TRU

GroupWise 5.5: Client User’s Guide

Copyright

A Brief Tour of GroupWise      *

The Main Window        *

Toolbar            *

Folder List        *

Item List           *

QuickViewer    *

Logging into GroupWise           *

Logging into Your Mailbox       *

Working with Items in Your Mailbox     *

Sending and Receiving Items     *

Mail     *

Phone Message            *

Appointment     *

Task     *

Reminder Note *

Sending Mail Messages            *

CC (Carbon Copy)      *

BC (Blind Copy)          *

Signature          *

Spell-Checking Items You Send           *

Replace            *

Skip Once        *

Skip Always     *

Add     *

QuickCorrect   *

Suggest            *

Spell-Checking an Item *

Spell-Checking Items Automatically      *

Attaching Files  *

Attaching a File to an Item        *

Deleting an Attached File from an Item  *

Viewing Attached Files *

Opening Attached Files *

Managing Sent Items    *

Read    *

Resend *

Track the Status (Properties)    *

Retract *

Displaying Items You’ve Sent   *

Confirming Delivery of Items You’ve Sent         *

Managing Received Items         *

Reading Items You Receive      *

Reading Items in Your Mailbox *

Reading Items in the QuickViewer        *

Replying to Items You Receive *

Replying to an Item       *

Including the Message Text in a Reply   *

Forwarding Items to Other Users          *

Changing Item Types    *

Changing an Item in Your Mailbox to Another Type of Item      *

Scheduling Group and Posted Items      *

Scheduling Appointments, Tasks, and Reminder Notes  *

Scheduling a Group Appointment          *

Rescheduling an Appointment   *

Canceling an Appointment        *

Scheduling a Posted Appointment         *

Scheduling a Posted Appointment from the Calendar     *

Checking When Everyone Is Available  *

Accepting or Declining Scheduled Items            *

Scheduling Recurring Appointments      *

Scheduling Auto-Dates by Dates           *

Scheduling Auto-Dates by Example      *

Using Your Daily Calendar       *

Viewing Your Calendar            *

Calendar Folder           *

Calendar View *

Icons Appearing Next to Items in Your Calendar          *

Reading an Item in Your Calendar         *

Viewing the Schedules of Multiple Users           *

Printing Calendar Items *

Printing Your Schedule *

Setting Alarms for Calendar Items         *

Setting an Alarm           *

Managing Your Mailbox           *

Using the Folder List     *

Renaming Folders         *

Deleting Folders           *

Creating a Personal Folder        *

Moving an Item to Another Folder        *

Positioning a Folder      *

Creating a Personal Folder        *

Printing Items in Your Mailbox  *

Printing GroupWise Items         *

Printing an Attached File from GroupWise         *

Printing an Attached File from Another Application        *

Creating Rules  *

Giving Other People Access to Your Mailbox   *

Receiving Proxy Rights *

Granting Proxy Rights   *

Editing Your Access List           *

Managing Someone Else’s Mailbox or Calendar            *

Adding a User to Your Proxy Pop-up List        *

Deleting a User from Your Proxy Pop-up List   *

Marking an Item Private            *

Owning Resources        *

Accepting and Declining Resource Requests      *

Receiving Notification When a User Requests a Resource         *

Opening and Emptying the Trash           *

Opening Your Trash     *

Undeleting an Item in the Trash *

Emptying the Trash       *

Emptying Selected Items from the Trash            *

Emptying the Trash Automatically          *

Deleting Items from Your Mailbox        *

Deleting an Item from Your Mailbox     *

Using the Address Book           *

Using the Address Book: An Overview *

Searching for Users and Resources       *

Searching for User, Resource, Organization, and Group Addresses       *

Using Groups to Address Items            *

Creating and Saving a Personal Group  *

Addressing Items to a Group    *

Adding and Removing Names from a Personal Group   *

Viewing Group Information       *

Creating Personal Address Books         *

Creating a Personal Address Book       *

Deleting a Personal Address Book        *

Editing a Personal Address Book          *

Editing Names and Addresses in a Personal Address Book       *

Copying Names to a New Personal Address Book       *

Removing Names from a Personal Address Book         *

Finding Items in Your Mailbox  *

Finding Items    *

Finding an Item By Example      *

Saving the Results of a Find      *

Assigning Passwords to Your Mailbox  *

Creating a Password for Your Mailbox *

Removing Your Password        *

Changing Your Password         *

Using GroupWise Away from the Office           *

Using GroupWise Remote: An Overview          *

Master and Remote Mailboxes *

WebAccess      *

Copyright Notice          *

 

A Brief Tour of GroupWise

GroupWise integrates all your messaging, scheduling, calendaring, and document management needs into one place.

The Main Window

The Main Window is your "home base" for GroupWise. From the Main Window you can read your messages, schedule appointments, view your Calendar, open documents, and much more.

You can open more than one Main Window in GroupWise. This is useful if you proxy for another user. You can look at your own Main Window and the Main Window belonging to the person you are proxying for. You might also want to open a certain folder in one window and look at your Calendar in another. You can open as many Main Windows as your computer’s memory will allow. The basic components of the Main Window are explained below.

Toolbar

The toolbar lets you quickly accomplish common GroupWise tasks, such as opening the Address Book, sending mail messages, and displaying your Calendar. Point your mouse over any toolbar button and a tool tip displays the name of the feature. The display settings drop-down list lets you quickly change the display of your Item List.

Folder List

The Folder List at the left of the Main Window lets you organize the items you send, receive, post, and share. You can also create new folders to store your items in. Here is what you’ll find in each of the default folders:

Item List

The Item List at the right of the Main Window displays your mail and phone messages, appointments, reminder notes, tasks, and document references. Use the display settings drop-down list on the toolbar to display incoming items, outgoing items, and posted items.

QuickViewer

The QuickViewer opens below the Item List box. You can quickly scan items and their attachments in the QuickViewer rather than opening each item in another window.

Getting Help

If you have trouble using GroupWise, you can get help from several sources. Online Help is available from wherever you are in GroupWise. In addition to online Help, you can find answers to your questions at the Cool Solutions Web Community which is available on the Web at http://www.gwmag.com.

Using Online Help

Much of the GroupWise Client documentation is available online. A variety of access methods into online Help are provided so you can pick which method suits your needs.

How Do I: Lists help topics organized by related tasks.

