Contents

GroupWise 7.0

GroupWise Features

Customizing GroupWise

Messages

QuickViewer

To Create a Message:

Sending Options

Formatting Bulleted and Number Lists

Adding a Signature to Items You Send

Spell-Checking Items You Send

Delaying Messages

Replying to a Message:

Forwarding a Message

Attaching a File

To Open an Attached file:

Adding an Attachments (Shortcut!)

Checking the Status of Sent Messages

District E-Mail Out-of-District E-Mail

Retracting a Message

Work in Progress Folder:

The Secrets Behind the Creation of Personal Folders

Sharing Folders

Filter

Using the Find Feature in GroupWise

Calendar

Printing a Calendar

Scheduling an Appointment

Emptying the Trash

Creating a Personal Group

Editing a Group in GroupWise

Archive – File Location and Cleanup

GroupWise Notify

Rules

Group Labels

Address Books

Creating/Deleting Additional Address Books

Frequent Contacts – A Blessing or a Curse

Distribution Lists

GroupWise Web Access

Common GroupWise Keystrokes

GroupWise 7.0

When you launch GroupWise you will see a window that looks like this. All elements are available in a single window. You can manipulate this window to display the items you want to see. The menu commands at the top of the window are similar to other windows based programs. Placing your mouse pointer over a button on the toolbar will display the button’s functionality.

Tabs

Folder List

Item List

GroupWise Features

GroupWise provides you with a variety of messaging features from e-mail to scheduling.

Mail – Messages sent to and received from GroupWise users

Phone Messages – Information about phone calls to users.

Task – List and prioritizes tasks set for yourself and others.

Appointment – Individual and group scheduling with the ability to identify scheduling conflicts when setting up group conferences.

Note – Schedule reminders for you and other users.

Customizing GroupWise

If you do not like the default settings that affect such things as how you open an attachment or a sent message you can customize GroupWise. To do this:

  1. Click on Tools.
  2. Select Options.
  3. Click on Environment.
  4. Select the Default Actions tab.
  5. You will have the ability to customize many features within GroupWise.

Messages

A GroupWise message consists of address, subject, message and attachments.

Address Fields

To: allows you to enter either the User Name or an Internet address of the primary recipient(s).

From:enables use to enter your User Name (this should automatically appear in the GroupWise message.

CC: (Carbon or Courtesy Copy) allows you to send a copy of your message to other users.

BC:(Blind Copy) allows you to send a copy of your message to other users without the knowledge of the primary or carbon copy recipients.

QuickViewer

Use the QuickViewer button on the toolbar to read mail items without opening each item in a separate window.

To Create a Message:

  1. There are a number of ways that you can activate the Mail To dialog box. You can click on the Create New Mail button, Choose File, New, Mail or Ctrl + M.
  2. You need to enter the name of the person you are sending the message to in the To: box. Begin typing it in and the user’s name will automatically be entered.
  3. Repeat the above steps to select users you want to receive carbon copies and/or blind copies.
  4. Type in your subject and press the Tab key to access the message field.
  5. Type your message and click on Send.

Sending Options

Send Options is now available in the mail item by simply selecting the Send Options tab at the top of the mail message.

  • Priority – High, Standard, or Low. A High priority message is denoted by a red envelope in the recipient’s mailbox.
  • Status information – allows the sender to determine if a message has been delivered and opened.
  • Return notification – allows the sender to receive notification that a message was opened, deleted, or completed.
  • Reply requested – allows the sender to request a recipient to reply by a certain date.
  • Expiration – allows the sender to delete the message automatically after a certain number of days providing the message is unopened.
  • Auto-delete – deletes a message from your Sent Items folder once it has been deleted by the recipient.

Formatting Bulleted and Number Lists

  1. Open a new mail message.
  2. In the body of the e-mail press Ctrl+Shift+L to insert a bulleted list.
  3. Press Ctrl+Shift+L again to change it to a numbered list.
  4. Continue to press Ctrl+Shift+L to select from the six list formats available.
  5. Type the list item.
  6. Press Enter to create the next item in the list.
  7. Press Enter twice after the last list item to turn off the list formatting.

Adding a Signature to Items You Send

Creating a Signature

  1. Click on Tools.
  2. Select Options.
  3. Double-click on Environment.
  4. Select the Signature tab.
  5. Select Signature.
  6. Select New.
  7. Type a name for the signature.
  8. Click OK.
  9. Create your signature.
  10. Select if you want this signature to be your default signature. You can choose to have it added automatically or to prompt you before adding.
  11. Click OK. (With GroupWise 7.0 you can have multiple signatures available to select to use.)

Spell-Checking Items You Send

There are two ways to spell-check the items you send. Quick Speller checks the spelling as you type, and underlines the words that are spelled wrong. You run Spell Checker separately, either manually or by selecting to have it run when you click Send. Both features check for misspelled words, duplicate words, and irregular capitalization in items that you are creating.

