Start" button, make sure your Windows EPIM is now on "Pairing Device" step and you have iTunes installed on Windows!

5. At the same time, EPIM on Windows will ask for confirmation:

This is needed to prevent any unauthorized synchronization attempts with different devices in the future.

6. Next, "SyncOptions" step presents you with some Options. Default Options are usually OK.

On subsequent synchronizations, to start synchronizing, you need to:

• start Windows EPIM
• start iOS EPIM, go to "PC Sync" and press "Start"

If something doesnot work, see Troubleshooting iOS Synchronization

More details on synchronization

For each EPIM category on Windows, a separate calendar will be created on iPhone/iPad (to change this go to Tools-> Options-> Your synchronization and uncheck "Create calendars in iPhone for each of EPIM categories". In this case all EPIM categories will be synchronized to one default calendar on your iPhone/iPad).

Troubleshooting iOS Synchronization

- Make sure you are using the latest version of EPIM on your PC and the latest EPIM for iOS app.

- Both your PC and Apple device must be connected to the same Wi-Fi network.

- Bonjour service must be installed and running on your Windows PC.

Problem 1: iOS device cannot find PC

If you want to start synchronization, but instead see this screen on iOS EPIM:

- Check Wi-Fi: Ensure both PC and iOS device are connected to the same network.

- Bonjour Service:

- Press Win + R, type services.msc.

- Find Bonjour Service.

- Make sure it is Running and Startup Type is set to Automatic.

If Bonjour is not installed, then download and install it from Apple.

- Firewall: Add EPIM and Bonjour to the Windows Firewall exceptions. Make sure it allows connections over port 21108 (default), or change it in PC EPIM Wizard

- Network type: Public or guest networks may block device discovery. Try to switch your network from Public to Private.

Problem 2: Sync starts but fails midway

- Ensure you have a stable Wi-Fi connection (avoid weak signals).

- Restart both PC and iOS device and try again.

- Try syncing smaller data sets (disable large modules such as attachments, then re-enable later).

- Try to clear iOS sync data under File -> Database Management on the PC side and sync again.

- If the issue persists, send sync logs ( Tools -> Options -> Logs Folder) and screenshots of the error to our support team.

Problem 3: Duplicate or missing items

- Clear iOS sync data under File -> Database Management on the PC side.

- Perform one-way sync first (from PC to iOS or vice versa depending on where data is correct). Then switch to two-way sync.

- If problems persist, contact support please.

Collecting Logs for Support

If sync still fails:

- Enable logging in EPIM ( Tools -> Options -> Synchronization -> Enable Logging).

- Reproduce the problem once, preferably using new test record(s).

- Send the latest sync log file to support@epim.com, including the name of one sample record that synced incorrectly. Screenshots from both sides illustrating the difference are also helpful.

Business & Networking

EPIM Server offers wide data sharing capabilities for medium and small work groups. This version allows simultaneous multi-user access to all modules (except mail) in one common database file. Each user can create public or private records, assign records to other users, and edit categories. User rights are editable as well. For example, user rights can be limited to read-only, if necessary. All changes made by one user become available to all other users instantly (if not contradicted with the users' rights).

The picture below illustrates an example network diagram.

The main database (*.epim file) is stored on the server and clients with EPIM installed connect to the server. You can use any PC/Mac/Linux computer as a server. It's not necessary but still possible to install EPIM client on the server. In this case you should connect to a database file the same way as if you were on a client PC.

Connection to the database is possible through LAN, as well as through VPN or Internet.

Connecting to Server

Establishing connection with the server is easy and doesn't need any special technical skills or additional network setup.

Prerequisites for establishing network connection are:

- Firebird server tool installed on the server

- EPIM client

- *.epim database file

Firebird server is the part of EPIM Business installation file.

The installation wizard offers two options - Firebird server and EPIM.

Firebird should be installed on a server machine only. When installing EssentiaiPIM ProBusinesson client machines, Firebird server option can be disabled.

After Firebird installation you should create the *.epim database file on the server to which the clients will connect. Create the database in any preferred place on the server PC. You can also use an existing *.epim database file from the personal EPIM or EPIM Free version.

Once all preparations are completed you can start the connection procedure:

1. Run EPIM. If it's already running then close the current database file by pressing on the smaller cross button in the top right corner of the program window, or under File -> Close.