1 Click Help -> Help Topics the Contents tab double-click How Do I.

Index: Displays key words to help you find information, much like an index in a book.

1 Click Help -> Help Topics -> the Index tab.

Guides: Walk you through a task or series of tasks to help you learn GroupWise features. You may simply read the instructions in the guides if you’d rather not perform the steps.

1 Click Help -> Guides.

Context-Sensitive Help: Displays a brief explanation about any option in a dialog box.

1 In a dialog box, click -> click an option.

Find: Lets you type specific words or phrases and displays help topics containing those words or phrases.

1 Click Help -> Help Topics -> the Find tab.

Logging into GroupWise

Logging into Your Mailbox

1 Make sure you are logged into your network.

2 Start GroupWise.

If you have not specified a password for your Mailbox and GroupWise needs no additional information, you will bypass the Startup dialog box and GroupWise will be displayed.

3 If you are prompted for a password or other information, type the password or required information in the appropriate box click OK.

Working with Items in Your Mailbox

Working with Items in Your Mailbox

Sending and Receiving Items

Every day you communicate in a variety of ways. To accommodate these needs, GroupWise ® delivers your items using a variety of item types. Each item type is explained below.

Mail

A mail message is for basic correspondence. You can use it for anything resembling a memorandum or letter.

Phone Message

A phone message helps you inform someone of a phone call or visitor. You can include such information as caller, phone number, company, urgency of the call, and so forth.

Appointment

An appointment lets you invite people to and schedule resources for meetings or events. You can schedule the date, time, and location for the meeting. You can use posted appointments to schedule personal events such as a doctor’s appointment, a reminder to make a phone call at a certain time, and so forth. See Scheduling Appointments, Tasks, and Reminder Notes under Scheduling Group and Posted Items.

Task

A task lets you place a to-do item on your own or on another person’s Tasks List. You can schedule a due date for the task and include a priority (such as A1). Uncompleted tasks are carried forward to the next day. See Scheduling Appointments, Tasks, and Reminder Notes under Scheduling Group and Posted Items.

Reminder Note

A reminder note is posted on a specific date on your own or another person’s Calendar. You can use reminder notes to remind yourself or others of deadlines, holidays, days off, and so forth. Posted reminder notes are useful as reminders for birthdays, vacations, pay days, and so forth. See Scheduling Appointments, Tasks and Reminder Notes under Scheduling Group and Posted Items.

Sending Mail Messages

A mail message is like an internal memorandum; it has a primary recipient, subject line, date, and can be carbon copied and blind copied to other users. You can also attach files, document references, sounds, movies, and OLE objects to your mail messages.

CC (Carbon Copy)

Sends copies of an item to users who would benefit from the information, but who are not directly responsible for the information or directions in it. All recipients can see that a carbon copy was sent.

BC (Blind Copy)

Sends a copy of your item to a recipient without the knowledge of any of the other recipients. Only the sender and the blind copy recipient know that a blind copy was sent. When a recipient replies and chooses Reply to All, the blind copy recipient will not receive the reply.

1 Click on the toolbar.

2 In the To box, type a username press Enter. Repeat for additional users. To select usernames from a list, click Address double-click each user click OK.

3 Type a subject.

4 Type a message.

5 Click Send.

Signature

If you have setup a signature you may be asked if you want to attach it to your email message when you send it.

To setup a signature:

1 Tools –> Options… -> Select Environment -> Signature Tab

2 Type a signature in the box and check "Signature".

3 Select "prompt before adding" to have GroupWise prompt you when sending a message to add your signature. Otherwise Select "Automatically add".

4 Electronic business card (vCard) allows you to share your business information with many Internet based email systems. User’s with email software that can recognize vCards can automatically enter information into their address book.

Note: The information in your vCard is entered by the GroupWise system administrator (and may not be correct). Try sending an email to yourself with a vCard attached and then view the information (like you would any other attachment - see attachments). Use the import option on the vCard attachment to import the vCard into one of your address books.

Spell-Checking Items You Send

Use Spell Checker to check the text for misspelled words, duplicate words, and certain capitalization errors. You can spell-check selected words or the entire message. While spell-checking, you can choose from the following options:

Replace

Replaces a misspelled word with a word Spell Checker suggests. To replace a misspelled word, double-click the word or click the word Replace. To make your own corrections, edit the word in the Replace With box click Replace.

Skip Once

Skips the word one time. Spell Checker will stop the next time it encounters the word.

Skip Always

Skips every occurrence of the word throughout the document. Spell Checker ignores the word until the next time you spell-check.

Add

Adds the word to the current user dictionary, which stores supplemental words so that Spell Checker can recognize the word in future spell-checks.

QuickCorrect

Defines an automatic replacement for a word or phrase. When Spell Checker stops on a word, click QuickCorrect to replace the word with the text in the Replace With box and add the replacement to the user word list QuickCorrect uses. Next time you type the word, QuickCorrect automatically replaces it.

Suggest

Displays additional words or phrases in the Replacements list box.

Spell-Checking an Item

1 Click the Subject or Message box.

or

Select the text to spell-check.

2 Click Tools -> Spell Check.

3 Click Yes when spell-checking is complete.

Spell-Checking Items Automatically

You can spell-check items automatically every time you click Send.

1 Click Tools -> Options double-click Environment.

2 Click Check Spelling Before Send OK.

Attaching Files

You can attach files and document references to mail messages, appointments, reminder notes, tasks, and phone messages. You can use Attach to send one or more files or document references to other users. For example, you may want to send an expense report to another user. You can attach a file that exists on your hard disk, diskette, or network drive. The recipients can open the attached file, save it, view it, or print it. If you change the attached file after you have sent it, the recipients will not see the changes.

Attaching a File to an Item

1 Click on the toolbar.

2 Fill in the To, Subject, and Message boxes.

3 Click Attach.

4 Click the file you want to send OK.

To attach several files, Ctrl+click other files before clicking OK.

5 Click Send.

Deleting an Attached File from an Item

1 Right-click the attachment you want to delete click Delete.

Tips

Viewing Attached Files

If you just want to quickly scan an attachment, you can view it instead of opening it. When you view an attachment, it is not opened in a separate application. Instead, it is displayed in a viewer. This is usually faster than opening the attachment; however, the attachment may not be formatted

properly.