Quick Speller (Also Referred to as Inline Spell Checking or Spell Check as you Type)

When Quick Speller finds a misspelled word, you can replace it with a word Quick Speller suggests or skip the word always for that message. You can also add the word to a user word list.

  1. Right-click the misspelled word.
  2. Click the correctly spelled word OR click Skip Always to skip the word in the rest of the message. OR Click Add to Word List to add the word to your word list.

Spell Checker

When Spell Checker finds a misspelled word, you can replace it with a word Spell Checker suggests, edit the word manually, or skip the word. You can also define an automatic replacement for the word, or add the word to a user word list.

  1. Click the Subject or Message box OR select the text to spell-check.
  2. Click Tools.
  3. Click Spell Check.
  4. To specify a user word list to add words to, click the Add To drop-down list and select an option.
  5. To specify a range of text to check, click the Check drop-down list and select an option.
  6. When the Spell Checker stops on a word, click any of the available options, or edit the word manually.
  7. Click Yes when spell-checking is complete.

Spell-Checking Items Automatically with Spell Checker

You can set it up where GroupWise will automatically spell-check items automatically every time you click Send.

  1. Click Tools.
  2. Click Options.
  3. Double-click on Environment.
  4. Click Check Spelling Before Send.
  5. Click OK.

Delaying Messages

If you want to create a message and send it with the option of having it delivered at a specific time, these are the steps that you need to follow:

  1. Create your message
  2. Prior to sending the message click on the Send Options tab at the top of the message.
  3. Put a check in the box beside Delay Delivery
  4. Choose the number of days (You can even choose a specific time of day)
  5. Click OK
  6. Send the message. Its delivery will be pending until the date/time you specified.

Replying to a Message:

  1. Click on the Mailbox folder (if not already open) to view the list of messages.
  2. Open the message and click on the Reply button
  3. Select Reply to Sender or Reply to All (replies to the sender and all recipients). You also have the option to include the message.
  4. Click OK.

Type the message and click the Send button.

Forwarding a Message

  1. Open the message and click on the Forward button to open a new Mail To window.
  2. Type in the User Name in the To text field.
  3. Click the Send button.

Attaching a File

  1. Click on the New Mail button
  2. Type in the User Name in the To field.
  3. In the Message field, type in any message you wish to accompany the attached file.
  4. Click the Attach button to open the Attach File dialog box.
  5. Click the Look in drop down list box to choose the location of the saved document you are going to attach.
  6. Once the document has been located and selected, click OK.

To Open an Attached file:

  1. Open the message containing the attachment. A message with an attachment will appear in the bottom half of the mailbox.

(If you are viewing your message from the web the attachment will appear in the mailbox with a small paper clip icon.)

  1. Double click on the attachment or the paper clip icon (if viewing via the web)

Adding an Attachments (Shortcut!)

  1. Right click on the attachment icon.
  2. Select Send to.
  3. Choose GroupWise Recipient.

Checking the Status of Sent Messages

  1. Click on the Sent Items folder to display the messages you have sent.
  2. Right click on the message to view a hidden menu.
  3. Choose Properties.

District E-Mail Out-of-District E-Mail

Retracting a Message

To Retract a Message:

  1. Click on the Sent Items folder to display the messages you have sent.
  2. Select the message to retract and press the Delete key to activate the Delete Item dialog box.(You can also right-click on an item and select Delete or Delete and Empty.)
  3. Choose one of the three available options: My Mailbox, Recipients Mailbox, or All Mailboxes.
  4. You will only be able to retract items sent from one GroupWise user to another. Items sent to Internet-style addresses cannot be retracted.
  5. You will not be able to retract an item if it has been opened by the recipient.

Work in Progress Folder:

You can save an incomplete message in your Work in Progress folder and come back later to finish and send it.

  1. Click File
  2. Save Draft
  3. OK

The Secrets Behind the Creation of Personal Folders

Personal Folders are very easy to create and can be placed almost anywhere you want. You can create a new folder in two different ways:

  • Right-click on the folder where you want to create a new subfolder and select New Folder.
  • Select the folder where you want to create a new folder and from the main menu select File,New, Folder.

Both options will bring you the very same dialog screens.

Sorting Folders Manually or Automatically

You can create an unlimited number of folders in GroupWise either by using the menu option, File, New Folder or by right clicking on an existing folder object.

Here’s how you can sort your folders alphabetically:

  • Right click on any folder with unsorted subfolders.
  • From the menu, select Sort Subfolders to Automatically sort all folders alphabetically. (The Sort Subfolders option will only be available on folders with unsorted subfolders; otherwise this option is hidden.)

As long as all subfolders are sorted, any new subfolder will be inserted in alphabetical order automatically.