2. Navigate to File -> Connect to Server, and fill in allfields in the dialog:

Server - enter server name or its IP address. If the server is in the LAN then you can locate it by pressing on the [...] button. When connecting through VPN or Internet, only its IP address can be used.

Database file - local path to the database on the server. The path shouldn't contain any network-specific elements like network connected drives or a computer's name. If a database is in "D:\EPIM_Network\database.epim" folder on the server, the same path should be entered into this field on all client machines.

Login/Password- enter user credentials here. When connecting for the first time you should log in using the default administrator account: login - SYSDBA, password - masterkey.

3. Press OK and the database on the network should open. If not, please refer to the troubleshooting topic.

4. Once connected under the administrator's (SYSDBA) account, you'll be able to access Tools -> Users menu. Here you can create, edit or delete user accounts. See the managing users topic for more information.

5. After creating users accounts, install EPIM on client computers and connect to the database file on the server as described above.

Managing Users & Rights

Users can be managedunder the administrator account. The default credentials for database administrator are as follows - login: SYSDBA, password: masterkey. After you login as an administrator, you will be able to access Tools -> Users menu. The menu allows creating, editing and disabling users.

Users tab shows the list of users accounts. Users can be activated/deactivated with checkboxes.

Connected users tab shows the list of users currently connected to the database file.

Delete button permanently deletes a selected user account.

Pressing on Add or Edit buttons opens a User info dialog window for creating or editing existing users' accounts.

Following rights can be assigned to a user under User Info dialog:

Name - optional field. If filled in, it will be displayed to other users when they wish to assign items. If left blank, login field will be shown.

Standard Access - creates a regular user who has access to his own and to the public records.

Access to all users' data - creates a user with administrator's rights. Such a user will be able to see all data created by all other users, except for Mail.

Read-Only - limits user rights to read only. User will be able to see public records or the ones specifically assigned to him. Creation of new records or editing existing ones will not bepossible.

Can edit categories - allows editing categories in the database file.

Can edit fields - allows editing fields in Contacts, Task and Passwords modules.

Can edit icons - allows editing icons in Notes and Passwords modules.

Assigning Items

The core part of teamwork is effective data exchange between team members. With EPIM Server, each user (according to his rights) can create public or private records or assign records to particular users.

Status drop-down box is responsible for assigning records statuses. It's available for every EPIM item.

Public Status makes the record available to all users (if that doesn't contradict with other users rights)

Private status makes the record for the creator's private use only.

Selected users - list of users the item will be available to.

All current and new users - makes the item available for everybody.

Backups (Multi-user)

In the network environment, where users may be actively working with a database but EPIM is not running on the server, there can be a risk of not creating backups. We advise you to use one of the many free or commercial backup utilities for Firebird databases.

Synchronizing with EPIM Server

EPIM is capable of syncing with a database stored on the server or another PC.Prerequisites for establishing synchonization are:

- Firebird server installed on the server or another PC

- EPIM Pro Business

First, you need to install Firebird server on a PC where EPIM database file is going to be stored. Firebird server is a part of the EPIM Business package.

Once Firebird is installed on the server PC you can add synchronization on a client EPIM under File -> Synchronizations -> Add Synchronization -> EPIM Server.

Server address- here you need to enter the IP address or domain name of the PC with Firebird installed. You can check the external IP address of the server by opening the following link on it - https://www.whatismyip.com/ (or any other similar service).(or any other similar service).

Database file path- here you need to enter alocal path to the database on the server. The path shouldn't contain any network-specific elements like network connected drives or a computer's name.

Under the Database authorization section you need to enter your login and password the EPIM server administrator should have provided you with. If you are the only user for the particular database, you can use the default admin credentials where User login: SYSDBA and User password: masterkey.

If a database is password-protected, you need to enter that password in the Database password field.

Adjust sync direction and other options on the final sync wizard step, if necessary.

Troubleshooting

Under a number of circumstances you may encounter different problems when trying to connect to the EPIM database over a network. Below you can find the most common problems and ways to resolve them.

Unable to complete network request to host

The reason for this error is that EPIM client cannot connect to the server.

Solution:

1. Make sure that server's name (for LAN connection) or IP address is entered correctly.

2. Make sure Firebird is installed and running on the server. Open the Windows Task Manager on the server and check if it shows fbserver.exe andfbguard.exe processes in the list. If these processes are not present, install Firebird as described here.

