information-technology

GroupWise Tips

New in Groupwise 7 PDF (opens in another window)

A note on Frequent Contacts - issues with old/invalid addresses

Groupwise Use and Tips

The GroupWise screen is divided into 3 panels in “normal” view, with Quick View enabled two more are added.

  1. Title Bar – (Novell GroupWise) followed by the folder you are in
  2. Menu bar – This is the bar that lets you access most of the GroupWise functions
  3. Main Tool Bar – This is basically a shortcut bar to some of the functions in the Tool Bar
  4. Folder List – Contains the basic GroupWise folders and any that you create yourself (in the cabinet)
  5. Item List – This shows the contents of the folder currently selected in the Folder List. New and unread messages show us as unopened envelopes.
  6. Attachment Window – From here you can click on any attachment to view it or open it.
  7. Quick View Window – Your message appears in this window. This window can be sized by dragging the borders.

Tabbed Item Views

  1. Item views have tabs where you can make selections and specify additional information about that item.
  2. In items you are composing, the Send Options tab lets you select the send options that apply to that item. For example, the Mail item view includes options for Priority, Delayed Delivery, Security, Status Tracking, and so forth.
  3. In items you have received and sent, the Properties tab shows who else received the item, the size and creation date of attached files, and more. The Personalize tab gives you the options of adding a personal subject and assigning a category to the item.

Changing the way the screen looks

You can change what information is shown in the Item List Window and in what order it is displayed.

  1. You can change the width of the columns by putting your cursor on the line between each column until it turns to a cross. Click with the left mouse button and drag to the size you want or double click with the left button to size the column to contents.
  2. To change what columns are displayed right click on any of the column headings. You will see a list of columns currently displayed. To see a list of what is available, click on More Columns. This opens a new window. On the left side are all the columns available and on the right the ones currently displayed. Highlight the one you want to add and click the add button. When done, click OK.
  3. You can remove columns by clicking on them and just dragging them off the screen or to a different location on the bar
  4. You can sort on any of the columns that you have in your view. The default is to sort by date, oldest on top. You can change the order of the sort by right clicking on the column heading and choosing ascending or descending.
  5. You can change which column is sorted by right clicking on the column you want to sort by and choose ascending or descending.

Turning On QuickViewer

  1. Click on View, QuickViewer
  2. Click on View, QuickView (in the second section), Click on Attachment window.

With QuickView enabled the text of the message appears in the lower half of your screen. Just click once on the message you want to read. You can change the split proportion of the screen by dragging the dividing bar up or down. To view an attachment, just click once on the attachment icon in the bottom band. If you would like to open the attachment in the program it was created in, just right click on the attachment icon and choose open.

 

Reading your E-mail without QuickViewer

  1. Make sure that Mailbox is selected in your Folder List window.
  2. Highlight the message you want to read and double-click it.
  3. To print the message choose File, Print from the Menu Bar or click the Print button from the Menu Bar.
  4. If you have an attachment to read, double click on the attachment icon at the bottom of the message.

My Subject

You can add a personal subject to items in your item list. This subject displays in the item list and in the Calendar. When you open the item, you can see the original subject. Open the message and click on the Personalize Tab. Type in the subject as you would like it to appear.

Categories

You can assign a category to any item, including contacts. Categories provide you with a way to organize your items. You create and add categories and assign identifying category colors. The colors display in the item list and in the Calendar.

You can assign more than one category to an item, and specify which category is the primary one. The color of the primary category will be used to identify the item.

Four default categories (Follow-Up, Low Priority, Personal, and Urgent) are available for you to immediately assign to items. You can modify and delete them if you choose, as well as continue to create new categories.

You can filter on categories by using the Show menu next to the new Filter icon. You can add a Category column heading and sort your item list by category.

Adding a category can be done when you send a message or when in your own mailbox.

The Checklist Folder

Any folder can be displayed as a checklist. You can move any items (mail messages, phone messages, reminder notes, tasks, or appointments) to this folder and arrange them in the order you want. Each item is marked with a check box so that you can check off items as you complete them. You also have the option of adding a due date to each item.

After you have moved an item to the Checklist folder, you can open it, click the Checklist tab, and assign it a due date. You can also mark it Completed and set its position in the list from the Checklist tab.