1 Right-click the attachment click View Attachment.

Tips

Opening Attached Files

When you open an attached file, GroupWise determines the correct application to open the file in. You can accept the suggested application, or you can type the path and filename to another application. If you just want to scan the contents of the attachment, you can view it rather than open it. See Viewing Attached Files.

1 Open the item containing the attachment.

2 Right-click the attachment click Open.

3 Click OK.

Managing Sent Items

You can display items in your Mailbox that you have previously sent. A few reasons you may want to display items you’ve sent are listed below:

Read

You can read a message you sent to make sure you included correct information or to remind yourself of what you wrote.

Resend

You can resend an item a second time, perhaps with corrections or to other users who didn’t originally receive the item.

Track the Status (Properties)

You can see who received the item, who opened it, who deleted it, and more.

Retract

If you realize you made a mistake, and you already sent the item, you may be able to retract it before the recipients read it.

Displaying Items You’ve Sent

1 If your toolbar is not already displayed, click View -> Toolbar.

2 Click Sent Items on the display settings drop-down list.

Tips

Confirming Delivery of Items You’ve Sent

You can check the status in the Properties window of any item you’ve sent. Right-click the item click Properties. The Properties window shows you when the item was delivered and opened, in addition to other information.

Managing Received Items

GroupWise stores all the items, mail messages, appointments, and so on, you receive in your Mailbox.

From your Mailbox, you can read items, reply to items, and forward items you’ve received. In addition, you can delegate tasks and appointments to other users. You can even change an item, such as a mail message, to another type of item, such as an appointment.

Reading Items You Receive

You can read incoming items in your Mailbox or Calendar. Your Mailbox displays a list of all of the items you have received from other users. Posted appointments, reminder notes, and tasks appear in your Calendar, not in your Mailbox.

You can open and read all types of new items in your Mailbox. However, you may want to read appointments, tasks, and reminder notes in your Calendar so you can view new messages while looking at your schedule. Phone and mail messages stay in your Mailbox until you delete them. Appointments, reminder notes, and tasks stay in your Mailbox until you accept, decline, or delete them. When you accept an appointment, reminder note, or task, it no longer appears in your Mailbox; it appears only in your Calendar. All Mailbox items are marked with an icon. The following table includes each icon that displays in your Mailbox. The icons change depending on whether or not the item has been opened.

Item Type

Unopened

Opened

Mail Message

Phone Message

Task

Appointment

Reminder Note

In addition, all unopened items in your Mailbox are bolded to help you easily identify which items you have not yet read. This is especially useful for collapsed discussion threads because it saves you the time of expanding each thread to check if there are newly posted items.

Reading Items in Your Mailbox

1 Double-click the item you want to read.

Tips

Reading Items in the QuickViewer

Use the QuickViewer to scan the contents of your items. The QuickViewer saves time because you don’t need to open each item; you simply click an item or press the Down-arrow to read your items. If you click a document reference, the document will display in the QuickViewer. You can display an item’s attachment by clicking the attachment in the drop-down list on the QuickViewer toolbar

When you read an item in the QuickViewer, the icon changes to the opened status. For example, the closed envelope representing a mail message changes to an opened envelope.

1 Click on the toolbar.

2 Size the QuickViewer by dragging a corner of the window or by dragging the horizontal dividing line up or down.

If you size and close the QuickViewer, it will be the same size when you open it again. Size it by dragging a corner of the window, not by clicking the maximize button.

3 In the Mailbox, click each item that you want to read.

Tips

Replying to Items You Receive

Use Reply to respond to an item. You can reply to everyone who received the original item or to the sender only, without having to create and address a new message. You can also include a copy of the original message in your reply. Your reply will include Re: preceding the original subject text. You can modify the subject text if you want.

Replying to an Item

1 Open or click the item you want to reply to.

2 Click Actions Reply.

3 Click Reply to Sender.

or

Click Reply to All (Sender and Recipients).

4 Click OK.

5 Type your message click Send.

Tips

Including the Message Text in a Reply

1 Open the item you want to reply to.

2 Click Reply.

3 Click Include Message Received from Sender OK.

4 Type your message click Send.

Tips

Forwarding Items to Other Users

NOTE: THE ORIGINAL MESSAGES IS FORWARDED AS AN ATTACHMENT. MOST EMAIL PACKAGES SUCH AS PINE AND EUDORA WILL INCLUDE THE TEXT OF THE ORIGINAL MESSAGE AS PART OF THE FORWARDED MESSAGE. THIS IS NOT THE CASE WITH GROUPWISE. IF YOU WANT TO FORWARD THE MESSAGE AND INCLUDE THE ORIGINAL TEXT AS PART OF THE MESSAGE USE REPLY AND MODIFY THE USERNAMES THE MESSAGE IS BEING SENT TO.

When you receive a message, appointment, or task, you can forward it to other users. You can also forward a document reference. For example, if you are no longer the chairperson of a committee but you are still receiving mail messages related to the committee’s business, you can forward the items you receive to the new chairperson.

When you forward an item, it is sent as an attachment to a mail message. The mail message includes your name and any additional comments you have made. If you receive an appointment, reminder note, or task that you want to assign to another user, use Delegate. When you delegate an item, the sender of the item receives notification that responsibility for the item has been assigned to another user.

1 Click the item you want to forward in your Mailbox.

2 Click Actions Forward.

3 Type a username in the To box press Enter.

Click Address if you want to search for a username in the Address Book.

Double-click the username click OK.

4 Click in the Message box, then type a message (optional).

5 Click Send.

Changing Item Types

You can use Change To to convert an item in your Mailbox to another type of item. For example you can change a mail message in your Mailbox to an appointment in your Calendar. The new appointment contains all the information from the mail message (such as To, CC, and BC lists, subject, and message text) that is applicable in the appointment. By default, all new items created using Change To are posted items; however, you can change a posted item to a group item in the Change To dialog box. When you change a mail or phone message to another type of item (such as an appointment or task), the original item is removed from your Mailbox and the new item is added in the appropriate location, such as the Calendar.