3. Check your firewall settings. Following ports need to be open to allow EPIM clients to communicate to the server:

- on Server machine for fbserver.exe:

- incoming: 3050 and 3051

- outgoing : whole range (fbserver uses random range of ports to communicate events)

- on Client machine for epim.exe:

- incoming: whole range

- outgoing: 3050 and 3051

The system cannot find the path specified

This error appears when an EPIM client connects to the server but the database file cannot be found on the server.

Solution:

1. Make sure the path to a database file doesn't contain any network-specific parts like PC name, shared folder or drive letter. The path should be the absolute local server path. In other words if the file path on the server looks like "D:\EPIM_Network_base\Net_test.epim", the same path should be entered into the Database file fields on the client's PC.

2. Make sure there are no mistyped errors in the file path.

The process cannot access the file...

This error appears when trying to connect to the database file that has alreadybeen opened by another instance of EPIM on the server as a local file (using File -> Open). When a file is opened this way, EPIM takes exclusive access rights to it and doesn't allow any other connections.

Solution:

1. Close EPIM on the server.

2. To avoid this problemin the future, always use File -> Connect to a server option.

If nothing helps, please ask our tech support team for assistance.

EPIM Server License

The EPIM Server license defines how many EPIM Pro client connections can access the shared database.

Each EPIM Server license includes 10 EPIM Pro client licenses. These clients can be installed on different computers and used to connect to the server database for shared access and team collaboration.

For more details about licensing options and configurations, please visit the EPIM Server page.

Working With Data

Working With Attachments

EPIM can store links to any files or files themselves in its database. Each element, be it an Appointment, a Note, a Task, a Password Entry or a Contact can store files or links to files. Attachments are added to a Notes part of a record.

Choosingthe Add link to file option, you only add a link to the file into the database.

Add file option will add the file itself into the database.

Attachments can also be added using drag & drop. When dragging a file into EPIM, the app will show you visual indication about how to add it (as an attachment, inline for notes or as a link).

Displaying Attachments

Attachments can be displayed inline at the bottom or in a separate tab.

Buttons in the right-hand side of the attachments panel allow you to switch between the two modes. A separate tab mode supports attachment views like table, list, small and big icons.

Attachments Manager

Attachments manager allows you to work with items and attachments throughout the whole database. It's also a handy tool to control your database size, providing an easy way to delete legacy attachments. It's available in Tools -> Attachments manager or by clicking the Attachments manager button in any item's Attachments field.

Attachments manager has two tabs:

1. Items. The tab shows all items that have attachments. You can search for an item here and manage its attachments. The right pane shows the list of attachments for the selected item. Here you can open, delete, add attachments or save them to a hard drive. All mentioned options are available from the right-click menu.

2. Files tab shows the items by their attachments. The left pane represents the list of all the attachments in the database. The right pane shows an item the selected attachment belongs to.

Send Items via Email

With EPIM you can easily send any record by email. Right click a record or selection of several records and choose Send via E-mail option.

This creates an email message with the selected item(s) attached. Appointments and tasks are attached as iCal (*.ics) files and contacts as vCards (*.vcf).

Choosing to send a note via e-mail will place its contents directly into the message body.

Printing

EPIM allows you to print all your information in an easy to read form. The print menu is accessible at File -> Print.

What prints will depend on your current view in: Calendar, Notes, or Contacts.

You can print individual records, multiple records by selecting with CTRL + mouse (for Contacts and Notes), or all records.

To rotate the page, press Alt+U or find "Page Setup" in Print Preview Page.

Printing EPIM Today

You can print EPIM Today - exactly as it looks on the screen.

Printing Calendar

There are several options for printing the Calendar: Day View, Week View, Month View and Year View. These represent your day schedule, but you can also print several Days, Weeks and Months.

Printing Tasks

You can select which tasks to print and which fields. If you want to select multiple tasks, use CTRL+ Mouse, or Shift+ keyboard arrows.

Printing Notes

You can select one, several, or all notes to print. A tree of all notes printed will appear in your printout.

Printing Contacts

You can select which contacts to print by using CTRL+ mouse, or Shift+ keyboard arrows, or print out all.