If you want another folder to work the way the Checklist folder does, right-click the folder > click Properties > click the Display tab > select Checklist from the Setting Name drop-down list.

Junk Mail Filtering – Allows you to automatically filter incoming messages to this folder.

  1. Enable the the Junk mail folder Actions>Junk Mail Handling
  2. Settings Tab Click “Enable Junk List” Mail handled by this feature will be sorted into the Junk Mail folder.
  3. You can also activate the Block List. Mail sorted to this folder will never reach your mailbox.
  4. When you receive a “junk” message, right click on the message, Choose Junk Mail. Click on “Junk Sender” Choose how “deep” you want to block this. Do you want to block this address only or all mail from the domain? (hotmail.edu, msn.edu). Be careful about blocking an entire domain. Sometimes it is exactly what you want to do, but probably not if you are looking at things like hotmail, msn, excite etc

Viewing HTML formatted e-mail

  1. Many e-mail programs now send e-mail in HTML format. You can set GroupWise to show these messages in html.
  2. Click on Tools, Options, Environment, Views
  3. Click on HTML under Default Read View
  4. Click OK

Changing an e-mail message to an appointment

  1. Highlight the message and click on Edit, then Change To.
  2. Fill in the Date and time and you are set.

Sending E-Mail

  1. Click on the New Mail button 
  2. This opens a blank message
  3. Enter the recipient's name (if they are on GroupWise) or their e-mail address. Type your message
  4. If you would like to attach a file:
    1. Click on the attach button.
    2. Browse out to where you have the file saved. Click on the file to attach.
    3. Click on Ok
    4. The files you want to attach should appear in the Attach window at the bottom of the message.
    5. Click on Send

 

Send Options There are a number of options available for sending individual messages.

  1. Send as a High Priority Message
    1. In the message window click on the Send Options tab.
    2. Click on High Priority. This message will appear in recipient mailboxes with a red envelope.
    3. Click back to the Mail tab and send message
  2. Delay sending for a period of time
    1. In the message window click on the Send Options tab
    2. Click on Delay Delivery
    3. Choose the date and time you would like the message delivered.
    4. Click Ok
    5. Click back to the Mail tab and send message
  3. Expire the message if it is not opened
    1. In the message window click on the Send Options tab
    2. Enter the number of days you would like the message to remain in the mailbox before it expires.
    3. Click Ok
    4. Click back to the Mail tab and send message

Routing slip

Messages can be sent to recipients in a set order and then “held” by the recipient until they send it on to the next one. This can be useful for routing tasks where tasks need to be completed in a certain order. The message will go to recipients in the order listed. It will stay with each one until they mark it as completed. It will then be delivered to the next person on the list. This feature is turned on by clicking the Routing Slip box in the address book. This option is available when you click the Address Book button on a new mail message.

To Save a message as a text document

  1. Open the message you want to save
  2. Click on File, Save as
  3. Make sure you have your default save area set. (This can be done in Tools<Options<Environment<File Location< Save, check out.
  4. Check the file name
  5. Click on Save
  6. You can now open the message by browsing to the saved location and double clicking.

Retracting a message

Once a message has been sent you can retract it, BUT this only works for recipients with GroupWise addresses. Here's how.

  1. Click on Display - Sent Items
  2. Locate the message you want to retract. You might want to see if it has already been opened.
  3. Highlight the message and click the delete key on your keyboard
  4. A box will pop up asking you what mailbox you want to delete it from. Choose Recipient's Mailbox .

Deleting Messages

  1. Messages can be deleted after they are read by clicking on the Delete button on the message. OR
  2. You can click the message and drag it to the Trash in the Folder List. OR
  3. You can click on the message and press the delete key on your keyboard. OR
  4. If you are using Quick View just click on the Trash Can in the Quick View Tool bar OR
  5. If you have a number of messages to delete.
    1. Consecutive messages: Hold down the shift key, single click on the top message you want to delete. While still holding down the shift key, click on the bottom message you want to delete. All messages in between should now be highlighted. Press the delete key on your keyboard.
    2. Scattered messages: Use the same process, but this time hold down the control key and click on any message you want to delete. Then when all to delete are highlighted, press the delete key.