Changing an Item in Your Mailbox to Another Type of Item

1 In your Mailbox, click the item you want to change.

2 Click Edit -> Change To.

3 Click an item type.

4 Type the necessary information.

5 Click Post.

Tips

Scheduling Group and Posted Items

Scheduling Group and Posted Items

Scheduling Appointments, Tasks, and Reminder Notes

Scheduling appointments, tasks, and reminder notes with GroupWise is convenient. You can use Busy Search to check for a time when all the people and resources you want for a meeting are available. You can use Auto-Date to schedule recurring appointments, tasks, or reminder notes quickly and easily. See Scheduling Recurring Appointments under Scheduling Group and Posted Items for Auto-Date information. You can also reserve a block of time with a posted appointment. If you want to find out whether someone accepted a task or is coming to your meeting, you can check for an accepted or declined status.

Scheduling a Group Appointment

NOTE: GROUP APPOINTMENTS ARE USED TO SETUP APPOINTMENTS BETWEEN TWO OR MORE GROUPWISE USERS. POSTED APPOINTMENTS ARE USED TO SETUP PERSONAL APPOINTMENTS.

1 Click on the toolbar.

2 In the To, CC, and BC boxes, type the names of the people to invite. In addition, include any resource IDs in the To box. If you do not know a resource ID, click Address double-click the resource click OK.

3 Type the place description in the Place box.

4 Specify the start date, start time, and duration.

5 Type a subject and message.

6 Click Send.

Tips

Rescheduling an Appointment

1 Click Sent Items on the display settings drop-down list if your Mailbox is not displaying outgoing items.

2 Click the appointment to reschedule.

3 Click Actions Resend.

4 Make your changes click Send.

5 Click Yes to retract the original item.

Tips

Canceling an Appointment

1 Click Sent Items on the display settings drop-down list if your Mailbox is not displaying outgoing items.

2 Click the appointment you want to cancel.

3 Click Edit Delete.

4 Click All Mailboxes OK.

Tips

Scheduling a Posted Appointment

NOTE: GROUP APPOINTMENTS ARE USED TO SETUP APPOINTMENTS BETWEEN TWO OR MORE GROUPWISE USERS. POSTED APPOINTMENTS ARE USED TO SETUP PERSONAL APPOINTMENTS.

1 On the toolbar, click the arrow on the right of click Posted Appointment.

2 Type a subject, a place (optional), and a message (optional).

3 Specify the start date, start time, and duration.

4 Click Post.

Tips

Scheduling a Posted Appointment from the Calendar

1 Click Window -> Calendar.

2 Click the date you want double-click the time in the Appointments List.

3 Type a subject, a place (optional), and a message (optional).

4 Specify the duration click Post.

Tips

Checking When Everyone Is Available

Use Busy Search to find a time when all the people and resources you want to schedule for a meeting are available.

1 In an appointment you are creating, specify usernames and resource IDs in the To box. If you don’t know the usernames or resource IDs, click Address.

2 Specify the first possible day for the meeting in the Start Date box.

3 Specify the meeting’s duration.

4 Click Busy.

An empty space across from the username or resource on the Individual Schedules tab means that user or resource is available (Free) for that time. An empty space across from a time on the Available Times tab means that no users are scheduled for that time.

5 Click Auto-Select to select the first available meeting time or click Auto-Select until the time you want is displayed click OK to transfer the users, resources, and selected time and duration back to the appointment you were scheduling.

or

Click the Available Times tab to see possible meeting times click a time to select it click OK to transfer the users, resources, and selected time and duration back to the appointment you were scheduling.

6 Complete and send the appointment.

Tips

Accepting or Declining Scheduled Items

When you receive an appointment, task, or reminder note, you may or may not be able to accept. In GroupWise, you can let the sender know if you accept or decline, specify a level of acceptance or availability, and add additional comments. You can also delegate the item to another user. The sender can find your response by checking the item status.

1 Double-click the item in the Mailbox to open it.

2 Click Accept or Decline.

3 If you accepted, select a Show As level of availability.

4 Type a comment (optional) click OK.

5 If the item is an Auto-Date item, you are prompted after you accept or decline. Click This Instance to accept or decline this one Auto-Date item. Click All Instances to accept or decline all instances of the Auto-Date item.

Scheduling Recurring Appointments

Use Auto-Date to schedule recurring appointments, tasks, and reminder notes. For example, if you were responsible for scheduling a department meeting every other week, you could create one auto-date appointment that would schedule the meeting for the entire year. You could also reserve a room and projector with the same appointment.

NOTE: POSTED AND GROUP APPOINTMENTS CAN ONLY BE AUTODATED WHEN THEY ARE BEING CREATED. YOU CAN RESEND A GROUP APPOINTMENT WITH NEW AUTODATES. HOWEVER, POSTED APPOINTMENTS HAVE TO BE DELETED AND RECREATED TO CHANGE THEIR AUTODATES.

NOTE: IN GROUPWISE IT IS USUAL TO ONLY BOOK APPOINTMENTS FOR ONE YEAR IN ADVANCE. GENERATING APPOINTMENTS BEYOND A YEAR (ALTHOUGH POSSIBLE) WILL FILL YOUR MAILBOX WITH AN EXCESSIVE AMOUNT OF APPOINTMENT MESSAGES.

Auto-Dates can occur on the same day every week (for example, every Monday), the same day(s) of the month (for example, the 15th and last day), or any other defined series of dates. You can also use Auto-Date to schedule irregular or infrequent events, such as holidays.

When you send an auto-date item, GroupWise copies the item and places one of the defined dates in each copy of the item. For example, if you define five dates for the event, GroupWise makes five copies of the item and schedules one copy for each date. If you were to send the item to other users, you would have five outgoing items with a five-occurrence auto-date. If you were to receive the event, you would find five copies of the incoming item in your Mailbox, each scheduled for a different date.

You can create an auto-date three ways. Example lets you schedule events on the same day every week, the same day each month, or periodically. Dates lets you select specific days from a year calendar. Formula lets you enter the scheduling information in text format.

Scheduling Auto-Dates by Dates

1 In an item you are scheduling, click Actions Auto-Date.

2 Click the days to schedule click OK.

Tips

Scheduling Auto-Dates by Example

1 In an appointment, task, or reminder note you are scheduling, click Actions Auto-Date.

2 Click the Example tab.

3 In the Range group box, specify the starting date and ending date.

or

To specify a certain number of occurrences rather than a range, specify the starting date click the End drop-down list Occurrences specify the number of occurrences.

