Introduction to the GroupWise Email and Calendar Program

Main Window: the GroupWise Main Window displays the Toolbar(s), Folder List box and Item List box. Folder List box: the left panel of the main window displays the following eight folders: 1. Mailbox (Inbox) Contains incoming messages. 2. Sent Items Stores copies of messages you send. 3. Calendar Contains a personal Calendar, for storing information about Appointments, Notes, and Tasks. 4. Documents Contains references to documents you have created or opened 5. Task List A list of your tasks. 6. Work in Progress Keeps drafts of unsent messages until you are ready to send them. 7. Cabinet Stores messages you wish to keep on the server 8. Trash Contains items you delete.

Item List box: the right panel in the main window displays the Item List box (Inbox). Mail messages, appointments, notes, etc. are listed in the Item List box, all of which are organized in columns named From, Subject, and Date. Each column is sortable when you click on the column name.

Toolbar: the Toolbar at the top of the Main Window contains buttons used to perform common GroupWise Tasks. When you point to one of the buttons, a ToolTip appears to show the name of the button.

Getting Started with GroupWise Email

To Create A New Message: 1. Verify that the Mailbox is selected (the Mailbox icon in the Folder List box). 2. Click the Create New Mail Button (the button with an opened envelope and a message icon) OR press Ctrl‐M. Either step will open the Mail To: dialog box which contains four sections: From, To, Subject, and Message. The Mail To: dialog box also displays 4 action buttons on the right side: Send, Cancel, Address, and Attach. 3. Type the name of the recipient of your message in the To: field, OR use the address book by clicking the Address button located on the right of the dialog box (open book icon) and choosing the name of the addressee. 4. Type a subject for your message in the Subject box. 5. Click the Send button on the right. You can address your message to several users by pressing the Enter key between entries. You may also Carbon or Blind Copy your message to someone else by entering the user name in either the CC: or BC: boxes.

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To Attach A File To A Message: 1. After typing your message, click on the Attach button (the button with a paperclip). 2. Select the location of the file you want to attach. 3. Click OK. 4. Click the Send button.

To Read Incoming Messages: new mail messages in your Mailbox are indicated by an unopened envelope in the first column of the Item List Box (the right panel on your screen) and are displayed in boldface.

1. To read a new message, double‐click on the message to open it.

By default, GroupWise will automatically check for incoming mail at a set interval and display it in your Mailbox. You may also check for new mail and update (or refresh) your Mailbox by either choosing View, Refresh from the menu bar or by hitting F5.

To Reply To A Message: 1. Open the message you will be replying to by double‐clicking on the message. 2. Click on the Reply button (the button with two envelopes and two opposing arrows). 3. Click OK. 4. Type in your reply. 5. Click on the Send button. 6. Close the message by either clicking Close, or pressing the Esc Key (on your keyboard).

To Delete Messages: 1. To delete a message, drag it to the Trash folder, or select the message and press the Delete key. 2. To empty the trash, right‐click the Trash folder and choose Empty Trash.

To Archive Messages: archiving enables you to store items in a location other than your Mailbox (which is on a GroupWise server). By archiving, you help conserve network space and increase security without having to delete important messages.

Before you can archive items, you must first indicate the location where you want the files stored.

The first six steps will be done only the initial time you archive. Afterwards, just do step 7. 1. From the Menu Bar at the top, choose Tools, then Options. 2. Double‐click on the Environment icon. 3. Select the File Location tab. 4. Choose a folder on your hard drive where you want to save your messages.

GroupWise Page 2 of 12 5. Click OK. 6. Click Close. 7. In the Items List panel, right‐click in the Subject column of the item you want to archive and choose Archive.

To Open And Read An Archived Item: 1. From the Menu bar choose File, then Open Archive. 2. Double‐click on the archived message you want to open.

Creating and Sharing Folders: In GroupWise you can create folders to organize and store your messages. You can create a personal folder as well as a shared to share items with other users. You can create your folders at the same level as your default GroupWise folders or in the Cabinet.

To Create a Folder: 1. Select a location for the folder (for example, if you want your folder located directly below your user folder, select your user folder) 2. Click on File, New, Folder OR right‐click and select New Folder. 3. To create a personal folder that only you can access, make sure Personal Folder is selected and click on Next. 4. Type the name and a description for the new folder. 5. Click Up, Down, Right, or Left to position the folder where you want it in the Folder List and click on Next. 6. Click on Finish. 7. To create a shared folder that others can have access to, in step 3 make sure Shared Folder is selected and click on Next. 8. Type the name and a description for the new folder. 9. Click Up, Down, Right, or Left to position the folder where you want it in the Folder List and click on Next. 10. In the Name box that appears, start typing the name of the user you want to share this folder with. 11. Click on Add User.

You can also use the Address Book by clicking on the Book Icon right next to the name box. When the Address Book opens simply double‐click on the name of the user(s) you want to share with and click OK.

12. Select the access options you want for the user(s). 13. Click on Finish.

Spam and junk email: 1. In the Inbox of your GroupWise client, right click on the email you want to block; 2. Move the cursor down to the option labeled "Junk Mail"; 3. Select "Block sender" from the small window that appears; 4. Then select radio button for either "Block e‐mail from this address" or "block any e‐mail from this internet domain"; 5. Click the "Okay" button

You also have the option of sending the email to a special folder labeled "Junk Mail.” You also have the option of using the "Junk Mail Handling" option to add or remove sender addresses directly.

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To Create Mailing Lists

If you often send email messages to the same group of people, you can create a personal mailing list (or group) to facilitate addressing the mail messages. Only you will have access to personal mail groups that you create.

