Novell Groupwise

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Table of Contents
Accessing the Web Client ................................................................................ 1
Understanding the Main Window ..................................................................... 2
Getting Started ................................................................................................. 4
  Creating and Sending a New Message ........................................................ 4
  Opening a New Message ............................................................................. 5
  Sending a Reply ........................................................................................... 6
  Deleting Mail................................................................................................. 6
  Undeleting Mail............................................................................................. 7
Attachments ..................................................................................................... 7
  Attaching a File(s) to a New Message .......................................................... 7
  Removing an Attachment ............................................................................. 8
    Opening and Saving Attachments ............................................................ 8
Using the Spell Checker .................................................................................. 9
Customising your WebAccess ......................................................................... 9
    Changing your LDAP password ................................................................ 9
    Signatures............................................................................................... 10
    General Options...................................................................................... 11
    Specifying Send Options ........................................................................ 11
WebAccess Timeout ...................................................................................... 13
Getting Help ................................................................................................... 13


Table of Figures
Figure 2: Main Window .................................................................................... 2
Figure 3: New Mail Message Window .............................................................. 5
Figure 4: Reply Options ................................................................................... 6
Figure 5: Mail Message Attachments ............................................................... 8
Figure 6: Mail Message Window showing an Attachment ................................ 9
Figure 7: Options Window: Passwords .......................................................... 10
Figure 8: Options Window: Signatures ........................................................... 10
Figure 9: Options Window: General ............................................................... 11
Figure 10: Options Window: Send Options .................................................... 12
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Accessing the Web Client
Your GroupWise ‘mailbox’ can be accessed from anywhere in the world via
the Internet. If you can access the Internet via a browser then you can log-on
to read your email.

    Type the following Web Address into your Browser:
     http://webaccess.hanford.com/


    The Novell Groupwise login window should be displayed:




      Figure 1: Novell GroupWise Screen



    Enter your usual Novell Username and Password, then click the Login
     button or press the Enter key.

    You will have access to your mailbox following a successful launch.

    The data displayed ie your mail message, folders, appointments etc, is
     the same date as accessed from the PC Client version within the
     company,

    Tasks such as creating and sending messages, rules, calendars, folders,
     shared folders, address books, proxy access etc, will work in a very
     similar way to the PC client version.

    Any changes made will immediately be reflected in the Web and PC
     Client as they both look at exactly the same data held on company
     servers.




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Understanding the Main Window
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A window similar to the one shown below will be the first thing you see on a
successful launch. This is the ‘gateway’ to using all tasks, features and
functions the web client offers.

For an explanation of the window components cross reference the numbers
indicated against the descriptions below.


    1.                  8.             3.               5.              6.


             7.              4.               2.               9.




Figure 2: Main Window


1. The Folder List -
   By default, the folder list runs down the left side of the window. Its purpose
   is to enable you to work, organise and store your messages in a structured
   way. The mailbox folder, by default, opens with you first log on. The
   folders listed when you first launch the client are system folders and
   cannot be deleted. You can however create additional personal or shared
   folders to further help organise you items. Right-click on a folder or item to
   see a context sensitive shortcut menu of functions and options




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2.   Item List -
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     Displays the contents of the open folder. By default, it will display the most
     recent 20 items. If there are more than 20 items contained in the folder
     then a ‘display next’ button appears at the bottom of the list. You can click
     on items in the Item List and drag and drop items them into your ‘Folder
     List’. Right-click on an item to see a context sensitive shortcut menu of
     functions and options


3.   Item Status Icons
     These appear immediately to the left of the ‘From Field’ and indicate type,
     status and priority of that message. For example, a closed envelope icon
     indicates that the item type is an unread message. The colour indicates
     priority – red indicates high priority. For a description of what each icon
     symbolises search for ‘Icons’ in the Web Client’s Help index.


4.   Item List Check Boxes
     Click on one or more of these to select that message(s) that you want to
     perform an action on. They are used in conjunction with (5.) Actions
     Buttons.


5.   Item List Action Buttons
     Action buttons appear in the mailbox and apply to all folders in the folder
     list (except the Calendar option). They are dynamic in that the commands
     change to reflect the functions that apply to a particular folder. By using
     the check boxes, select items from the item list area that you want to
     perform an action on then select the appropriate action button to complete.