4 Click the Days of the Week drop-down list click an option.

5 Click the months to schedule. To schedule all of the months, double-click any month.

6 If you clicked Days of the Month, click the On drop-down list an option click the numbered days to schedule (for example, 1 and 15).

or

If you clicked Days of the Week, click the ordinal number across from the day of the week to schedule (for example, 2nd Tue).

or

If you clicked Periodic, specify a period length (for example, every 15 days).

7 Click OK.

Tips

Using Your Daily Calendar

Use your Calendar to help you organize your time and your work. You can view your appointments, tasks, and reminder notes in a variety of formats, read them from your Calendar, save them, and print them out in various formats. You can use Proxy with your Calendar to manage the schedules of other users or resources.

Many types of calendar views and printouts are available to let you choose the one that most effectively displays the information you need. See Printing Your Schedule later in this section.

Viewing Your Calendar

GroupWise provides three organizational Calendar structures with variations for viewing appointments, tasks, and reminder notes. These convenient methods of viewing your scheduled items help you organize and focus on the information that is most important to you.

Calendar Folder

You can find all your GroupWise scheduled items in this location without opening a separate window. The Calendar displays views on tabs so you can easily switch from one calendar view to another. You can add more tabs to the Calendar and configure them however you want. The view that is displayed when you exit your Calendar will be displayed when you open the Calendar folder again.

Calendar View

You can view your schedule in a day, week, month, year, task list, project planner, multi-user, or specialized format. For example, the month view lets you view a month schedule, while the multi-user view lets you view, compare, and even manage the schedules of multiple users or resources to whose Calendars you have Proxy rights. See Changing the Calendar View later in this section. You can also specify a different default calendar view in Options. See Setting Options for GroupWise under Customizing GroupWise.

1 Click Window -> Calendar to open a separate window displaying a calendar view.

or

Click on the toolbar.

Icons Appearing Next to Items in Your Calendar

The icons that appear in your calendar give you additional information about items.

Icon

Description

An alarm is set for the item.

Group appointment, reminder note, or task.

The item is marked private.

Reading an Item in Your Calendar

1 Click in the Folder List.

or

Click Window -> Calendar.

2 Double-click the item you want to read.

Tips

Viewing the Schedules of Multiple Users

The Multi-User view lets you view the schedules of several people or resources side-by-side. This is useful for management and for keeping track of who is where. For example, you can use the Multi-User view to quickly find if any of your company’s conference rooms is free for an impromptu meeting.

You must have the appropriate Proxy rights for each user or resource in order to include him or her in a multi-user view. For example, if you do not have Read rights for appointments, you will not be able to see another person’s schedule in the Multi-User view.

1 Click in the Folder List.

2 Click the Multi-User tab.

3 Click select the check boxes by the names of the users whose schedules you want to view click OK.

4 View the users’ schedules. To view a different day, click Go to Day specify the date click OK.

Printing Calendar Items

Use Print to print one or more items from your Calendar and any attachments. You can also print an item that you are currently reading or creating. Set up your printer using the Windows Printers Control Panel. Use Print Calendar to print appointments, tasks, and reminder notes in different formats and on various page sizes. For example, you could print a day calendar with all your appointments or a week calendar with all your appointments and tasks.

Print Calendar provides several categories of calendar print formats that vary according to what you want to accomplish. These categories are called calendar types. If you can’t find a calendar print format that does what you want, try a different calendar type for a new group of formats. Descriptions of available calendar types are provided below.

Franklin Quest

These graphical calendar formats correspond with Franklin Day Planner ® pages. These are ideal for people who want to coordinate their Franklin Day Planner and GroupWise Calendar or who follow the Franklin Covey organizational methodology. You can coordinate your Franklin Day Planner with your GroupWise Calendar two ways. You can print your schedule onto blank paper in various formats and sizes that can be trimmed to fit into your planner, or you can print your GroupWise schedule on the preprinted pages that come with your planner.

GroupWise

These graphical calendar formats allow for more complete text overflow than is possible in the Franklin Covey formats, and they show appointment duration graphically. For example, the Task List lets you print your Tasks List unconnected to any specific day and also allows printing of completed tasks.

Multi-User

This multi-column calendar format lets you print the schedules of several users side-by-side on one page. You must have Proxy rights for each user or resource you include in the schedule.

Text

This textual format provides all available information without truncation, can be printed to a file, and is good for lower-end printers.

Printing Your Schedule

1 Click on the toolbar.

Viewing a Different Date in Calendar

1 Click in the Folder List

or

Click Window -> Calendar.

2 If the view tab displayed has a Calendar toolbar, click the date in the Calendar toolbar.

or

If the view displayed has no toolbar, click View -> Go to Date specify a date click OK.

3 If you want to return to today’s date, click View -> Go to Today.

or

Click Today in the Calendar toolbar.

Tips

Setting Alarms for Calendar Items

GroupWise can sound an alarm to remind you of an upcoming appointment. You can also choose to open a file or to run a program when the alarm goes off. For example, you can set an appointment to back up your files when you aren’t at work and your computer is on.

IMPORTANT: Notify must be open or minimized for the alarm to sound.

Setting an Alarm

1 In your Mailbox or Calendar, click an appointment.

2 Click Actions -> Alarm.

3 Specify the number of hours or minutes before the appointment that you want the alarm to sound click Set.

Tips

Managing Your Mailbox

Managing Your Mailbox

Using the Folder List

Use folders to store and organize incoming and outgoing items such as appointments, reminder notes, tasks, document references, and mail or phone messages in your Mailbox. Folders let you group all items related to a particular task together.

Renaming Folders

1 In the Main Window, right-click the folder you want to rename click Rename.

2 Type a new name for the folder.

Tips

Deleting Folders

1 Right-click the folder you want to delete click Delete.

2 Click Items Only or Folder(s) and Items OK.

Tips

Creating a Personal Folder

1 In the Folder List, click File -> New Folder.

2 Make sure Personal Folder is selected click Next.

3 Type the name and description for the new folder.

4 Click Up, Down, Right, or Left to position the folder where you want it in the Folder List click Next.

5 Specify the display settings for the folder click Finish.

Tips

Moving an Item to Another Folder

1 Drag an item from the Item List to the folder you want.

Positioning a Folder

1 In the Folder List, click Edit -> Folders.

2 Select the Folder you want to move.

3 Click Up, Down, Right, or Left to position the folder where you want it in the Folder List click Next.

Creating a Personal Folder

Allows you to share a folder with multiple users top post items and have on-line discussions. Shared folders are beyond the scope of this manual.

