GroupWise 7 Calendar_ Scheduling by liuqingzhan

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									                                                                       Office of Information Technology



               GroupWise 7
 Calendar, Scheduling, & Advanced Features
The Calendar

The GroupWise Calendar is a personal planner and time management tool. The Calendar offers
several time management options such as reminder notes and tasks. The calendar has many views
including day, week, month, and year. You have two basic ways to access your calendar:

1.     The Calendar Folder will
       display the calendar on the
       right side of your GroupWise
       Main Window. Buttons are
       available to help you switch to
       other calendar views.
2.     The Open Calendar button on
       the Main toolbar will open the
       calendar in a separate window.
       The small triangle on the
       toolbar button lets you select
       from a variety of different
       calendar views.


Selecting a Default Calendar View

The calendar’s default view is Day. If you want to select a different default view, follow these
steps:
1.     Click Tools, Options.
2.     Double-click Environment then select the Views tab.
3.     Under “Item type,” choose Calendar.
4.     Under “Views,” select a view that you like then click Set Default View button.
5.     Click OK to save your selection.

Creating Personal Appointments, Notes, and Tasks

1.     Open the calendar to a view that displays Appointments, Notes, and Tasks. Double-click
       an empty line in the Appointments or Reminder Notes or Tasks section of the view.
2.     Type desired information in the window that appears.
3.     Click Post to place the item on your calendar.
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Using “Show Appointment As”

1.     Right-click an appointment.
2.     Choose “Show Appointment As” from the menu.
3.     Click Free or Tentative or Busy or Out of Office.

Changing Item Type

1.     Right-click an appointment, note, or task.
2.     Choose “Change to...” from the menu.
3.     Under “Item type,” select Task, Appointment, or Reminder Note then click OK.
4.     In the window that appears, make the desired changes then click Post.

Changing a Personal Calendar Item

1.     Open the calendar.
2.     Double-click an item you want to change or view. (Note: you can also open a calendar
       item by right-clicking it then selecting Open from the menu).
3.     You can make any changes that you wish. For example, you can change the date, time or
       duration of an appointment. You can also change whether an appointment is displayed as
       Free, Tentative, Busy or Out of Office by using the pop-up button provided.
4.     Click Post to save changes and close the item.

Marking a Task Complete

When a task is finished, click in the check box to mark it complete on your Calendar or it will be
carried over to the next day. Tasks that are not marked complete will display green shading
around the check box on their due date and will display red shading when they are overdue.

Sending a Note to Other Users

1.     Click File, touch New, click Reminder Note. (Note: you can also use Ctrl+Shift+R).
2.     Enter recipient name(s) in the To box.
3.     Complete the item.
4.     Click Send.

Sending a Task to Other Users

1.     Click the Create New Task button on the Main toolbar.
2.     Enter recipient name(s) in the To box.
3.     Enter a “Start date” for the task by typing a date in the
       box or clicking the month icon to select a date.
4.     Use same method described in previous step to enter a
       “Due on” date for the task.
5.     Enter a Subject. Typing message text is optional.
6.     Click Send.
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Creating a Multi-User Calendar View

1.     Click the calendar folder to display the calendar in the
       GroupWise Main Window.
2.     Click the small black triangle on the Multi-User button of the
       calendar toolbar then click "Add or Remove Users..." to display
       the Multi-User List.
3.     Select the users or resources you wish to see in your multi-user
       calendar view. If the user or resource is not displayed in the User
       List, click the Address Book icon to select additional users or
       resources from your address books.
4.     After selecting all users or resources you want to see in your
       Multi-User calendar view, click OK.

Scheduling

The scheduling feature is used to schedule group appointments. Both people and resources
(meeting rooms, equipment, etc.) can be scheduled. A Busy Search feature is provided to insure
that all recipients are available for the appointment. An Auto-Date feature allows you to
schedule recurring appointments such as weekly staff meetings.