Print Labels

EPIM supports printing labels of various manufacturers and sizes. Go to Tools -> Print Labels menu. An easy to use wizard will guide you through the label creation process.

Step 1. Choose the contacts for which you want to create labels, or you can load a template by pressing the Load Template button.

Step 2. Choose the label manufacturer and type.

Step 3. Compose a label. You can add any contacts field to a label as a tag.  The editor dialog has basic text formatting features. On this step you can also save your work as a template for future use. Press Save Template as button for this.

Preview lets you see your work before actually printing.

Step 4. Set number of copies and general printing options (if necessary).

Print Envelopes

EPIM prints envelopes of various sizes. Go to the Tools -> Print Envelopes menu and a wizard will guide you.

Step 1. Choose which contacts to print addresses for. If you would like to load a previously created template click on the Load Template button.

Step 2. Choose the envelope type.

On this step you can also adjust locations of the to/from address areas on the preview layout.

Step 3. Compose "To" and "From" addresses. You can add any contact fields to an envelop as a tag. The editor dialog provides basic text formatting. On this step you can also save your work as a template for later use. Press Save Template as button for this.

Return envelope option changes location of the Addressee and Sender addresses on printout.

Preview lets you see your work before actually printing.

Step 4. Set number of copies and general printing options (if necessary).

Importing

Generally EPIM imports data via File -> Import -> "Module name" -> "Data type" menu. This topic covers data types supported by EPIM.

Calendar

- iCal, calendar evens can be imported from iCal calendar files (*.ics). This is a common format for calendar files, used by many scheduling applications and online services (i.e. Google). The import dialog window will allow you to import already downloaded iCal file or the one located online, just mention path to it in the corresponding field.

- CSV, imports appointments from a *.csv file,a common data exchange format that is widely supported by lots of applications. Find the detailed instructions here.

- EPIM, imports appointments from another *.epim database file.

Tasks

- iCal, tasks can be imported from *.ics files, as well. The import dialog window will allow you to import already downloaded iCal file or the one located online, just mention path to it in the corresponding field.

- CSV, imports tasks from a *.csv files,a common data exchange format that is widely supported by lots of applications. Find detailed instructions here.

- EPIM, imports tasks from another *.epim database file. All tasks are imported exactly as they are in the imported file, preserving their structure.

Notes

- RTF/TXT, *.rtf and *.txt files are imported as a note, simultaneous import of multiple files is also supported.

- TreePad, imports TreePad *.hjt files. The hierarchical notes structure will be preserved upon import.

- KeyNote, imports KeyNote *.knt files. The hierarchical notes structure will be preserved upon import.

- EPIM, imports notes from another *.epim database file. All notes are imported exactly as they are in the imported file, preserving their structure.

Contacts

- vCard imports contacts from *.vcf files. Contacts are imported into selected group in the Contacts module.

- CSV, imports contacts from a *.csv files, a common data exchange format that is widely supported by lots of applications. Find detailed instructions here.

- EPIM, imports contacts from another *.epim database file. All contacts are imported exactly as they are in the imported file, preserving their structure.

Passwords

- CSV import process is similar to the one in Contacts and is described above.

- Roboform HTML imports *.html files from Roboform.

- KeyPass XML imports *.xml files created in KeyPass.

- EPIM, imports passwords from another *.epim database file. All password entries are imported exactly as they are in the imported file, preserving their structure.

Mail

EML- imports email messages from the *.eml files. Messages will be imported into the selected folder.

Outlook Import

Imports data from MS Outlook *.pst files. You will be able to choose which Outlook data to import. If you wish to import mail, select the destination email account in EPIM (Note, you might need to create an email account in EPIM first if this option is disabled).

EPIM Import

Allows you to import all types of data (except for mail) from another *.epim database file. All the data will be imported exactly as it is in the imported file, preserving its structure and links in between different items.

CSV Import

EPIM allows you to import Calendar, Tasks or Contacts data from a CSV file.

Once the CSV file is selected for import, you are going to see the following dialog window:

It allows you to map fields in the file to corresponding fields in EPIM.

If the first row in the CSV file contains field captions, enable The first row of the file contains captions... option at the top. In this case EPIM will map the fields automatically and create new custom fields if needed upon import.

If there's no field captions in the CSV file, you need to map the fields manually. Select a field in the table by clicking on it and choose a mapping field in the Import to drop down list. Repeat for every other field.

