GroupWise Instructions

If you have any questions, please contact the IT Service Desk at 250-852-6800 or 1-888-852-8533 (toll-free in Canada) or via GroupWise: ITServiceDesk or ITServiceDesk@tru.ca

Two methods of accessing GroupWise

1) Web version

• Go to the URL: https://gwweb.tru.ca/
• Enter your GroupWise username
• Enter your GroupWise password

2) GroupWise icon

• Click on the GroupWise icon,
• Enter your GroupWise username
• Enter your GroupWise password
Note: the full version can be downloaded to your local computer from http://www.tru.ca/its/gw.html

 To print or save a copy of this document - click here

How to get GroupWise Help

Using GroupWise Help
o Select the “Help” menu
o Select “Help Topics”
o Select the “Index” tab or “Search” tab
o Enter the information you are looking for

How to Setup Personal Options

• Setup your GroupWise software using the information below.
• Select “Tools” menu
• Select “Options”

Double-click on Environment icon to change items such as spell check, appearance, deleted mail options, and signature.

• Select “General” tab:
o Single-click in the box to the left of “Check spelling before send”, if you would like GroupWise to review the email for spelling automatically before sending the message.

• Select the “Views” tab:
o If you would like to be able to edit the font, colour, text style, etc., you will need to:
 Select under Views – highlight Mail*, then select HTML (lower left) for “Default Compose View and Font”

o If you would like to see the messages displayed properly that are composed in the HTML format, you will need to:
 Select HTML for “Default Read View”

• Select the “Cleanup” tab:
o Empty Trash (choose a setting you prefer)
 Set to Manual. This means nothing will be deleted from your trash unless you choose to delete it.
 Automatic after: and select the number of days you prefer.  This means that your trash items will be deleted automatically after the set number of days.

• Select the “Default Actions” tab:
o Under “File Attachments”
 Single-click on the small circle next to “Open Attachment”

• Select the “Signature” tab:
o This tab is used to modify your signature
o This tab is used to change your setting to “Automatically add” or “Prompt before adding” your signature to a message.
• Select “OK”

Double-click on Security icon to change your GroupWise password

• Select the “Password” tab:
• Change your password
o Type the old password in the “old password” field (mygwpwd)
o Select <tab>
o Type the new password in the “new password” field
o Select <tab>
o Re-type the new password in the “confirm new password” field
o Your GroupWise password never expires

How to Create Folders to organize your email

o Right-click on your Cabinet folder
o Select New Folder
o Select Personal Folder
o Name your folder
o Select a location in your cabinet for your folder
o Select Finish
o To set the sort options: You can select any of the folder headers (ie. Date/Subject) and they will sort ascending to descending.  You can also right click on these headers and sort your folder accordingly.

How to send and receive Messages

• How to create a new message, you can do one of the following:
o Select the New Mail icon
o File Menu, New & Mail
o <Ctrl> + M

• How to set the send options for a message, for example, high priority, reply requested, etc.
o Select the “Send Options” tab in the new message
o Select the appropriate items that pertain to your message

• How to Spell Check a message, you can do one of the following:
o Select the Spell Check icon
o Tool Menu & Spell Check
o <Ctrl> + F1

• How to attach a file to a message, you can do one of the following:
o Select the Attach a File (small paperclip) icon
o File Menu, Attachments, Attach File
o <Ctrl> + L

• How to view an attachment in a message
o Single-click on the message to appear in the GroupWise viewer
• This does not launch the application and can be very useful if you are concerned the attachment may contain a virus. 
o Double-click on the message to open the application that the attachment is associated with
o Drag the attachment to your desktop or other folder
o Right-click on the attachment
• Select “Save As”
• Select the location where you would like to save the attachment

• How send a message, you can do one of the following:
o Select the Send icon
o Actions menu & Send
o <Alt> + D
o GroupWise will prompt you to add your signature if you setup your signature to “Prompt before adding”

• How to “View properties” of a message, you can do one of the following:
o Right-click the message and Select Properties
o <Alt> + <enter>
o Open the message, Select File menu and Select Properties

• How to Resend a message
o Open the message
o Select Actions
o Select Resend
o Once the message has been resent, you will receive a prompt asking if you want to retract the original message.
o Important Note: No message can be retracted from someone who has read it or if the message is sent to an external email address.