Printing Items in Your Mailbox

Use Print to print one or more items from your Mailbox or Calendar and any attachments. You can also print an item that you are currently reading or creating. Set up your printer using the Windows Printers Control Panel.

You can print an attached file from the application in which it was created, if you have access to that application. Or, you can print an attached file from GroupWise. Printing from GroupWise may save time since another application doesn’t have to be opened; however, the attached file may print with slightly different formatting.

Use Print Calendar to print your schedule including appointments, tasks, and reminder notes in different formats and on various page sizes. For example, you could print a day calendar with all your appointments or a week calendar with all your appointments and tasks. See Using Your Daily Calendar under Using Your Calendar.

Printing GroupWise Items

1 In the Item List in your Mailbox, click or open the item you want to print. Ctrl+click to select multiple items.

2 Click File -> Print.

3 Click the items you want to print.

4 Click Print.

Tips

Printing an Attached File from GroupWise

1 Open or click the item containing the attached file.

2 Click File -> Print.

3 Click the attached file you want to print. Ctrl+click other files to print more than one attachment.

4 Click Print.

Printing an Attached File from Another Application

1 Open or click the item containing the attached file.

2 Click File -> Print.

3 Click the attached file you want to print. Ctrl+click other files to print more than one attachment.

4 Click Print Attachment with Associated Application Print.

Creating Rules

Use Rules to define a set of conditions and actions to be performed when an item meets those conditions. You can specify such actions as moving items to folders, forwarding and replying to items, and more. Rules can help you organize your Mailbox, automate your Mailbox when you are away, or delete unwanted items.

Creation of Rules is beyond the scope of this manual.

Giving Other People Access to Your Mailbox

Proxy lets you 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.

Receiving Proxy Rights

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 the Access List in Options. Second, you must add that user’s name to your Proxy List so you can access his or her Mailbox or Calendar easily.

Once you have completed the two steps above, in your Proxy pop-up list click the name of the person you’re proxying for whenever you need to manage his or her Mailbox or Calendar. You can also manage the schedules of users and resources for whom you have proxy rights with the Multi-User Calendar view.

Granting Proxy Rights

Use the Access List in Security Options to give other users rights to proxy for you. You can assign each user different rights to your calendaring and messaging information. If you want to let users view specific information about your appointments when they do a Busy Search on your Calendar, give them Read access for appointments. The following table describes the rights you can grant

to users:

This right

Lets your proxy do this

Read

Read items you receive.

Write

Create and send items in your name.

Subscribe to my alarms

Receive the same alarms you receive.

Subscribe to my notifications

Receive notification when you receive items.

Modify options/rules/folders

Change the options in your Mailbox. The proxy can edit any of your Options settings, including the access given to other users.

Read items marked Private

Read the items you marked Private. If you don’t give a proxy Private rights, all items marked Private in your Mailbox are hidden from that proxy.

Editing Your Access List

1 Click Tools -> Options.

2 Double-click Security click the Proxy Access tab.

3 To add a user to the list, type the name in the Name box when the full name appears, click Add User.

4 Click a user in the Access List.

5 Select the rights you want to give to the user.

6 Repeat Steps 4-5 to assign rights to each user in the Access List.

7 Click OK.

Tips

Managing Someone Else’s Mailbox or Calendar

1 In the Main Window or Calendar, click File -> Proxy to open the Proxy pop-up list.

2 Click the name of the person whose Mailbox you want to access.

3 When you have finished your work in the other person’s Mailbox, click your own name to return to your Mailbox.

Tips

Adding a User to Your Proxy Pop-up List

1 In the Main Window or Calendar, click File -> Proxy.

2 Specify the user whose Mailbox you want to access click OK.

The user’s Mailbox opens. The name of the person you are a proxy for is displayed at the top of the Folder List.

3 To return to your own Mailbox, click your name.

Tips

Deleting a User from Your Proxy Pop-up List

1 In the Main Window or Calendar, click File -> Proxy.

2 Click the name you want to remove click Remove.

3 Click OK.

Tips

Marking an Item Private

You can limit a proxy’s access to individual items in your Mailbox or Calendar by marking items Private.

When you mark an item Private, you prevent unauthorized proxies from opening it. Unauthorized proxies are proxies to whom you have not given rights to open items marked Private. Proxies cannot access items marked Private unless you give them those rights in your Access List.

If you mark an item Private when you send it, neither your proxies nor the recipient’s proxies can open the item without rights. If you mark an item Private when you receive it, it cannot be read by your unauthorized proxies, but it can be read by the sender’s proxies.

1 To mark an item in your Item List Private, click the item click Actions -> Mark Private.

Or

To mark an item in your Calendar Private, click an item in the Appointments, Reminder Notes, or Tasks list click Actions Mark Private.

Owning Resources

Resources are items that can be scheduled for meetings or other uses. Resources can include rooms, overhead projectors, cars, and more. The system administrator defines a resource by giving it an identifying name and assigning it to a user on the same post office. A user assigned to a resource is the owner of that resource and has full Proxy rights to receive notification of appointments and accept or decline appointments. Resources can be included in a Busy Search, just as users can. Resource IDs are entered in the To box.

Accepting and Declining Resource Requests

1 In the Main Window or Calendar, click File -> Proxy

2 Click the resource you own.

3 If the resource you own isn’t listed in the Proxy pop-up list, click Proxy type the name of the resource you own in the Name box click OK.

4 Double-click the item you need to accept or decline.

5 Click Actions Accept or Decline OK.

Tips

Receiving Notification When a User Requests a Resource

1 In the Main Window, click Tools -> Options double-click Security click the Notify tab.

2 In the Notification list box, click the resource.

3 Make sure Subscribe to Notification is selected click OK.

Tips

Opening and Emptying the Trash

All deleted mail and phone messages, appointments, tasks, document references, and reminder notes are stored in the Trash. Deleted items can be viewed, opened, or returned to your Mailbox until the Trash is emptied (emptying the Trash removes items in the Trash from the system). You can empty your entire Trash, or empty only selected items. Items in the Trash are emptied according to the days entered in the Cleanup tab in Environment Options (7 Days default), or you can empty the Trash manually.