Creating Folders

  1. Right Click on the Cabinet icon in your Folder List.
  2. Choose New Folder
  3. Type the name for your folder, choose Next, then Finish

Sharing folders

You can set up a folder in your GroupWise folder list that you share with other GroupWise users. They can then read and respond to messages in that folder. To create a shared folder

  1. Create a folder using the above instructions or use an existing folder.
  2. During the set up process for a new folder you will be asked if this is a personal or a shared folder. Click on Shared
  3. Click Next
  4. Give the folder a name
  5. Click Next
  6. Enter the name of those you want to share the folder with. The default setting will let them add to the folder. If you want them to modify or delete from the folder you need to highlight each name and add those permissions in the box below.
  7. Click Next and then Finish
  8. A new window will open. This is a message that will be sent to those listed above. It tells them that you have shared a folder with them. You can add any text you like.
  9. The recipient will need to Accept the shared folder when the message comes. It will then show in their folder list with a hand underneath the folder to signify it is shared.

 

Archiving your Mail

Your GroupWise mail and calendar items are stored on Augie's network, but not indefinitely. Messages in your Inbox (including your cabinet folder) are purged when they are 6 months old. Item in your Sent Item folder are purged when they are 3 months old and the Trash is purged after 7 days. If you want to save messages longer than this, you need to archive them.

 

To Archive your Mail and Calendar Items

  1. Set up a folder on your hard drive to store archived mail. I suggest creating a folder in your “My Files” or “My Documents” folder called gwarchive
  2. In GroupWise, click on Tools, Options, Environment. Then choose File Location . Click on the folder at the end of the Archive Directory line to browse out and locate the gwarchive folder you created. Click on OK
  3. Now choose the Cleanup Tab
  4. Under Mail and Phone, click on Auto Archive after… Enter in a number in the days box. Make sure it is less than 180. This means that any mail older than the number of days you put in will be automatically archived – you don't have to do anything else
  5. Do the same for Appointments, if you would like them archived. You can also set your Trash to automatically empty quicker than 7 days if you choose.

Reading Archived Mail

  1. Click on File , Open Archive . Your window will change. The bar above the left pane will now say Archive instead of Online and the top GroupWise bar will say (Archive) - Novell GroupWise – Mailbox.
  2. Any folders that you created in your regular GroupWise Cabinet will be automatically mirrored in your archive as files are archived.
  3. Files in your archive can be printed, but not forwarded or replied to. If you need to do that, right click on the message and choose archive. This will put it back in your regular Inbox, but remember – you have auto archiving turned on, the message will be archived the next time you exit GroupWise.
  4. To get back to your regular mailbox, Click on File, Open Archive . Now you are back to your regular account.

Proxy Access

Proxy Access lets you authorize others to read and write to your Calendar, Task List, Notes, or E-mail. You can give access to all of those features or just one of them. You can give read access and not write access. The default is to give no one access to anything. Here are the steps to authorize a proxy.

  1. Click on Tools, Options, Security . Then click the Proxy Access tab
  2. Type in the name of the person you want to authorize. Then Click the Add User button.
  3. The name will drop down into the window below. Click on it there. In the bottom section click on the rights you want the person to have.
  4. When finished click OK
  5. If you want to remove someone from the proxy list, repeat step 1. In the Access List box, highlight the user you want to remove and click on Remove User.

Using Notify

Notify is an optional function that you can turn on to alert you of new e-mail or appointments. It does this in several ways. It will put a globe on lower right corner of your windows task bar. When you have a message that you have not yet read (or cleared through notify) it will show an envelope over the globe. Notify also opens a window that shows you the sender and subject of the message. You may also choose to have your computer notify you with a sound.

Turn Notify on by clicking on Tools, Options, Environment . Put a checkmark (click on) in the box that says “Launch Notify at Start up”. This will start Notify each time you start your computer.

To configure options in Notify, right-click on the Globe (right lower corner of your screen) and choose Options

General Tab

  1. In the settings window, you can choose how often Notify will check for mail
    1. how long the Notify dialog box will display and
    2. which folders it will check.
  2. Notify Tab – If you want Notify to play a sound this is where that setting is made or e-mail
  3. Alarms Tab – This is where the sound settings for Appointments are made.