  • Select any folder with subfolders and check if the subfolders are sorted. If not, sort them as described above.
  • Right-click the parent folder and select New Folder and select a folder type.
  • After clicking Next and entering the folder’s name, you will notice that as you start to type the name, it will be moved to the correct location. It’s magic!

Moving Messages to Folders:

  1. Select the message(s) you wish to move (multiple selection of messages that are not next to each other may be done by holding down the Ctrl key and clicking on the messages. To select messages that are next to each other, hold down the Shift key and click on the first and last message you want to move).
  2. Click and drag the selected message(s) to the appropriate folder and release the mouse button.

Deleting Folders and Contents:

  1. Select the folder you wish to delete and click the right mouse button.
  2. In the Delete options box, choose either Items only or Folder and items.
  3. Click OK.

Sharing Folders

You may want to share a folder with a co-worker. Follow these steps:

  1. Right click on the folder you wish to share.
  2. Click on Properties
  3. The Properties Dialog box will appear. Select the Sharing Tab.
  4. Choose the user you want to give access to your folder from the address book by double-clicking on their name.
  5. Click OK.
  6. You should now see that individuals name in the Share List. Look at the bottom of the box. You should see the words: Add, Edit, and Delete. You can click beside the words Add, Edit, and/or Delete to assign the access you want to give to that individual.
  7. Click OK.
  8. The person given access will receive an email saying they have been given access to your folder. They will then be prompted to install that folder.

Filter

If your mailbox contains many items, you might have a difficult time finding items from a certain individual or about a specific topic.

The filter option lets you display items in your mailbox and/or calendar according to specific criteria. For example, a filter can display only items that have a certain word in the subject. Filter does not actually move or delete items; it just limits the display to the items you specify. Filters affect all items in your Mailbox.

Creating a Filter

To create a filter,

  1. Click on the filter icon on the right side of your mailbox.
  1. Enter the criteria for the filter.
  2. Click OK.

When the filter is activated, the GroupWise items displayed in the item list match the defined filter. The filter icon changes to yellow when a filter is active.

To Clear a Filter

If you have a filter set, the filter icon is yellow. To clear it, click on the yellow Filter icon and select Clear Filter. Once you clear the filter, all the items reappear.

Saving a Filter

As you work with filters, you identify items that you filter frequently. You can save a filter to eliminate defining it each time you need to filter your GroupWise items. You can save the filter on the filter menu for quick access. Use the following steps to create a filter and save it to the filter menu.

  1. Click on the Filter icon.
  2. Select Filter.
  3. Select the filter criteria.
  4. Save.
  5. Type a name for the filter and select Puton menu.
  6. Click OK.
  7. The filter is now active and displayed in the Filter menu.

Using the Find Feature in GroupWise

You may need to locate an email from a particular person or dealing with a certain topic. (This will also work to locate email that you have sent to a person or email dealing with a certain topic.)

  1. Go to Tools
  2. Click on Find…
  3. This dialog box will appear.
  4. You can choose to search for email To or From an Author
  5. You can choose to search for email from Full Text or Subject.

Type either the subject or the author’s name in the appropriate box.

Calendar

Using the calendar, you can view your appointments, tasks, and reminder notes. This information can be displayed by day, week, month, or year.

Select the Calendar folder to open the Calendar view. The Calendar displays tasks, appointments, and notes for specific days.

Printing a Calendar

You can print a calendar in GroupWise by selecting File/Print Calendar.

The Print Calendar tabs let you establish the following:

  • Form: Allows you to specify the form type, size, and orientation. The type and size you select determines the available forms options.
  • Content: Lets you specify the font, starting date, number of days, and information to be included in the printed materials.
  • Options: Allows you to specify header, footer, and page printing options.

Scheduling an Appointment

The calendar displays appointments you have created. To create an appointment for yourself, complete the following steps:

  1. In the Calendar view, double-click the time-slot for the appointment.
  2. Enter the subject, location, and duration of the appointment.
  3. Click Post.

Emptying the Trash

All deleted items are stored in the Trash. Items in the Trash can be viewed, opened, or returned to your Mailbox until the Trash is emptied. (Emptying the Trash removes the items in the Trash from the system.)

Emptying the Trash

  1. Right - click on the Trash can from the folder list.
  2. Click Empty Trash.

Deleting an Item from Your Mailbox

  1. Select one or more items that you want to delete.
  2. Press the Delete key.
  3. If you delete a Sent Item the Delete Item dialog box displays. Select the appropriate Delete from option, then click OK. (Deleted items are moved to your Trash and remain there until the Trash is emptied.)

Undeleting an Item in the Trash

  1. Click on the Trash can from the folder list.
  2. Select the item or items you want to undelete.
  3. Click Edit.
  4. Click Undelete. The undeleted item is placed in the folder from which it was originally deleted. If the folder no longer exists, the item is placed in your Mailbox. You can also restore an item by dragging it from the Trash to any other folder.

Creating a Personal Group