In some case the Delimiter symbol setting will need to be adjusted. It is used to divide records in CSV files. By default EPIM uses the coma "," symbol but as this format is not standardized and different applications may use different delimiter symbols when exporting data to CSV files, you might need to adjust it. Otherwise you may see all your data in the first column. If you are not sure which delimiter symbol to use, open the CSV file in the standard Windows Notepad program and you will be able to spot it. Once you have entered the correct delimiter symbol, EPIM will adjust the rows automatically.

Once you are satisfied with the result, click on the OK button.

If you need to import data from similarly formatted CSV files on a regular basis, it's advised to utilize the Templates feature found at the bottom of the CSV Import dialog window. The feature will allow you to quickly use the desired importing settings each time you load a new CSV file into EPIM.

Exporting

EPIM offers a large variety of formats to export your existing data. Export options are at File -> Export.

All data can be exported one-by-one, or you can select multiple entries using CTRL + mouse, or all entries can be exported. In most cases you can even select which fields to export.

Export formats that are available for each module include:

*.CSV, can be opened by MS Excel or any text editor

*.RTF, can be opened by many text editors

*.TXT, can be opened by any text editor

*.VCF, a file format standard for personal data interchange, specifically electronic business cards

*.HTML, can be opened by an Internet browser

*.ICS is a standard for calendar data exchange

*. EPIM is an EPIM database file

Troubleshooting & FAQ

General FAQ

Q: How can I make EPIM start with another module?

A: In Tools -> Options -> General -> Start with, change the"EPIM Today"module to another one, or select the"last used module"option.

Q: How do I find my database file?

A: EPIM stores all data in .epim database files. The default paths for EPIM databases are:

C:\Documents and Settings\User Name\Application Data\EssentialPIM - for XP

C:\Users\User_name\AppData\Roaming\EssentialPIM - for Vista, 7 and 8

If you still can't find it, then search *.epim files on your computer.

Q: I've tried your Free version and then purchased Pro but all my data was lost after installation. How do I recover it?

A: You only need to open (File -> Open) your old database in the EPIM Pro version. EPIM stores all data in .epim database files. The default path for EPIM Free databases is:

C:\Users\User_name\AppData\Roaming\EssentialPIM

If you can't find it anyway then try to search *.epim files on your computer.

Q: I've downloaded your EPIM but the installer would not work. What should I do?

A: This is because of an incomplete download. Try to download the installation file again. If the file is still corrupted then most probably your browser or provider has cached the file and this is what you keep getting. Clear the browser cache or download with any download manager.

Q: Will my data preserve if I upgrade my EPIM Free to Pro?

A: Yes, but you'll need to open (File -> Open) your old database in the Pro version manually. The default path for EPIM Free databases is:

C:\Users\User_name\AppData\Roaming\EssentialPIM

If you can't find it anyway then try to search *.epim files on your computer.

Note, if you are upgrading from Pro trial to a paid version then EPIM will open the file automatically.

Q: Is it possible to run EPIM on Mac OS (Linux)?

A: Unfortunately no. Only a Windows version is available for now.

Q: I want to install EPIM to my smartphone. What version should I buy?

A: Regular EPIM Pro version runs on Windows desktop only and syncs with Android and iOS devices. Add synchronization under "File -> Add Synchronization". We also have an Android version of EssentialPIM. It's available on Google Play.

Q: How can I access the .epim database directly?

A: EPIM uses the Firebird database engine. You can access the database directly using any Firebird database manager. For example: http://www.mitec.cz/ibq.html. Please note that you should understand how to work with databases, otherwise data may be lost.

Q: My database size is 1.5 GB but the backup file size is 350 MB? Does backup store all my data?

A: Don't worry, backup stores all your data. It is compressed.

Q: I have bought another computer and want to transfer my EPIM program and data to this new computer - can you explain to me how to do this?

A: Install EPIM on your new computer and register it with your license name and key. Then transfer your database and open it in EPIM (File -> Open). You can always download the EPIM installation file from our site: www.epim.com

Q: How can I transfer data to EPIM from another PIM?

A: Data may be transferred via EPIM-supported formats only. You can find all supported formats in File -> Import menus.

Q: How to sort records by...

A: All EPIM items can be sorted by any field by clicking on the field caption. Holding Ctrl button will allow sorting by several fields.

