Logging into GroupWise

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					GroupWise 7 Enhancements and New Features

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Logging into GroupWise
When opening GroupWise, a dialog box appears which gives you the opportunity to log in to GroupWise. The Startup dialog box changes, depending on GroupWise environment. For example, a dialog box will appear that prompts for a password. There are also some situations in which GroupWise will start with a startup screen, where both the User ID and password may be entered. The appropriate “Online” address varies according to whether the connection is on-campus or off-campus.

A Brief Tour of GroupWise
GroupWise integrates all of your messaging, scheduling, calendaring, and task management needs into one place.


Item List

Folder List

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The toolbar lets you quickly accomplish common GroupWise tasks, such as opening the Address Book, sending mail messages, and displaying your Calendar. Point your mouse over any toolbar button and a tool tip displays the name of the feature. The display settings drop-down list lets you quickly change the display of your Item List.

Folder List

The Folder List at the left of the Main Window lets you organize the items you send, receive, post, and share. You can also create new folders to store your items in. Here is what you’ll find in each of the default folders:

Item List
The Item List at the right of the Main Window displays your mail and phone messages, appointments, reminder notes, tasks, and document references. Use the display settings drop-down list on the toolbar to display incoming items, outgoing items, and posted items.

Sending Mail Messages
A mail message is like an internal memorandum; it has a primary recipient, subject line, date, and can be carbon-copied and blind-copied to other users. You can also attach files, document references, sounds, movies, and OLE objects to your mail messages.

CC (Carbon Copy)
Sends copies of an item to users who would benefit from the information, but who are not directly responsible for the information or directions in it. All recipients can see that a carbon copy was sent.

BC (Blind Copy)
Sends a copy of your item to a recipient without the knowledge of any of the other recipients. Only the sender and the blind copy recipient know that a blind copy was sent.

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To send an email:
In the GroupWise main menu, click on the New Mail button in the tool-bar OR go to File > New . 1. In the To: box, type a username and press Enter. Repeat for additional users. To select usernames from a list, click Address. Doubleclick each user. Click OK. 2. Type a Subject. 3. Type a Message. 4. Click Send.

Spell-Checking Items You Send
Use Spell Checker to check the text for misspelled words, duplicate words, and certain capitalization errors. You can spell-check selected words or the entire message.

Address Book
Use the Address Book like a phone book and information center for your addressing needs. The Address Book can store names and addresses, e-mail addresses, phone numbers, and more. You can create multiple address books for your personal use. Open address books are represented by tabs in the main Address Book window. You can display one address book at a time.

To create a personal address book:
1. Click the Address Book icon in the toolbar. 2. Click File > New Book. 3. Type a name for the new book and click OK. 4. To add names to the new address book, click the New icon. 5. Click the Entry Type, Contact, and click OK. 6. Fill in the fields for the entry. Name and email address is all that’s required. 7. Click OK. The personal address book will look something like the one above.

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Personal Groups
To create a personal group:
1. In the address book, click the New icon. 2. Click the Entry Type, Group, and click OK. In the New Group window: 3. Enter a name for the group. 4. Click on Add… to add members

In 5. 6. 7. 8.

the Select Group Members window: Choose the address book to Look in. Select the contact, group, or resource. Click on To, CC, or BC. Once you are done, click on OK.

Back to the New Group Window: 9. Click OK (it takes a few seconds to save).

Attaching Files
You can attach files and document references to mail messages, appointments, reminder notes, tasks, and phone messages. You can use Attach to send one or more files or document references to other users. For example, you may want to send an expense report to another user. You can attach a file that exists on your hard disk, diskette, or network drive. The recipients can open the attached file, save it, view it, or print it. If you change the attached file after you have sent it, the recipients will not see the changes.