6.   Main Menu: Find Tool
     Enter a key word(s) directly into the space provided and click the ‘Find’
     button to extract all messages containing that word(s). Alternatively, click
     the ‘Find’ tool displayed to the right of the ‘Find’ button to perform a more
     advanced search.


7. Main Menu: Toolbar Options
   Used to carry out tasks…whether it’s sending a new message type,
   addressing a message, working with your address books or accessing
   someone’s else’s account via proxy. GroupWise 7 WebAccess offers a
   new option that enables you to manage your folders online.


8. Menu OptionTabs
   Provides a one click easy switch between the mailbox and calendar view.




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9. Title Bar Options
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   Switch through the options to get help, customise your setup options or
   use the ‘logout’ option to exit GroupWise.


Getting Started
Creating and Sending a New Message
Mail and phone messages are referred to as unscheduled items as they’re not
scheduled for any specific day or time. You create them in exactly the same
way except phone messages have some extra fields to hold caller details.

To create a new mail message, click                 on the button, located on
the menu toolbar.


Figure 3: New Mail Message Window should now be applied. Tab through
each field, completing each in turn. Notice when you begin typing in the To:
CC: or BC: fields, name completion tried to complete the name for you. It’s
taking these suggestions from your ‘Frequent Contacts’ address book. If
name completion finds what you’re looking for then you can stop typing
otherwise carry on. It will continue to search on each new character you enter
thereafter. If it finds a name that is close then you can use the up and down
scroll arrows to scroll through adjacent names within that address book.




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Figure 3: New Mail Message Window

You can use Internet addresses (URLs) in both the Subject* and message
areas. In addition, there are other optional items you can apply to your
message such as a spell check, attachments and specify send options.


Once your message is complete, click the                                button from the menu
toolbar.



Opening a New Message
From the Item List menu, either click on the message you want to open or
right click on it and select ‘Open’ from the shortcut menu.


*
 WebAccess formats URLs contained in the Subject Line of your message into a link to the Web Site. If
the recipient of your message opens your message containing a URL in the subject line then they can
click the link direct from their ‘Mailbox’, ‘Item List’ Folder to open a second browser window that displays
the Web site direct.


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Sending a Reply
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1. Select the folder from the Folder List that contains the message you want
   to reply to.

2. Click on the item in the Item List to open the message and select Reply
   from the message window. This will open up the Reply form

   or

   Right click the item from the Item List area and select Reply from the
   shortcut menu. This option is quicker as it takes you direct to the Reply
   form, bypassing the open message window.

3. Type the body of your reply.

4. Click the Send button. N.B. If the original message was sent to many
   people or included CCs then by selecting Reply to All option - all,
   including the CCs will be replied to. BCs will not be included. Send the
   reply to the following Figure 4: Reply Options by clicking the downwards
   arrow next to the Reply button – as shown:




   Figure 4: Reply Options




Deleting Mail
When you delete an item from your mailbox it is automatically sent to ‘trash’.
You can send more than one item at a time for deletion. To delete:

1. Select the Folder that contains the mail you want to delete.
2. Click the Item List Check Box(s) located to the left of the message you
   want to delete.
3. Click on the Item List Action Button ‘Delete’. All the messages with a tick in
   the Check box will now be sent to ‘Trash’

   or

   Select all the items you want to delete then drag them into the ‘Trash’


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   or

   Select all the items you want to delete, right click them and select ‘Delete’
   from the Shortcut menu.



Undeleting Mail
If an item exists in ‘Trash’ then it can be undeleted. Once ‘Trash’ has been
emptied then it cannot be undeleted. By default, mail is automatically ‘trashed’
after 14 days.

To undelete:

1. Click ‘Trash’ from the Folder List
2. Select the items you want to save and click ‘Undelete’ from the Action
   buttons at the top of the Item List

   or

   Drag the item from the ‘Trash’ folder and drop them into an alternative
   folder location.

   or

   Right click the item and select ‘Undelete’ from the shortcut menu



Attachments
When using any email system, you are restricted to working with text only
items unless you make use of attachments. All GroupWise items sent or
received can include attachments of any file type. You can attach one or
more file to an item you sent to others.