Scheduling an Appointment

1.     Click the Schedule New Appointment button on the Main toolbar.
2.     Type the names of people invited to the appointment in the To box (notice that your
       name is automatically entered in the To box. If you are not attending the appointment,
       you can right-click your name and select Delete from the menu). You can also use the
       the Address Selector to select people.
3.     Press the Tab key on the keyboard after entering all
       names to move to the Place box. Enter a place for the
       appointment then press Tab again to continue entering
       information.
4.     Enter the date, time, and duration of the appointment.
5.     Click the Busy Search? button on the toolbar to search
       for a time that people are available.
6.     You can use your mouse to select a block of time or
       you can let GroupWise choose your block of time by
       clicking the Auto-Select button.
7.     Click OK to return to the Appointment window.
8.     Enter a subject and type a short message if you wish then click Send to deliver the
       appointment to everyone.
9.     Each person will receive an appointment mail item. A tentative appointment will also
       appear on everyone’s calendar. Tentative appointments will appear in italics. Once they
       are accepted, the italics will automatically go away.
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Accepting/Declining Appointments

1.     When you receive an appointment message, it can be accepted or declined from the
       Calendar or the Mailbox.
2.     Double-click the appointment you have received.
3.     Click Accept to make the appointment permanent on your calendar or click Decline to
       delete the tentative appointment from your calendar.

Tip: You can decline an appointment that you have already accepted by opening the calendar,
right-clicking on the appointment and selecting Decline.

Using Auto-Date

1.     Click the Schedule New Appointment button on the Main toolbar.
2.     Enter people invited to appointment in the To box.
3.     Click the calendar icon located to the right of the Start date box.
4.     Click Select Recurring....
5.     In the Auto-Date window, make sure the Dates tab is selected.
6.     Click each date for the appointment then click OK.
7.     Finish entering information about the appointment and click Send.


Using GroupWise Notify

GroupWise includes a program that will let you know when you receive a new message item or
when you have an appointment. The program is called GroupWise Notify. It can be found in
the Novell GroupWise folder located in your Programs list. There are two options for running
Notify automatically:

1.     Place Notify in the Windows Startup folder to have it start each time you start Windows.
       To use this option, right-click on the Notify program icon and drag a copy of it into the
       Startup folder.
2.     Have Notify start when GroupWise starts. To use this option, follow the steps below:
       a.     Click Tools, Options.
       b.     Double-click Environment.
       c.     On the General tab, place a check in “Launch Notify at startup.”


Using the Proxy Feature

The Proxy feature allows you to manage another user’s Mailbox and Calendar. Proxy lets you
view another’s calendar or create appointments for another user and more within restrictions that
the user sets.
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Two steps must be completed before you can act as someone’s proxy. First, the person for whom
you plan to act as proxy must grant you rights in their Access List. Second, you must add that
user’s name to your Proxy List so you can access his or her Mailbox or Calendar.

Granting Access to your Account

1.     Click Tools, Options.
2.     Double-click Security.
3.     Click Proxy.
4.     Choose the user(s) you want to give access to. You can type
       users in the Name box or select people using the Address Book
       button. When you type a name, you must click the Add User
       button to add it to your Access List.
5.     After all names are in the access list, highlight them and set the
       access rights by clicking the appropriate check boxes.
6.     Click OK when you're finished.

Proxying to Another User

1.     In the GroupWise Main Window, click the Proxy icon above
       the Folder List and choose Proxy... from the menu. After you
       proxy to a person one time, his or her name will appear in the
       Proxy menu.
2.     Select the person you want to proxy to by typing the name or
       using the Address Book.
3.     Click OK.
4.     When finished, click on the Proxy icon again and select your
       own name from the menu to return to your mailbox.