Opening Your Trash

1 In your Folder List, click .

Tips

Undeleting an Item in the Trash

1 In your Folder List, click .

2 Select the item(s) you want to undelete.

3 Click Edit -> Undelete.

Tips

Emptying the Trash

1 Click Edit -> Empty Trash -> Yes.

Tips

Emptying Selected Items from the Trash

1 In your Folder List, click .

2 Select one or more items.

To select more than one item, press Ctrl while you click the items.

3 Click Edit -> Delete -> Yes.

Tips

Emptying the Trash Automatically

NOTE: BY DEFAULT ITEMS TRASHED MORE THAN 7 DAYS AGO ARE REMOVED AUTOMATICALLY.

1 Click Tools -> Options.

2 Double-click Environment click the Cleanup tab.

3 Select the Automatic After button in the Empty Trash box specify the number of days between automatic deletions.

4 Click OK.

Deleting Items from Your Mailbox

Use Delete to remove selected items from your Mailbox, selected text in an item, connections, and more. You can also use Delete to retract items you have sent. You can retract mail and phone messages if the recipients have not read them. You can retract appointments, reminder notes, and tasks at any time.

Deleting an Item from Your Mailbox

1 In the Main Window, click the item you want to delete. To select multiple items, Ctrl+click each item.

2 Click Edit -> Delete.

Tips

Using the Address Book

Using the Address Book: An Overview

Use the Address Book like a phone book and information center for your addressing needs. The Address Book can store names and addresses, e-mail addresses, phone numbers, and more.

You can create multiple address books for your personal use. Open address books are represented by tabs in the main Address Book window. You can display one address book at a time.

Address books can store e-mail addresses as well as Internet addresses. An e-mail address is the name a mail system uses to identify a person. Internet addresses resemble regular e-mail addresses but apply to the Internet, meaning that you can send and receive mail from locations outside of your organization.

Searching for Users and Resources

You can quickly find entries in the displayed address book by using the Search List. You can also specify search criteria by defining one or more filters. For example, you can define a filter which displays only entries with last names that begin with "D."

When you begin typing a name in the To, CC, or BC boxes of an item you are creating, Name Completion tries to complete the name for you. It searches the address books in the order you specify in the Name Completion Search Order dialog box for entries that match what you're typing.

If Name Completion finds the name you are looking for, you can stop typing. If Name Completion doesn’t find it, continue typing: Name Completion searches again after each new character you type. If Name Completion finds a name that is close to but doesn’t exactly match the one you are looking for, you can use the Up or Down arrows to scroll to adjacent names in the Address Book. You can tell Name Completion to search your address books in a specific order. However, Name Completion always searches the system address book last.

Searching for User, Resource, Organization, and Group Addresses

1 Click on the toolbar.

2 Click the tab of the address book where you want to search for addresses.

3 In a Search List box, begin typing what you are searching for.

Tips

Using Groups to Address Items

A group is a list of users or resources you can send messages to. Use groups to send a message to several users or resources by typing the group name in the To, BC, or CC boxes. There are two types of groups: public and personal.

A public group is a list of users created by the system administrator and is available for use by each GroupWise ® user. For example, there may be a public group for the Accounting Department. Each employee in Accounting is included in the group. Public groups are listed in the system address book.

A personal group is a group created by you. For example, if you often send an appointment to your work group, you can include each co-worker’s address or name and a meeting place (a resource) in a personal group. Groups are marked with the icon.

Creating and Saving a Personal Group

1 Click on the toolbar.

2 If the Address List is not visible, click Address List.

3 Click To, CC, or BC double-click or Ctrl+click and drag the users and resources for your group to the Address List.

4 Click Save Group.

5 Specify a name and personal address book for the group click OK.

Tips

Addressing Items to a Group

1 In an item view, click Address.

2 Select a group click To, CC, or BC.

3 Repeat as necessary.

4 Click OK to return to the item view.

Tips

Adding and Removing Names from a Personal Group

1 Click the tab of the address book the group is located in.

2 Select the group click Edit -> Edit Group.

3 Modify the group in the Address List click Save Group OK.

Tips

Viewing Group Information

1 Click on the toolbar.

2 To view the members of a group, click a group click Edit -> Edit Group.

The group is displayed in the Address List, where you can see the usernames. If it is a personal group, you can edit it. See Creating Personal Address Books under Using the Address Book.

3 To view a description of the group, select the group click Information.

Creating Personal Address Books

NOTE: BY DEFAULT A PERSONAL ADDRESS BOOK IS CREATED IN YOUR NAME. IF YOU ARE A FORMER SCHEDULE+ USER YOU MAY SEE "PERSONAL ADDRESS BOOK" IN YOUR LIST. DO NOT USE THIS ADDRESS BOOK AS IT WILL BE DELETED WHEN SCHEDULE+ IS REMOVED FROM YOUR PC.

A personal address book is one that you create for yourself to fit your particular needs. You can create, edit, and save any number of personal address books. You have full rights to add and delete names and address information for any person, company, or resource you want in your personal address books.

When you create a personal address book, a tab is added to the main Address Book window. When you create multiple address books, you can include the same name and address in several books. If the entry is copied from an address book and you edit the entry’s information in one book, it is updated in all books.

Personal address books group addresses according to your preferences. You can include Internet addresses or no address at all for the people you add to your personal address books. You can send items to all entries in a personal address book by clicking the To box above the Address List, then clicking Edit Select All, or you can create a personal group. If you save a list of people as a group,

you only need to type the group name in the To box of an open send view to send the entire group a message.

Creating a Personal Address Book

1 Click on the toolbar.

2 Click File -> New Book.

3 Type a name for the new book click OK.

4 To add names to the new address book, click Add.

5 Click the Entry Type click OK.

6 Fill in the fields for the entry.

7 Click OK.

Tips

Deleting a Personal Address Book

1 Click on the toolbar.

2 Click File -> Delete Book.

3 Click or Ctrl+click the books you want to delete click OK Yes.

Tips

Editing a Personal Address Book

In a personal address book, you can add or delete entries, edit existing information, copy names from one book to another, or rename a book. You can also create your own information fields.

Editing Names and Addresses in a Personal Address Book

1 Click on the toolbar.

2 Click an address book tab click the name you want to edit.

3 Click Edit -> Edit.

4 Edit the information click OK.

Copying Names to a New Personal Address Book

1 Click on the toolbar.

2 Open the address book you want to copy.

3 Click File -> Save as Book.

4 Type a name for your address book in the box click OK.

The new address book is represented by a tab with the name you specified. It is also listed in the list of available address books.