Attaching a File(s) to a New Message
1. Start a New Message (Figure 3: New Mail Message Window)
2. Select the ‘Attachments’ tab from this window
3. The following window should be displayed:




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Figure 5: Mail Message Attachments


4. Either type the path to the file direct to the ‘Select File’ box or click the
   ‘Browse’ button to navigate your way to the file you wish to attach.
5. Click on the ‘Attach’ button
6. Repeat the process from Step 4. to add another attachment.


Removing an Attachment
Follow the steps outlined above (Attaching a File(s) to a New Message) to
Step 5. Click the ’Remove’ button as opposed to the ‘Attach’ button.


Opening and Saving Attachments
Figure 6: Mail Message Window showing an Attachment displays a message
received holding attachments. The attached file is displayed under the
‘Subject’ field in the message header. Notice there you have a choice of two
options: [Open] and [Save As] . When you select the [Open] option the file is
opened in its native format if your browser supports the file format and if your
browser is set up with the correct association for the file format. If you attempt
to open a file that is not supported in your browser or doesn’t have an
association in your browser then you will be prompted to save the file to disk.




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Figure 6: Mail Message Window showing an Attachment
If you select the [Save As] option then the file can be saved in its native
format.




Using the Spell Checker
Your Web browser must be java enabled for this to work. From the Figure 3:
New Mail Message Window, select the ‘Spell Checker’ button located at the
top of this window.


Customising your WebAccess
You can customise many of your settings by selecting ‘Options from you
WebAccess main window (Figure 2: Main Window). The following indicated
some customisation options:


Changing your LDAP password
1. Click the ‘Password’ Tab
   The following window will be displayed:




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   Figure 7: Options Window: Passwords


2. Complete the fields to change your password.


Signatures
1. Click the ‘Signature’ Tab for the ‘Options’ Window
   The following window will be displayed:




Figure 8: Options Window: Signatures



2. Click ‘Activate Signature’
3. Type your signature into the text box
4. If you opt to ‘Automatically add signature’ then the signature text you have
   typed will appear at the end of every message you send. The alternative
   option will prompt you first before applying your signature text.
5. Select the most appropriate option and click the ‘Save’ button.




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General Options
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If you have more than 20 messages in a folder then by default, only 20 of
them will be displayed in the Item List area of the main WebAccess window.
You can change this default setting from the General Options tab.




Figure 9: Options Window: General



Specifying Send Options
Send Options can be specified for different types of items such as mail, tasks,
appointments and phone messages. You can also specify Global send
options that affect every item that is sent.

The following window details some of the available options:




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Figure 10: Options Window: Send Options


1. Classification
   Intended to alert the recipient to the sensitivity of the item you are sending.
   It does not provide any additional security or encryption but it does let the
   recipient know if the item is for example, confidential or secret.
   Classification can be applied by selecting an option from the combo box
   under the ‘classification’ option.

2. Priority
   Recipients can see the priority of an item by looking at the colour of the
   icon next to the item in the Item List. High priority items are red, normal
   are white and low priority are gray.

3. Reply Requested:
   If you request a reply to an item the recipient of the item will see this
   request next to the item in the Item List area of the folder window, If, for
   example, you select ‘When Convenient’, then “Reply Requested: When
   convenient”, will appear at the top of the item. If the recipient of the
   message attempts to delete the message without replying then the
   recipient will be reminded that a reply was requested.

4. Return Notification
   Receiving notifications through Notify is only supported by the GroupWise


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   Windows Client, not WebAccess.
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WebAccess Timeout
By default, users will be logged out of GroupWise WebAccess after 20
minutes if they have not performed any actions that generate requests.
Actions include opening or sending a message or generating a request. Other
actions such as scrolling through the Item List, composing a mail message
without sending it and reading Help topics do not generate requests.

The timeout interval provides security for WebAccess users who forget to log
out. It also helps the performance of the Web server by freeing resources
dedicated to a user's connection.

The WebAccess application on the Web server controls the timeout. At the
time a user is logged out, the WebAccess application saves the user's current
session to a directory on the Web server, where it is stored for 24 hours. If the
user attempts to continue the session, he or she will be prompted to log in
again, after which the WebAccess application will renew the session. For
example, a user is composing a message when the timeout interval expires
and then they attempt to send the message. The user will be prompted to log
in again after which the message will be sent. No information is lost.


Getting Help
GroupWise has an intuitive in-built help system that can be accessed from the
title bar of the Web Client Figure 2: Main Window (Item 9.)




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