Creating and Saving Filters

Filters can help you locate items in your mailbox quickly without scrolling through a long list of
mail messages. Use the steps below to create a custom filter:

1.     In the GroupWise Main Window, click the Filter icon in the upper right portion of the
       window above the Item List. Filters will isolate specified information from the selected
       view. You can filter messages from any folder view. For example, you can filter
       messages from a list of received items, a list of sent items, or a list of items stored in any
       folder.
2.     Select Filter from the pop-up menu.
3.     In the Filter window, enter the criteria you want to search on to create the filter. You can
       create a simple filter or an advanced filter. Following are some examples of both types of
       filters.
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       Sample filter #1 (simple):
       a.    Type a name in the From: box or select a name
             using the Address Book button to filter all messages
             from a particular person.
       b.    If you want to save this filter to use again, click the
             Save button and type a name for your filter in the
             Save As: box.
       c.    Notice "Put on menu" is checked by default. You
             can uncheck it if you do not want the filter to appear
             in your Filter pop-up menu.
       d.    Click OK to save the filter then click OK again to activate the filter.
             (NOTE: when a filter is activated, the icon will appear in color, otherwise it will
             appear gray).
       e.    To clear the filter, click the Filter button then select Clear Filter from the pop-up
             menu.
       f.    To use a saved filter, click the Filter button then select the filter’s name from the
             pop-up menu or click More..., select the filter’s name then click OK.

       Sample filter #2 (simple):
       a.    Enter one or more words in the Subject: box to filter items containing specified
             word(s) in the subject line.
       b.    Click OK to activate the filter.

       Sample filter #3 (advanced):
       a.    Select the Sent Items folder. Click the Advanced Filter... button. To find all
             appointments in the Sent Items folder, select Item Type from the first drop-down
             list, select = (equal to) from the first pop-up menu, and select Appointment from
             the second drop-down list. The last pop-up menu should say End. Click OK.
       b.    If you want to save this filter, click the Save button and type a name for your filter
             in the Save As: box then click OK.
       c.    Click OK again to run the filter and display the results in the mailbox.
       d.    After running a filter, remember the Filter icon changes color. Be sure to clear the
             filter when you want to see all items displayed again.


Using the Find Feature

GroupWise Find is a feature you can use to help you locate items matching a criteria that you
specify. Follow the steps below to use Find:

1.     Click the Find in GroupWise button on the Mail toolbar.
2.     Click the drop-down list then select Full Text or Subject.
3.     Type what you are looking for in the text box.
4.     Make selections under “Item Type” and “Item Source” if desired then click OK.
5.     To search for a name, click the drop-down list then select From/Author or To/CC.
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6.     Type the name you want to find in the text box.
7.     Make selections under “Item Type” and “Item
       Source” if desired then click OK.
8.     To search for a range of dates, check the “Created
       or delivered between” box.
9.     Type or select the desired dates.
10.    Make selections under “Item Type” and “Item
       Source” if desired then click OK.
11.    If you want to save your Find results, click File,
       Save As Folder then type a name for the folder
       and click Finish.




Creating Rules

Rules can help you organize, automate, and manage your mailbox even while you are away. A
rule instructs GroupWise to perform an action based on a set of conditions. When a mail item
meets the defined conditions, GroupWise follows with the specified action such as filing a mail
item in a folder or automatically deleting it. General instructions for creating a rule are listed
below:

1.     Click Tools, Rules, New.
2.     Type a name in the Rule name text box.
3.     Under "When event is" select your criteria.
4.     If you want to further restrict the items affected by your rule, click Define Conditions,
       select desired options then click OK.
5.     Click Add Action then select the action you want the rule to perform. Some actions such
       as Reply require you to fill in additional information.
6.     Click Save.
7.     A rule is enabled when it is checked. You can turn off a rule by clicking in its check box
       to remove the checkmark.
8.     Click the Close button to exit the Rules window.

Below are instructions for creating some sample rules that you may find useful.