Q: Is there a way to export in one file all EPIM settings?

A: Yes, all settings are stored in EPIM.ini file which is stored here: C:\Documents and Settings\User Name\Application Data\EssentialPIM - for XP C:\Users\User_name\AppData\Roaming\EssentialPIM - for Vista, 7 and 8. Portable version stores this file in its program folder.

Q: I purchased EssentialPIM and I would like to know whether after one year, will I have to buy a new license?

A: You'll need to renew your license for 50% of its cost in order to receive further upgrades for an additional year. If you don't want to sign up for further upgrades then you'll be able to use the version you have for a lifetime.

Q: Can I install EPIM to my notebook and on my PC?

A: Yes, the license agreement allows you to install EPIM on two computers that belong to you (desktop and notebook).

Q: How do I change/remove the database password?

A: First, go to File -> Password protection then enter your password and press OK. Finally, press clear or enter a new password in the dialog box.

Q: EssentialPIM cannot open the database from a shared disk.

A: EPIM Pro can't open a database file over the network directly. It connects via the Firebird server. Regular EPIM Pro version allows one user connection per database. Please refer to the Networking topic for more details.

Q: Is it possible to host an EPIM database online?

A: Yes, absolutely. You need "Firebird database hosting". You will be able to connect to your database from anywhere.

Q: I've forgotten my database password. How can I recover it?

A: Unfortunately it's not possible to recover a database password.

Q: How can I print the Calendar in color?

A: Enable the corresponding option in the Print options dialog (File -> Print). Note, this feature is available in Pro version only.

Q: After upgrade, will my data be preserved?

A: Yes, your data is stored in *.epim file and will be automatically converted to the new version format.

Q: How do I restore Backups?

A: Backups are just *.epim files, named "file name_backup_year_month_day_time". They can be opened from within EPIM using File -> Open menu.

Q: This morning I opened EPIM and all my entries had disappeared. What do I do now?

A: Please search your computer for *.epim files. Most likely you have opened a wrong *.epim file or created a new one, empty.

Q: Can I request a feature?

A: Yes, of course. We try to really attentively listen to the users- that's how EssentialPIM is being developed. Please post your request here: Online Support Forum -> Suggestions.

Q: Can I help make EssentialPIM better?

A: Yes, you can help improve EPIM by suggesting new features or enhancements. Please feel free to share your suggestions with our Support team or through our official communication channels.

Q: In the database manager window is a function to check for invalid file links in the database. Does this only apply to attachments or does it also check for invalid links in notes?

A: It applies to attachments only.

Q: EPIM became very slow. How can I boost performance?

A: First, empty the Trash and optimize your database via: File -> Database management -> Optimize.

If this does not help, try rebuilding your database:

• Create a new database via File -> New -> EPIM Data File and save it
• Sync your existing database with the new one using EPIM Synchronizer
• Once the synchronization is complete, open the new file via File -> Open

This process can help eliminate underlying issues and improve overall performance.

Q: I have created a password, but how can I change my password?

A: You need to go to File -> Password protection, erase asterisks and enter your new password.

Q: Password protection or Optimization option is not active.

A: EPIM can't utilize database management tools while mail send/receive processes are active. Disable "Check mail on start" option and restart EPIM. Password protection and Optimization options will be active then.

Q: How do I delete/archive old records from the database?

A: You can delete or archive old records using the EPIM Archiver/DupRemover tool. It allows you to remove or archive items older than a specified date.

Calendar FAQ

Q: How can I add national holidays to calendar?

A:You can import holidays as iCal (.ics) calendar which can be downloaded from Internet.

Q: How do I generate a list of upcoming birthdays and/or a list of all birthdays.

A:Switch your calendar to Table view, filter for the Birthday (Holiday) category and set date ranges. You'll get your list then.

Q: Is there a possibility to make a text search among all appointments scheduled in the current period?

A:Yes, switch to Table view, then you can search by keywords and set date limits. Or use Advanced search.

Notes FAQ

Q: Internet links don't work in Notes. The link becomes blue when I enter it, but nothing happens when I click on it.

A: It works the same as in MS Word. You should click links holding Ctrl button.

Contacts FAQ

Q: How can I delete unnecessary fields from contacts?

A:Open any contact, select the field you want to delete and press "Delete field" button.