How to manage your Trash

• There is no expiration time on your messages; the expiration date is set to “never expire”. Your message will stay in your account until you delete them and then empty your Trash. 

• If your Trash is set to never expire and you don’t delete these messages on a regular basis, you account could become full and would no longer accept incoming emails. 

• If you have put an item in the Trash, you can open the folder and drag the item back into your mailbox or into another folder in your account.

• It is important to manage your mailbox and empty items out of Trash, otherwise your mailbox could run out of space.  The lower right-hand corner of your screen tells you your mailbox size.

How to use Contacts (Address Book)

Very Important:  It is very important to maintain your Contacts Address Book.  All email address whether they are correct and incorrect will be listed in this Address Book.  If you get an undeliverable error message when sending an email, check to make sure the email address is correct in the Frequent Contacts Address Book.

• How to add an Address Book item:
o Click on Contacts
o Click on New Contact
o Complete information, OK

• How to Update an Address Book item:
o Click on Contacts
o Double click on the entry that you want to update
o Make changes, OK

• How to delete an Address Book item:
o Click on Contacts
o Right click on the entry that you want to delete
o Select Delete

How to use Calendar for Appointments

An “appointment” lets you invite people to and schedule locations for meetings or events. You can schedule the date, time, and location for the meeting. Make sure to invite yourself to the appointment, otherwise it will not appear in your own calendar.

You can use “posted appointment” to schedule personal events such as a doctor’s appointment, a reminder to make a phone call at a certain time, and so forth.  Posted appointments appear only in your Calendar not in your mailbox.

How to use Tasks

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.

How to use Reminder Notes

A reminder note appears on a specific date on your own or another person's calendar. You can use reminder notes to help yourself or others remember deadlines, holidays, days off, and so forth. Posted reminder notes are useful for remembering birthdays, vacations, paydays, and so forth.

How to use Rules

How to setup a Vacation rule:
o Go to the Tools menu
o Select Rules
o Select New
o Type in the rule name, this rule will be called “Vacation”
o When event is
 Select “New Item”
o And items are
 Select “Received”
o Item types
 Select “Mail”
o Select Define conditions button
o Enter “Delivered” in the first drop-down menu
o Select “On”
o Select “Today”
o Select “End”
o Select “OK”
o Select the Add action button
o Select “Reply”
o Select “Reply to sender”
o Enter the Subject line should be Vacation Auto Reply
o In the Message field
 Copy and paste your vacation auto-reply from Openet
o Select “OK”
o Select “Save”
o Ensure there is a checkmark in the box next to the rule name
 If not, single-click on the box next to the rule name so there is a checkmark next to the rule name.
o This checkmark must be on or the rule is not turned on.
o Select “Close”

How to turn on your Vacation rule next time you go on vacation:
o Go to the Tools menu
o Select Rules
o Double-click on your Vacation rule
o Select the Add action button
o Select “Reply”
o Select “Reply to sender”
o Enter the Subject line should be Vacation Auto Reply
o Copy and paste your vacation auto-reply from ECOM
o Select “OK”
o Select “Save”
o Single-click on the box next to your Vacation rule, a checkmark will appear
o Select “Close”
o Your rule is now turned on

How to setup an auto-reply (i.e. I will respond within 2 days) rule:
o Go to the Tools menu
o Select Rules
o Select New
o Type in the rule name; use something that is applicable to you.
o When event is
 Select “New Item”
o And items are
 Select “Received”
o Item types
 Select “Mail”
o Select Define conditions button
o Enter “Delivered” in the first drop-down menu
o Select “On”
o Select “Today”
o Select “End”
o Select “OK”
o Select the Add action button
o Select “Reply”
o Select “Reply to sender”
o Enter the Subject line should be Auto Reply
o In the Message field
 Type the applicable information
o Select “OK”
o Select “Save”
o Ensure there is a checkmark in the box next to the rule name
 If not, single-click on the box next to the rule name so there is a checkmark next to the rule name.
 This checkmark must be on or the rule is not turned on.
o Select “Close”

How to turn on a rule:
o Go to the Tools menu
o Select Rules
o Single-click on the box next to the applicable rule, a checkmark will appear
o Select “Close”
o Your rule is now turned on

How to turn off a rule:
o Go to the Tools menu
o Select Rules
o Single-click on the box next to the applicable rule, the checkmark will disappear
o Select “Close”
o Your rule is now turned off