Find and Filter

To create a new filter

  1. Click a folder (such as Mailbox, Trash, or a folder you have created). Filters affect all folders. But you must click into each folder to see the results.
  2. On the upper right side of the screen, double click on the double circle icon.
  3. Fill in the fields you want to filter. From a certain person, subject line, word or phrase in the message.
  4. You can leave all but one of the fields empty
  5. Click OK

Find

  1. Click on Tools, Find
  2. Choose Full Text or Subject
  3. Choose From or To
  4. Choose item type/s that you are looking for – can be left blank
  5. Choose Item Source – Can be left blank
  6. Select date range if you like
  7. Click OK
  8. This will open a window with results from all of your folders

Rules

To create a rule

  1. Click Tools >Rules > New.
  2. Give the rule a name in the Rule Name box.
  3. Click the When Event Is pop-up list > click an event to trigger the rule.
  4. If you clicked New Item, Startup, Exit, or User Activated, click one or more sources for the item. For example, click Received and Posted.
  5. Click one or more types of items you want the rule to act on in the Item Types list.
  6. If you want to further limit the items affected by the rule, click Define Conditions > click the appropriate conditions > OK.
  7. Click Add Action > click the action you want the rule to perform. Some actions such as Send Mail and Reply require you to fill in additional information.
  8. Click Save.

Vacation message

A vacation message is a rule. Use them carefully.

  1. Click Tools , Rules , New . Type a name for the rule, something like "Vacation Rule."
  2. Make sure that under When Event Is , New Item is selected, and Received is selected.
  3. Under Item Types , select the item types you care about. If you don't want your auto-reply to go out to appointment setters, don't select appointments.
  4. Click Define Conditions .
  5. In the first pop-up menu, click All Fields , then find and click Delivered.
  6. In the next pop-up menu, select On or After Date , then in the next box, replace the date that appears (probably today's date, which is just GroupWise trying to be helpful) with the date you're leaving for Fiji.
  7. In the last pop-up menu, click And to start another row.
  8. This row will be a lot like the first one, but will define the end of your vacation. In the first pop-up menu, click Delivered , which should now exist in the pop-up without having to go find it.
  9. In the next pop-up, click On or Before Date , then in then next box, replace the date with the day you're returning from Fiji . You can change these dates any time to re-use the rule.
  10. In the last pop-up menu of the second row, click And to start yet another row.
  11. In the new row (the third row), click To in the first pop-up menu, leave Contains in the second, then type your e-mail address in the next box. This ensures that only e-mail sent directly to you, unlike e-mail sent to you by way of list servers and whatnot, will be affected by the rule. And now, in the last pop-up menu, once again, click And to start one last row.
  12. In the first pop-up menu, click From , click Does Not Contain in the second menu, and in the third box, again, type your e-mail address. This ensures that you won't get caught in some insane loop with yourself. Leave End in the last pop-up menu of this last row.
  13. Go down to Then Actions Are , and click Add Action , Reply . Make sure Reply to Sender is selected, then click OK .
  14. Type your "I'm in Fiji and you're not" message, then click OK .
  15. Click Save , then Close . That's it, you're done.

Here's the cool part. This rule works only during the dates specified in the rule itself. Activate it, then forget about it until you go on vacation again. When you're ready, type new dates in the conditions rows, and in the auto-reply, instead of Fiji , type Rio .

Other things I use

•  You can close an envelope in your inbox by right clicking on the envelope and choosing Read Later. I use this to remind myself of message I still need to work with

•  Save a message to complete later by clicking on the Cancel button, then choose yes when asked if you want to save the message. The message is then stored in your Work In Progress folder in your folder list. You can open that message and continue working on it by clicking on the Work in progress folder and double clicking the message.

Frequent Contacts Address Book and old/incorrect addresses

GroupWise keeps an address book called Frequent Contacts. Normally this address book is very helpful in auto-completing addresses.
However, old addresses in Frequent Contacts can cause issues, and can be used in auto-compete when typing an address.
You should delete old addresses from the Frequent Contacts addres book (or simply delete all contacts in that book now and then).

  • Click on Address Book in the GroupWise client or online access.
  • Select the Frequent Contacts address book.
  • Find the "old" address and delete it --- or select the top item, scroll to the bottom and Shift-Select the bottom item (selecting all), and hit delete.

You can also remove Frequent Contacts from your address book auto-fill by selecting Name Completion Position in the address book and removing Frequent Contacts from the search order.