Q: Is it possible to add anniversaries to a contact i.e. wife's birthday or any other?

A:Yes, open any contact and press "Add field" button then set Date Field type. EPIM will create a recurring task for this event the same as for birthdays.

Q: How can I add/remove columns to display in Contacts view?

A:Right-click a column caption and choose fields to display.

Q: How can I add/edit field(s) in contacts?

A:Open any contact and press"Add field"or select a field and press"Edit field".

Q: How can I change the order of fields in Contacts?

A:Just drag them to the preferred order with the left mouse button.

Q: Some fields are not listed in Contacts table (main view) and some are not necessary. How do I display the fields I want?

A:Right-click on the field name caption and choose fields to display from context menu.

Mail FAQ

Q: "Socket Error # 10060 Connection timed out" error

A:Make sure that all server settings are correct under "Tools -> Account Settings -> Edit -> Servers Settings". If you are not sure what to enter then log in to your account via web interface and refer to Help. Search for POP3/IMAP (for incoming mail) and SMTP (for outgoing mail) settings through FAQs.

Q: How do I make mail available offline for IMAP accounts?

A:IMAP accounts download headers only by default. Press "Manage Folders" button from Actions panel and choose which folders to download fully. Their contents will then be available offline.

Business Version FAQ

Q: We've ordered additional Business license(s) but we can't access the database. It says that we need a business license. What do we do?

A: Send us all your order ID's and we'll send you a proper key.

Q: I am trying to log into the program, but it only lets me log in with the SYSDBA. How can I log in with another user name?

A: You should create user account(s) to log in under another user. Here are the steps: 1. Log in as SYSDBA. 2. Go to Tools -> Users. 3. Create the account(s) you need.

Q: Is a manual or installation instructions for EssentialPIM Business available?

A: Please refer to the Networking topic of this manual.

Q: When I'm trying to open the database I get this error message:"You need business license to connect to EPIM server"

A: You've exceeded the number of simultaneously connected users to database. Regular EPIM Pro version allows one user connection over the network. For more connections you'll need business licenses. The number of licenses should equal the number of user installations in your EssentialPIM Business. I.e. if you have 10 installations, you need to purchase 10 licenses. Note, only EPIM installations need a license, the server can run without EPIM installation.

Q: I've purchased a business license for each workstation and Firebird is running on the server, but when I try to connect to the database this message appears:"You need business license to connect to EPIM server".

A: It may be that someone is running an EPIM client twice, exceeding the number of copies allowed. Check hidden items in system trays on each workstation.

Q: I cannot connect to my database over the network.

A: Most probably a firewall is to blame. These ports need to be open to allow EPIM clients to communicate to the server:

- on Server machine for fbserver.exe:

- incoming: 3050 and 3051

- outgoing : whole range (fbserver uses random range of ports to communicate events)

- on Client machine for EssentialPIM.exe:

- incoming: whole range

- outgoing: 3050 and 3051

Q: EPIM is slow over the network

A: If your network is fine, please make sure that the database is not being copied by some backup applications (or Windows built-in tools) while users are connected.

Portable Version FAQ

Q: My EPIM is very slow on my USB stick. How can I boost it?

A: EPIM speed depends on your USB stick speed. Try to empty Trash and delete old unnecessary items. You can also try to optimize the database (File -> Database management -> Optimize). These measures should boost performance. Try also to reformat the USB drive.

Q: Can I use portable EPIM as desktop EPIM?

A: This is not recommended, although you can try. Just unzip portable version to your hard drive and run EssentialPIM.exe from program folder.

Q: Why do I get a "Cannot write key information" error when trying to enter the key?

A: This happens on some portable versions when the user wants to apply a new license key. Prior to applying the new key, exit EPIM, erase the "EssentialPIM.ini" file in EPIM installation directory and re-start EPIM. It will accept key.

Q: EPIM asks for my license code each time I open the program from a different computer. How do I prevent this?

A: This happens because you are using the installed version instead of the portable one. To avoid entering your license code each time you run EPIM on a different computer, reinstall EPIM as the portable version, which stores your registration data along with it. You can download the latest EPIM version from our web site: www.epim.com/download-free.

Synchronization FAQ

Q: Is it possible to sync Desktop and Portable calendar?