To Attach a File:
1. Create a new mail message. 2. Fill in the To, Subject, and type your Message. 3. Click Attach. (Notice when the first time the “Attach File” windows opens, it may be to the C:\Novell\GroupWise folder. This is NOT a good place to find or save files.) 4. Browse to your file location and click the file you want to send. Click OK. (To attach several files, hold the Ctrl key and click on other files before clicking OK.) 5. Click Send.
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Opening Attached Files
When you open an attached file, GroupWise uses the local computer’s Windows file settings to determine the correct application to open the file. If the program associated with the file is not installed, GroupWise will not be able to open the file.

To Open an Attached File:
1. Open the item containing the attachment. 2. Right-click the attachment; click Open. 3. If you want to open the attachment in a different application, type the path and executable filename. This step may not be necessary if the correct application is already listed. 4. Click OK.

Managing Received Items
GroupWise stores all the items, mail messages, appointments, and so on, you receive in your Mailbox. They will stay in the Mailbox folder until you move them to a different folder, or delete them.

Managing Sent Items
GroupWise stores all the items, mail messages, appointments, and so on, you send in your Sent Items folder. They will stay in the Sent Items folder until you move them to a different folder, or delete them.

Creating Folders
Use folders to store and organize incoming and outgoing items such as appointments, reminder notes, tasks, document references, and mail or phone messages in your Mailbox. Folders let you group all items related to a particular task together.

To create a folder:
1. Right click on one of the existing folders 2. Select new folder 3. Follow the steps To move an item to another folder, drag it from the original folder and drop it on the new folder/location.

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Notify enables you to specify when GroupWise will check your mailbox and how it should notify you of new messages or sent messages that were opened or deleted. Notify appears as a separate program on the Start menu so that you can start it without starting GroupWise, or Notify can be configured to automatically start when GroupWise is opened. When you start Notify, an icon of a globe appears in the right corner of the taskbar to the left of the time. In addition to the desired alarms, the icon will change to reflect an envelope on top of the globe, indicating that you should check your mail. Notify enables you to set options that inform you about messages you send and receive. You can set Notify to display a dialog box, sound an alarm, or launch a program when you receive new messages, or when messages you send are opened or deleted.

To Access Notify Options:

1. Right-click on the globe in the system tray (usually in the lower right corner of your screen.) 2. Left-click on Options.

Creating and Using Rules
Rules are guidelines you establish for handling messages, which you can apply to messages in any folder. You name the rule and then define the conditions of the rule and the action you want to occur when a message meets those conditions. For example, you create a rule called, PS8 List Servs, that will automatically file messages from the listservs in a folder named PS 8 Info. You could also create a rule called, Urgent, that will automatically file high priority messages in a folder named, ASAP. Rules enable you to better manage your mailbox and organize your messages, without extra work on your part. Note: the folder must be created before you create the rule.

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GroupWise is calendaring software, too. You can schedule yourself and others via the calendar system in GroupWise. To view your calendar, click on the calendar folder in the main GroupWise window. You will see the following screen, depending on the view you choose.

To Schedule a Personal Appointment (a Posted Appointment):
1. Double-click on the time you want to setup the appointment. 2. The Posted Appointment window will appear. 3. Enter the information for your appointment: Subject, Place, and Message. 4. Enter the Duration. 5. Click Post.

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To Schedule an Appointment (a Meeting or Group Meeting):
1. From the main mailbox or calendar window, click on the New Appt icon. 2. Enter the To, CC, or BC, Place, Start Date, Duration, Subject, and Message. 3. Click on Send. 4. The recipient will receive this item in their main mailbox. When they accept, it moves to Appointment section of their calendar.

Scheduling Recurring Appointments
Use the Auto-Date action to schedule recurring appointments, tasks, and reminder notes. For example, if you were responsible for scheduling a department meeting every other week, you could create one recurring appointment that would schedule the meeting for the entire year. You could also reserve a room or projector (if they have a GroupWise resource account) with the same appointment.