Removing Names from a Personal Address Book

1 Click on the toolbar.

2 Click an address book tab click or Ctrl+click the names you want to remove.

3 Click Remove Yes.

After you select names, you can also drag them off the address book to

remove them, press the Delete key, or click Edit -> Remove.

Finding Items in Your Mailbox

Finding Items in Your Mailbox

Finding Items

Use Find to look for items that match the criteria you specify. You can tell Find where to look (which folders or document libraries, for example), and precisely which documents or messages to look for. You can save the results in a Find folder, where you can retrieve them any time you open the folder.

Finding an Item By Example

You can look for items, including documents, that match an example you specify in a field on the Find By Example tab. GroupWise finds all the items with fields that match the information you specify and displays them in the Find Results window. You can select any item type (mail message, document, appointment, task, or reminder note) to search. The fields on the Find By Example tab vary depending on the type of item you select.

1 Click Tools -> Find -> the Find By Example tab.

2 In the Item Type drop-down list, click the type of item you want to search for.

3 In each field, specify the information you want to look for.

4 Click OK to begin the Find.

Tips

Saving the Results of a Find

1 Click on the toolbar.

2 Perform a Find. See Finding an Item above.

3 In the GroupWise Find Results dialog box, click File -> Save as Folder.

4 Type a name for the folder type a description for the folder click Up, Down, Right, or Left to place your folder where you want it to display click Finish.

Tips

Assigning Passwords to Your Mailbox

You can assign a password to your Mailbox to prevent others from accessing your GroupWise items without permission. Passwords are case-sensitive (for example, Wednesday is not the same as WEDNESDAY). Once you assign a password, you are prompted for it each time you open GroupWise. If you decide you no longer want to be prompted for a password, you can remove it.

If you want Windows ® to remember your password the next time you log in as yourself on the machine, click Remember Password. You can also click No Password Required with NDS in Security Options to have Novell Directory Services store your GroupWise password. You can then log into GroupWise without typing in your password at any machine, as long as you are logged into NDS as yourself first.

If you forget your password, you will not have access to any of your items. Setting a password for your Mailbox does not affect your proxies’ ability to access your Mailbox. A proxy’s ability to access your Mailbox is determined by the rights you assign him or her in your Access List.

To use GroupWise Remote or WebAccess, you must assign a password to your Master Mailbox. If you assign a password when you’re running Remote, the password you create affects your Remote Mailbox only.. If you selected No Password Required with NDS, you will still be prompted for a password when using Remote or WebAccess.

Creating a Password for Your Mailbox

1 In the Main Window, click Tools -> Options.

2 Double-click Security click the Password tab.

3 In the New Password box, type the password.

4 In the Confirm New Password box, type the password click OK Close.

Removing Your Password

1 Click Tools -> Options.

2 Double-click Security click the Password tab.

3 Type your old password click OK.

4 Click Clear Password.

5 Click OK Close.

Changing Your Password

1 In the Main Window, click Tools -> Options.

2 Double-click Security click the Password tab.

3 In the Old Password box, type the password you want to change.

4 In the New Password box, type the new password.

5 In the Confirm New Password box, type the new password again click OK Close.

Tips

Using GroupWise Away from the Office

WebAccess

GroupWise ® WebAccess gives you access to your own GroupWise Master Mailbox from the Internet. You can check your Calendar, schedule appointments, send tasks, and send and receive messages just as if you were at your desk back at the office.

For more information on WebAccess see the GroupWise WebAccess Manual (http://www.tru.ca/its/groupwise/gw55webaccess.html).

Using GroupWise Remote: An Overview

GroupWise ® Remote makes it possible for you to access your Mailbox and send and receive mail, among other things, when you are away from the office.

Master and Remote Mailboxes

To use GroupWise away from your office, you must have an existing GroupWise Mailbox, called your Master Mailbox, in your master GroupWise system. You retrieve a copy of your Master Mailbox to your laptop or home computer. This copy is called your Remote Mailbox.

Remote exchanges items and information between your Master Mailbox and the Mailbox on your Remote computer. When you use GroupWise in the office, the Mailbox you open is your Master Mailbox. When you use GroupWise away from your office, the Mailbox you open is your Remote Mailbox.

When you send an item from your Remote Mailbox, Remote sends the item to your master GroupWise system the next time you connect. From there, GroupWise distributes it to the recipients. When someone at your master GroupWise system sends an item to you, it is delivered to your Master Mailbox. You then use Remote to retrieve the item to your Remote Mailbox.

Further discussion of GroupWise Remote is beyond the scope of the manual.

NOTE: THERE IS A LIMIT OF BETWEEN 5000 AND 8000 MESSAGES IN A GROUPWISE REMOTE MAILBOX.

Copyright Notice

Novell, Inc. makes no representations or warranties with respect to the contents or use of this manual, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. Further, Novell, Inc. reserves the right to revise this publication and to make changes to its content, at any time, without obligation to notify any person or entity of such revisions or changes.

Further, Novell, Inc. makes no representations or warranties with respect to any Novell software, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. Further, Novell, Inc. reserves the right to make changes to any and all parts of Novell software, at any time, without any obligation to notify any person or entity of such changes.

Novell and GroupWise are registered trademarks of Novell, Inc. in the United States and other countries.

C3P0, Client 32, and Envoy are trademarks of Novell, Inc.

Quattro Pro, WordPerfect and WordPerfect Office are registered trademarks, and Presentations and QuickMenu are trademarks of Corel Corporation Limited. Franklin Day Planner is a registered trademark of Franklin Covey Co. Word Pro is a trademark of Lotus Development Corporation. PowerPoint and Windows are registered trademarks, and Excel and Windows are trademarks of Microsoft Corporation. Xerox is a registered trademark of Xerox Corporation.

©1998 Novell, Inc.

All Rights Reserved.

Modified, reprinted and used with permission from Novell, Inc.

Novell hereby grants to you the rights to use the above documentation and to freely distribute it for non-commercial purposes provided that (a) the documentation is distributed in full with no alterations, (b) that no fees are charged for distribution, and (c) that this copyright notice is included in each distribution.

Portions of this copyrighted work have been omitted by TRU with permission from Novell Inc.

Novell, Inc.

1555 N. Technology Way - Orem, Utah 84097 U.S.A.