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. GroupWise Page 2 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. GroupWise Page 3 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. GroupWise Page 4 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. GroupWise Page 5 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. GroupWise Page 6 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. GroupWise Page 7 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. GroupWise Page 8 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 !email@example.com. GroupWise Page 9 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 !firstname.lastname@example.org. 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. GroupWise Page 10 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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