To Select Recurring (Auto-Date) by Dates:

1. In the scheduled appointment, task, or reminder note window, click Actions (on the toolbar); Auto-Date. 2. Click the days to select; click OK.

To Schedule Recurring (Auto-Date) by Example:
1. In the scheduled appointment, task, or reminder note window, click Actions (on the toolbar); Auto-Date. 2. Click the Example tab. 3. In the Range group box, specify the Start date and End date OR To specify a certain number of occurrences rather than a range: specify the Start date; click the End drop-down list; choose Occurrences; specify the number of occurrences. 4. Click the months to schedule. To schedule all of the months, double-click any month 5. Click the Days of the Week drop-down list; click an option. 6. If Days of the Month was selected, click the On drop-down list; select an option; click the numbered days to schedule (for example, 1 and 15) OR If Days of the Week was selected, click the ordinal number across from the day of the week to schedule (for example, 2nd Tue) OR If Periodic was selected, specify a period length (for example, every 15 days). 7. Click OK.

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Busy Search
Use Busy Search to find a time when all the people and resources you want to schedule for a meeting are available. Busy Search works with appointments, for internal contacts, groups, or resources (e.g., that are included in the Novell GroupWise address book).

To Use Busy Search:
1. From the calendar or main mailbox toolbar, click the New Appt icon. 2. Enter usernames and/or resource IDs in the To, CC, or BC boxes. Optional: Click the Address icon if it is necessary to go to the address book to find and select them. 3. Specify the first possible day for the meeting in the Start Date box. 4. Specify the meeting’s Duration. 5. Click the Busy Search icon in the toolbar or the Busy? icon from the icons on the side. 6. Click the Auto-Select button in the lower left corner to select the first available meeting time or repeatedly click on it until the desired time is displayed; click OK OR Click the Available Times tab to see possible meeting times; click a time to select it; click OK. 7. Complete the Subject and Message. Click Send to send the appointment. The recipients will receive this appointment in their main mailbox. When they accept, it moves to their calendar. If they delete, it will disappear completely from their view.

Tasks appear in the task window and move to today’s date, until they are checked as completed.

To Assign a Personal Task:

1. Double-click in the task section of the calendar window (day view) The Posted Task window will appear. 2. Enter the information for your appointment: Subject, Priority, Start Date, Due On, and Message. 3. Click Post.

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To Assign a Task to Someone Else:

1. From the main mailbox or calendar window, click on the New Task icon. 2. Enter the To, CC, or BC, Start Date, Due On, Subject, Priority, and Message. 3. Click on Send. The recipient will receive this item in their main mailbox. When they accept, it moves to Task section of their calendar.

Adjusting Times and Duration
To Adjust Times and Duration:
1. Click on the clock icon at the end of any time field in an appointment or posted appointment. 2. To adjust the start time, click and drag the green or top arrow. 3. To adjust the end time, click and drag the red or bottom arrow. 4. This window adjusts time in 15-minute increments.

Sometimes you need to give a user proxy to your calendar to either schedule your appointments or just to see what is on your calendar.

To grant users proxy to your calendar:

1. Click on Tools; select Options; double-click the Security icon. 2. From the Security Options window, select the Proxy Access tab. 3. Click on the Address book icon, select the user, and click OK OR Type in the user’s display name, let it fill in, and click on Add User. 4. Select the user’s Name from the Access List. 5. Select the items you want to give the user access to (mail, appointments, etc..) 6. Click on OK.

To proxy to an account after the owner has granted proxy access:

1. Click the Online drop-down list in the upper left corner of the main mailbox window. 2. Select Proxy. 3. Type the display name of the user; click OK.

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This document was created by:

Connie (CJ) Griffin Technical Support Specialist Office of Information Technology Boise State University

Who has graciously granted permission for KUMC to use for training purposes. Questions after leaving the training:    Help Desk Support – 8-7995 Atomic Learning – myKUMC/Training/Atomic Learning IR Training Coordinator – 8-7117

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