A: Yes, this is possible using the free EPIM Synchronizer tool, which allows you to sync data between different EPIM databases, including desktop and portable versions.

Q: How can I sync only specified items?

A: You can use the "private" flag for this. EPIM can include/exclude private items to/from synchronization. Exclude private items from synchronization by unchecking the corresponding option in Tools -> Options -> General dialog. The "Private" flag can be set via context menu for any item.

Q: Why does Outlook synchronization handle everything except mail?

A:EPIM doesn't sync mail with Outlook. Mail syncs directly with the mail server if you use an IMAP account. Create IMAP accounts in both EPIM and Outlook and your mail will be always synced.

Q: I've got duplicates after synchronization/import. How do I remove them?

A: You can remove duplicates using the free EPIM Archiver/DupRemover tool, which is specifically designed for detecting and eliminating duplicate items in your database.

Ordering and Upgrade FAQ

Q: I ordered EssentialPIM recently but didn't receive my license key.

A: The key is sent automatically upon receipt of payment. This means that if you paid by card you should receive your license within minutes. For some products, an automatic message is sent, saying that the key will be sent within two working days. In case you do not get it after a few days, please contact us.

Q: I get a "Cannot write key information" error when trying to enter my key. What's wrong?

A: This happens on some portable versions when the user wants to apply a new license key. Prior to applying the new code, exit EPIM, erase the "EssentialPIM.ini" file in the EPIM installation directory and re-start EPIM. It will accept key.

Q: What's your upgrade policy for EssentialPIM?

A: By becoming a registered user you can use the EssentialPIM version you purchased forever. In addition, you are entitled to free updates for one year from your date of purchase.

Q: My license expired after upgrade. Why?

A: According to our upgrade policy, a regular license includes free updates for one year from the purchase date. This message indicates that your free upgrade period has expired. To continue using the latest version, you will need to purchase an upgrade. Alternatively, you can continue using the last version released within your upgrade period. If you are unsure which version you are eligible for, please contact Support and include your order ID or the email address used for the purchase.

Troubleshooting

If you experience any problems with EPIM, please follow these steps to find a solution:

• Make sure that you have installed the latest version.
• Visit our online support community forum at www.epim.com/forum.
• If you still have not found the answer, do not hesitate to contact us at support@epim.com.

Support & Licensing

Buy EPIM Pro

EPIM Pro is available as a fully functional 30-day trial, allowing you to explore all features before purchasing.

When you upgrade to EPIM Pro, you get access to a powerful all-in-one productivity solution that includes email, calendar, tasks, notes, and contacts management, along with advanced sync and backup capabilities.

Licensing Options

EPIM Pro offers flexible licensing models to fit your needs:

• Perpetual License (one-time purchase) $99.00

  Pay once and use your version forever. Includes 1 year of free updates.

• Annual Subscription $49.00

  Pay yearly to always have access to the latest version. The subscription renews automatically and can be canceled at any time.

EPIM Cloud (Optional)

EPIM also offers a cloud service for secure synchronization and backup across devices:

• $2.99/month or $19.95/year

  Includes a free trial and can be canceled anytime.

For sales-related questions, please contact: sales@epim.com.

Sales & Upgrade Policy

Upgrades

By becoming a registered user you can use the EPIM version you purchased forever. In addition, you are entitled to free updates for one year from your purchase date.

Refunds

We have made our returns policy as simple as possible so that you will come back and shop with us again and again. We are so confident that you'll be satisfied with your software purchase, that we offer a 30-day money-back guarantee.

If at any time during the first 30 days of using the software you have purchased you find that the product does not meet or live up to your needs, feel free to contact us at sales@epim.com and request a refund.

When requesting a refund, please provide the following information:

• Your full name
• Order ID number
• Date of purchase
• Brief reason for dissatisfaction

All refunds for credit will be issued to the credit card account that appears on the original order. All returns are subject to approval by our customer service department.

Support

We are committed to supporting our customers. Please feel free to browse our Troubleshooting & FAQ pages, or reach out to our support team using the contact information below.

Contact Information

Please do not hesitate to contact us:

General Information: info@epim.com

Sales Information: sales@epim.com

Technical Support: support@epim.com

Please note, we do not provide support over the phone: +372 51927 921

EPIM Technologies, Inc.

101 Europa Dr Ste 150

Chapel Hill, NC 27515, USA