Creating a Mailing List: 1. Start in the Mailbox window. 2. Click on the Address Book icon in the menu bar at the top of the window (book in front of globe). 3. Choose the Novell GroupWise Address Book tab. 4. Click on New/Group 5. Insert the name of your group. 6. Click on the Add button and select names to add to your new mail list group. 7. Click OK to save the group and return to the Address Book dialog box. 8. Close the Address Book

Sending Messages to Groups:

1. Open a new mail message. 2. Type the name of the group in the To: text box. If you need assistance remembering the name of the group, select the Address button to open the Address Book; select your user ID tab; double‐ click the name of the mailing group; click OK. 3. Create the message and send as usual.

Creating Rules You can add rules to automatically reply to, forward or file your email.

Select Tools/Rules from the Menu Bar to open the Rules dialog.

Select New to create a new rule, or select an existing rule to edit.

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For summer Friday rule do the following: 1. Name your rule: Friday 2. Click on Define Conditions button 3. Select Delivered in the first drop down box 4. Select = in the next drop down box 5. Click on the calendar icon and select the first Friday of the summer 6. Select Or in the last drop down box on this row Repeat steps 2‐5 until the last Friday. On the last Friday, repeat the above four steps and for the last drop down box, select And. 7. Select Reply from the Add Action drop down, then add your reply message 8. Click Save 9. Ensure that you have the checkbox next to your new Rule selected to turn the rule on.

GroupWise Page 5 of 12 You would take similar steps to create vacation and holiday rules to handle your email.

Calendar basics: GroupWise enables you to work with monthly calendars, appointments, notes, and tasks.

To access the calendar: 1. In the Folder List box, select Calendar. To view the calendar in a separate window, click on Window on the menu bar, then click on Calendar. (You can view the Calendar in various formats, including week, month, and year by clicking on the different tabs.)

To make a Posted Appointment entry in the Calendar: 1. Click on the Calendar icon in the Folder List Panel. 2. Right‐click on the day (monthly view) or hour of the day (daily or weekly view) you want to make the entry. 3. Select New > Posted Appointment. 3. In the Posted Appointment dialog box, fill in the different fields and type in your message. 4. Click on the Post button.

To print a Calendar: 1. Either choose File, Print Calendar OR click on the Printer icon to open the Print Calendar dialog box. 2. Select the calendar type, size, and page layout. You can also choose a starting date and the number of days to be printer. 3. Click on Print.

Sharing Calendars by Proxy: You use Proxy to manage another user’s Mailbox and Calendar. Proxy lets you perform various actions, such as reading, accepting, and declining items on behalf of another user, within the restrictions the other user sets.

Two steps must be completed before you can act as someone’s proxy. First, the person for whom you will act as proxy must grant you rights in the Access List in Options. Second, you must add that user’s name to your Proxy List so you can access his/her Mailbox or Calendar.

Once these two steps are complete, you can open your Proxy List and click the name of the person you’re proxying for whenever you need to read or manage his/her Mailbox or Calendar.

To Add users to your Proxy List: 1. From the top menu bar, choose Tools, then Options. 2. Double‐click on the Security icon. 3. Select the Proxy Access tab. 4. Type in the name of the user to whom you are granting proxy rights OR select the name(s) from the address book. 5. In the Access Rights box, assign the rights you are granting to the Proxy by clicking on the appropriate check box. 6. Click on OK. 7. Click on Close.

To Remove users from your Proxy List: Follow the same procedure as “To Add users” in your Proxy List above, but highlight the name of the user you want to remove from your list and click on Remove User.

To Access a Proxy: 1. Click the Online drop down

GroupWise Page 6 of 12 2. Select the Proxy name you wish to access next to the icon with the head and shoulders of a person.

4. You should see the name of the person for whom you are acting as proxy on the main window title bar.

To return to your own Calendar or Mailbox: 1. Click on the Proxy button. 2. Select your own user name from the Proxy pop‐up list.

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Changing Passwords in GroupWise Select Tools from the Menu Bar. Select Options from the Tools Menu.

Double‐click the Security icon in the Options window.

The Security Options window opens to the Password tab. Enter your current password. The password will appear as asterisks in the Old Password field.

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After entering your old password, click the OK button. The New password and Confirm new password fields will become available. Type your new password into both fields, then click the OK button. Then close the Options window.

Customizing the Toolbar

Right‐click on the Toolbar and select Customize Toolbar.

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In the Toolbar Properties windows, select the Customize tab.

Each of the Categories (left column) will offer different icon options.

In the Categories list, clicking on each icon will display a description of the button function at the bottom of the window.

Once an icon has been selected, click on the Add Button at the bottom on the Categories list. This will add the icon to the icons on the task bar.

GroupWise Page 10 of 12 You can also drag and drop an icon to the Toolbar.

To remove a button, you can drag and drop the icon button from the Toolbar to the Toolbar Properties window.

Changing The View You can change the default view in the Groupwise window. Click on the QuickViewer icon.

The Main Window view will change to show the contents of the message at the top of the list. This allows you to read the message without double‐clicking and opening a separate window. To read other messages, single‐ click on the message or use the arrow keys on the keyboard to scroll down.

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Using Help in GroupWise

Click on Help in the Menu Bar. Select Help Topics.

The Contents tab offers several menu options. Double‐click on a book icon to expand the menu options.

The Index tab lists Help topics in alphabetical order.

Type in a subject that you need help with and a list of options will appear, if available.

If the subject you are searching for does not appear in the Index, click on the Find tab.

Type in your subject and a list of matching words should appear.

Double‐click on a matching word to narrow the topic list.

Double‐click on a topic, or highlight and click on the Display button.

This will open the Help file for the topic you searched for.

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