groupwise quick start guide

Getting Started GroupWise 7 is an integrated email, calendaring, and collaboration software package. Its robust combination of features allows you to organize your life. You can easily import files to your Documents folder for access anywhere. Main Toolbar The toolbar helps you navigate through the GroupWise system. You can customize the toolbar by right-clicking and selecting Customizing Toolbar. Click the Customize tab and then drag the desired buttons onto your toolbar. You can also drag buttons off the Toolbar to remove them when the Toolbar Properties window is open.

Keyboard shortcut (if any) in parentheses

Address Book Print Create New Mail Create New Task Change View (Control-M) (Control-Shift-T)

Properties Find Create New Appt Quick Viewer Open (Alt-Enter) (Control-F) (Control-Shift-A) (Control-Q) Calendar

Main Email View

Navigation Bar Use the navigation bar to click on the most frequently used folders. HSPH’s default folders Message list are: Home-Mailbox- Sortable list of messages Calendar-Sent Items- received in your mailbox Contacts. Right-click the or within a folder. navigation bar to add or remove folders. QuickViewer Allows you to read and Mailbox respond to emails all Your mailbox (aka your from within the main Inbox) is where you mailbox display window. receive mail. Attachment Window Folder List Shows you the file Allows access to folders, attachments contained mailboxes, and all in a message. GroupWise information. How to Create and Send Email

1. Click New Mail. 2. Enter the recipient’s email address in the To: field. Use a comma or semicolon between each recipient’s name or hit Enter after each email address. 3. Enter the subject of your message in the Subject: field. 4. Enter your message and click Send. 5. If prompted, add a signature. Attachments You may attach files to any item in GroupWise (mail, appointment, task, etc.) 1. Click Attach and locate the desired file by browsing the files and folders in the Attach File dialog box. 2. To attach the file, double-click the name or select the file name and click OK. 3. The dialog box will close and you will see the file attached to your item in the attachment window below your message.

GroupWise allows you to efficiently manage Organizing Your Email your Mailbox. The Categories feature allows you to attach a color to whatever item(s) you assign to a specific Category. For example, you can color- code an email message or a Calendar entry.* The Folders feature allows you to organize your email according to your own personal preferences. To create a new folder, follow these simple steps: 1. Right-click on the Cabinet and choose New Folder. 2. Click Next to make a Personal folder that only you will see (or select Shared Folder before clicking Next if you plan to make emails in that folder accessible to others). 3. Type in the name for the folder. 4. Click Finish and you will see your new folder in the Cabinet list.

* this feature is only available in Windows

www.hsph.harvard.edu/groupwise/ Email Features Address Book GroupWise contains a feature called Frequent Contacts that automatically saves the email addresses of anyone you send a message to. You can also customize it to save email addresses of anyone who sends to you. If you want to manually create an email address book entry, called a Contact, perform these simple steps:

Creating a single entry Creating a group 1. Click Address Book to open that program in its 1. Follow the first three steps of creating a single entry, own window. but this time select Group in the New Entry window 2. Look in the left-hand column and click once on during step 4. the book with your name on it. 2. Type in a name for your new list. 3. Click New. 3. Click Add in the New Group window to begin adding 4. Click OK because Contact will already be entries to your new list. selected. 4. You can create a group using addresses from either 5. Enter the Contact details in the appropriate the public “Novell GroupWise Address book” or from fields (be sure to click Add after entering the your own existing address books. Select the book you email address). The Display drop down box can want to pull from in the drop down list. NOTE: you be used to create an alias, or nickname, for a cannot add any individual to a Group list unless they contact. already exist as an individual entry in another book. 6. Click OK to save your new Contact. 5. Click OK to save the members. 6. Click OK again to save your new Group.

Signature 1. Select Tools > Options from the main menu or the main menu drop- down arrow. 2. Double-click the Environment icon and select the Signature tab. 3. Click New and enter the name of the signature (business signature, personal signature, etc.). 4. Create your Signature(s) and select the appropriate options (add the Signature automatically to every outgoing email, etc.). 5. Click OK.

Help Desk: 432-HELP or [email protected] (8am—6pm) Email FeatureFeaturess

Vacation Reply 1. Click Tools > Rules > New. 2. Type a name in the Rule Name box, such as “Vacation.” 3. Next to New Item, look at And Items Are:— select Received. Make sure no other item source is selected. Do not make any selections under Item Types. 4. Under Then Actions Are, click Add Action, then Reply. 5. The Reply dialog box is displayed, showing Reply to Sender selected (you cannot select Reply to All). If you want your reply to include the sender’s original message, select Include Message Received From Sender. Click OK. 6. Type a message, for example: I will be out of the office from September 3—September 10. If you need assistance during this time, please contact Martha Robbins at extension 1234. 7. Click OK. 8. Click Save. 9. Verify that the rule has a check mark next to it, indicating that it is enabled, and then click Close. Quota Management GroupWise offers powerful quota management features. You can see what files are taking up the most space with a few clicks. Cleaning up your mailbox has never been easier. 1. Click on quota percentage in the lower right corner of the screen 2. The Mailbox Storage Size Information* window will open and automatically list items in your Trash mailbox that have yet to be emptied, and it starts with the largest message right at the top! 3. This great feature allows you to easily scan your all your GroupWise information (Trash, Sent Items, etc.) to look for the items that are taking up the most space and either permanently delete them, or save them to your GroupWise archive.

* this feature is only available in Windows (but the web client on all platforms will show you Mailbox usage in percentage).

Basic and advanced self-paced training courses are offered online at www.hsph.harvard.edu/groupwise// Calendar The Calendar tab on the navigation bar allows you to access all of your GroupWise calendars. Here you can work with all of your Calendar information, such as scheduling personal appointments, group meetings, all day events, and more.

Click on the arrows to move forward or Click on these buttons to toggle between daily, backward a day, week, month or year weekly, monthly, or yearly views of the calendar. depending on the view that you are in.

Calendars days in bold have Click Today appointments, to return to tasks, or notes today from posted. any view Double-click on any item to open that item for Double-click on complete viewing any free space and/or editing. to post a new appointments, tasks, or notes Right-click on any item and select Delete to delete the item.

New Posted Appointment Recurring Appointments 1. Select New Posted Appointment from the Scheduling a series of appointments, notes, or tasks is very dropdown menu on the New Appointment easy and saves a great amount of time. You can place your button in the main toolbar. weekly staff meeting for the next year on your calendar with 2. Enter the location. a single entry! 3. Enter the start date, time, and duration. 1. Click and select either New Posted Appointment or 4. Enter the subject line. New Posted Task. 5. Enter any additional information that you’d 2. Click Set Date at the right of the Start Date field (the like in the body of the appointment and button has a Calendar icon on it). attach any files. 3. Click Select Recurring at the bottom of the window. 6. Click Post. 4. Click the Example tab and create your recurring item. 5. Click OK to accept the schedule dates. 6. Add the appointment/task details and click Post. New Meeting 1. Select Meeting from the dropdown menu on the New Appointment button in the main toolbar. 2. Enter the names of the people that you’d like to invite to attend the meeting. Your name will be listed by default as an attendee. 3. Enter the location. 4. Enter the start date, time, and duration. 5. Enter the subject line. 6. Enter any additional information that you’d like to convey to the invitees in the body of the email and attach any files. 7. Click Send. 8. The meeting will appear in italics in your calendar indicating a tentative appointment. 9. Each invitee will receive a meeting request that they can either Accept or Decline (with options). You will receive notification of their action and can confirm/accept the meeting after all responses have been received.