CompassAir Web Basic User Guide



Volume 4 – Searching, Contacts and Attachments

This guide is intended to serve as an introduction to CompassAir (web version). It is one of a series that show the many useful features of CompassAir (web version).

Where it is felt that additional training would be beneficial, bespoke packages can be provided for both individual users as well as groups. Please contact for more information.


CompassAir Home Screen

2    SEARCHING AND FILTERING MESSAGES (and saving searches)

1. Within a selected View, messages can quickly be filtered by read or unread, incoming or outgoing, with or without attachments, flagged or unflagged as well as with or without notifications on and discussions attached
2. At the same time, a quick search can be made within a selected View
3. If required, more comprehensive searches are available, i.e. covering all Views, in either a quick or advanced form
4. For advanced searches, additional parameters are available such as Keywords, Vessel Names and Fixture details, thereby refining the search. Searches can also be made in other than the regular message Views, for example, in Spam and Drafts. (Note that more search parameters are available than shown in the image, accessible by scrolling down the list).

To save the search, click on the disc drop down menu (next to “New Search), a window appears into which you enter the name of your search. It is then saved in views and can be edited or deleted in the normal way
5. Using the drop down menu, it is possible to search on from, to, cc or bcc
6. Searches can contain multiple keywords. To enter more than one keyword they should be separated by use of a semi-colon, “;”
7. For a text search, the words that have been found are highlighted in the body of the message
8. The search logic is such that the letters a user types results in suggestions that contain those letters rather than start with those letters


1. When a sender has already been added to contacts, hover over the sender’s name, right click then select “Copy Address” or “Details”
2. The “Details” window will show the address and any

telephone numbers that have been stored in contacts.
3. Clicking on “Messages” will reveal a new window showing all previous messages both to and from the sender.
4. The contact can also be edited from this pop up window


1. When searching, email addresses can be excluded to speed up a search by reducing the resultant number of messages that satisfy your search criteria. To do this first use advanced search

2. For the addresses you would like to exclude, choose whether they are from/to/cc etc. or alternatively exclude them from all types by using the default “FROM-TO”

3. Pop out the search field to add more than one address

4. Finally for the address(es) that you would like to exclude, type part of the address in the field at the bottom of the window with the word “not” preceding it, pressing enter to add each one. In this example we have in our address book the and addresses, both of which we would like to exclude from the search results. When all the addresses to be excluded have been added press “Done” and return to the advanced search box to add other search terms. If you added one by mistake it can be removed by clicking on the red “X”


1. Contacts can be found either through a quick or advanced search (via a drop down search box)

2. Having clicked on the Contact, information that has already been saved for that Contact is displayed in the viewing pane

3. Each Contact can be edited or deleted by a user

4. Previous messages to or from that Contact together with any associated documents, including circulars, are accessible quickly from the menu bar.

5. Where an organisation has numerous contacts, these are displayed in the right hand pane. By clicking on a name, the relevant contact details are then displayed in the viewing pane


1. To add a new contact directly from an incoming message, hover over the sender’s name and then right click. The address can be copied or, alternatively, more details disclosed, in which case the panel on the right can then be used to update existing details or to create a new contact.

2. For the latter, a New Contact sheet appears to which can be added brief information about that contact, then saved
3. More information can be added at a later stage by editing that contact via the “Contacts” button on the toolbar


1. For each new Organisation added to contacts the option exists to reflect its structure, e.g. Organisation/Department/Desk/Individual. Initially the company and its address etc is added to contacts.

2. Clicking on the Organisation name opens another window to which can be added further information

3. Start by selecting “Department”, adding all the associated contact details where appropriate

4. Once saved this is then available, in the same way as in 2 above, to add a “Desk”. In this example however, we move directly to Individuals (“Contacts”)

5. As before, “Contact” is selected and the appropriate details added. An Organisation can have any number of Departments, Desks or Individuals

6. Once Departments, Desks and Individuals are added, the structure will appear in Contacts as below. Clicking on a chosen Department or Individual will take you directly to the relevant contact information


1. Integration with Skype is enabled under “3rd Party” settings

2. Once enabled, and when Skype addresses are stored in contacts, clicking on the Skype icon next to a name opens Skype at that contact’s name. Skype can then be used in the normal way to commence an audio or video call or to send a message. The dropdown menu next to “Enable Skype” allows a user to choose between Skype or Skype for Business


1. Having selected a contact (from the Toolbar: Accounts) and then clicking on the ellipsis button (three vertical dots) a drop down menu allows the user to either edit the contact, download their details in the form of a VCard or to copy the details to the clipboard (then available to copy into another document, to Skype or message body)

2. If more than one account is selected (whilst depressing the Ctrl key) the user then has the option to either copy the details to the clipboard or attach them to a new message.

3. In a similar way, more than one contact within a single organisation can be copied to the clipboard


1. Within Contacts, if a contact has an email address then there is an option to “Edit Circulars”. If there is only a telephone number, address etc and no email address for the contact this option is unavailable (i.e. “greyed” out)

2. Clicking on “Edit Circulars” reveals to which circulars that contact is already linked (if any)

3. From there, it is possible to remove that contact from the listed circulars by clicking on the “x” next to the circular name

4. It is also possible to add the contact to existing circulars (even if that contact is not already included in a circular), achieved by typing the circular name in the field “Add Circulars” and striking the Enter key


1. CompassAir allows certain attachment file types to be opened in an external browser in order that the user can preview or edit them. Some file types will be opened in a Chrome Office Viewer (this does however require the Chrome extension to be installed – see 11 below). These include doc, docx, docm, xls, xlsx, xlsm, ppt, pptx and pptm files. Other file types will open in a second Chrome browser, these include html, mp3, mp4, ogg and pdf files

2. To preview the file click on the “open in new window” icon. Alternatively the attachment can be downloaded to the user’s local drive, or saved in Dropbox or Google Drive


1. The CompassAir Google Chrome extension can be installed from the Settings menu, under “User Interface”

2. Once installed, the CompassAir icon will be visible on the Chrome toolbar

3. By default, files are downloaded from Chrome to the Download folder on your local drive (this can be changed from within a user’s Chrome browser settings). However a different folder can then be selected from the Windows “Save As” pop-up. Rather than opening File Explorer each time, the most recent files downloaded from CompassAir can be seen by clicking on the CompassAir icon in 2 above

4. Each file is then quickly accessible. It can be viewed in the download folder, opened, deleted or removed from this most recent list, each action achieved by selecting one of the four yellow icons


1. Access to Google Drive and Dropbox is enabled under “3rd Party” settings

2. Once enabled, message attachments can be saved directly to Google Drive and DropBox, the respective icons being revealed from the drop down menu next to the file name. The attachment can also either be previewed or downloaded to the user’s hard drive in the same way. It should be noted that the first time this facility is used it is necessary for the user to log in to either Google Drive or DropBox

3. Attachments from either Google Drive or DropBox can also be added to messages being composed within the Message Editor. These options are available from the “Insert” dropdown menu