Sample rule #1: Files AU Daily messages in a folder:

1.     Create a folder in your cabinet named AU Daily.
2.     Click Tools, Rules, New.
3.     In the Rule name text box, type AU Daily.
4.     Under "When event is," check Received.
5.     Click Define Conditions button.
6.     In the first drop-down list box, select From.
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7.    Select [] (Contains) from the first pop-up menu.
8.    In the next box, type audaily.
9.    The last pop-up menu should say End. Click OK.
10.   Click the Add Action button and choose Move to Folder...
11.   Click the AU Daily folder then click Move.
12.   Click Save to save your new rule in the list. GroupWise will place the rule at the bottom
      of your list and it will automatically enable it.

Sample rule #2: Sends messages marked SPAM to the Junk Mail folder:

1.    Click Tools, Rules, New.
2.    In the Rule name text box, type Spam to Junk Mail.
3.    Under "When event is," check Received.
4.    Click Define Conditions button.
5.    In the first drop-down list box, select Subject.
6.    Select [] (Contains) from the first pop-up menu.
7.    In the next box, type SPAM.
8.    The last pop-up menu should say End. Click OK.
9.    Click the Add Action button and choose Move to Folder...
10.   Click the Junk Mail folder then click Move.
11.   Click Save to save your new rule in the list. GroupWise will place the rule at the bottom
      of your list and it will automatically enable it.

Sample rule #3: Sends an automatic reply:

1.    Click Tools, Rules, New.
2.    In the Rule name text box, type Automatic Reply.
3.    Under "When event is," check Received.
4.    Click Define Conditions button.
5.    As you define conditions for this particular rule, you have the option to specify who will
      receive the automatic reply or who won’t receive the automatic reply.

      Here’s a fictitious example of specifying who will receive the automatic reply:
      a.     In the first drop-down list box, select From.
      b.     Select [] (Contains) from the first pop-up menu.
      c.     In the next box, type John Doe.
      d.     The last pop-up menu should say End. Click OK.

      Here’s a fictitious example of specifying who won’t receive the automatic reply:
      a.     In the first drop-down list box, select From.
      b.     Select [] (Contains) from the first pop-up menu.
      c.     In the next box, type !janedoe@land-mark.org.
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       d.     Choose Or from the last pop-up menu. Click OK.




       e.     In the first drop-down list box, select To.
       f.     Select [] (Contains) from the first pop-up menu.
       g.     In the next box, type !au-cspg@auburn.edu.
       h.     The last pop-up menu should say End. Click OK

6.     Click the Add Action button and choose Reply...
7.     In the first Reply window, check “Include message received from sender” then click OK.
8.     In the second Reply window, enter a subject then a message and click OK.
9.     Click Save to save your new rule.

Installing GroupWise Add-Ons

There are some GroupWise add-on utilities available on the web at
http://www.auburn.edu/oit/account_info/groupwise/ht_addons.php. You can follow the steps
below to install one of these add-ons:

1.     Click the link for the utility that you want to install. (Note: GroupWise Vacation Rule and
       Capture Sender’s Address are examples of commonly installed add-ons).
2.     When the File Download window appears, click Save to save the
       zip file to your machine’s hard drive. Pay attention to where the
       file is being saved so you can find it.
3.     Locate the zip file you just saved and double-click it. The file
       should automatically unzip to reveal installation files in a new
       window.
4.     Double-click Setup.exe then click Run to start the utility installation.


Using the GroupWise Web Client

You can check GroupWise mail via the web from any computer with Internet access.
GroupWise on the web is also called TigerMail. The web address for it is
http://tigermail.auburn.edu or you can start at the Auburn University Home Page, click
Employees link, then click TigerMail/GroupWise Web.
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Setting More GroupWise Options

To customize various default actions within GroupWise, follow the steps below:
1.     Click Tools, Options and double-click Environment.
2.     Select the Default Actions tab then choose the defaults that you prefer.
3.     Select the Appearance tab then choose the options that you want to appear as you work
       with various GroupWise features.
4.     Click OK to save your selections.

								
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