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ITS Training

GroupWise 12 Email on the PC

Table of Contents


 

Introduction
Objectives
Logging on
The GroupWise window
Navigating GroupWise
GroupWise notify

Create an E-mail Message
Getting started
Who’s this from?
Where’s this going?
Search for names
Non-GroupWise addresses 
Attach a file
Send options
Complete the e-mail

 

Managing Contacts
Types of books
Adding books
Adding contacts
Adding groups
Finding in GroupWise

E-mail Options
E-mail in HTML 
Compose with Word 
Check delivery status 
Re-send an e-mail
Draft messages

 

Other Message Types
While you were out
Meetings
Tasks and Notes
SMS

Incoming E-mail
Reading messages
Meeting invitations
Reply options
Forward options
Handling attachments
Personalize an incoming e-mail

Get Organized
Create a filing system
File messages
Deleting mail

Introduction


Objectives

  • Log on to the GroupWise system.

  • Send and read e-mail.

  • Manage contacts.

  • Organize e-mail.

Logging on

When you open up GroupWise for the first time, you may get prompted for a password. This is the same as your Novell password, also called your Wildcat password.

For more information on your Wildcat password, check out: www.cwu.edu/its-training/changing-your-wildcat-password

The GroupWise window

After logging on, the GroupWise window will display.

Main GroupWise window

Title Bar across the top – GroupWise – Mailbox (what comes after the hyphen changes according to what folder you have selected).

Menu Bar – File through Help

Nav Bar – allows for quick access to your most commonly used folders such as Mailbox and Calendar. Can be customized.

Tool Bar – most buttons can be added or removed as needed.

Left pane – Folders, with number of unread messages in parentheses.

Right pane – displays the contents of the folder selected in the left pane.

Status bar at bottom – displays current action such as the number of items selected.

Navigating GroupWise

There are often several ways to do the same task be it through a menu, toolbar button, right-click menu, etc. To view folder contents (i.e. Mailbox folder), click on the icon in the left pane and the right pane will change to that display. You can also use the Nav bar at the top to display folder contents.

GroupWise notify

This program runs in conjunction with GroupWise. It will pop up and let you know when you have an incoming email and/or upcoming appointments. 

Notify window

GroupWise Notify will alert you when you have new mail messages or an upcoming appointment. This window will keep popping up until you either read the message or clear it from the Notify window.

To bring up the Notify window,

  • Click its icon in the taskbar.

Note: If you don’t have any incoming notifications or alarms (for appointments), your Notify icon will appear to be a blue/green box. If you do have notifications, a white envelope will appear on top of it.

Status bar icon

When you click on this icon the following window will appear,

Notify list

If you wish to stop receiving the notification window for all current messages or alarms in the Notification window, click on the Clear All button.

Note: The Delete button will actually delete the message from your mailbox.

Create an E-mail Message


Getting started

  • Click on File, New, Mail, or the New Mail button on the toolbar.

The Mail To dialog box displays.

Mail to window

Who’s this from?

Your name is automatically filled in the From field. If you have another account or write abilities to a proxy account, you can click on the drop down arrow on the From button to send mail from that account.

Where’s this going?

You don’t need to remember the e-mail addresses of all the people to whom you want to send messages.

As you use GroupWise, it will “remember” the names of the people to whom you send mail regularly.  You will be able to just start typing their names in the To: field of the e-mail window and GroupWise will fill in their names for you automatically. You can also look up names in the GroupWise Address book.

With the cursor in the To field,

  • Click on the Address button.

The Address Selector dialog box displays

Address Selector

The Address Selector is a simplified version of the system Address Book.

By default, the first book to display is the Novell GroupWise Address Book. This book contains everyone on all CWU campuses; faculty, staff, and students.

To view a different book,

  • Click on the drop-down arrow in the Look in field.

A list of address books displays.

When you click on a different book on that list, the contents of that book will then display in the left pane below.

In addition to the Novell GroupWise Address Book, you will also have the following:

Your personal Address Book  – additional names, or groups which you create.
Frequent Contacts – GroupWise builds this list as you send messages.
Any other books that you create.

Search for names

The best way to select the addresses you need:

  • Click in the Look for field.
  • Start typing the last name of the person, if your book is sorted by last name, or the first name if it is sorted by first name.

As you type, GroupWise scrolls to display the closest match, until the name you want displays. As soon as you can see the name you want, even if it is not highlighted,

  • Click on it to select it.
  • Click on the To button to include that name on the list of primary recipients.
  • Click on the CC button to include that name on the list of Carbon Copy recipients.  All recipients can see the names of all CC: recipients.
  • Click on the BC button to include that name on the list of Blind Copy recipients.  A Blind Copy recipient can only be seen by that recipient and the sender.

Once you have built your recipient list,

  • Click OK.

The names you selected display in the appropriate fields in the Mail To dialog box.

Non-GroupWise addresses

To send an e-mail to an off-campus user,

  • Type their e-mail address in the To box of the message window.

Tip:  You can also add non-GroupWise addresses to any personal address book.

When sending mail to CWU users, it is better to address it with their username (internal addressing) rather than using the internet address of “@cwu.edu” (external addressing).  Messages addressed externally leave GroupWise then come back in but you won’t be able to track them.  You should still give those external addresses to colleagues off campus; the GroupWise Post Office will direct those messages to you.

Attach a file

If you need to attach a file,

  • Click on the paper clip button on the toolbar.

The Attach File dialog box displays.

Attach a file

  • Find the file you want to attach, click on the file name to select it, and then click OK.  (You can select multiple files with Ctrl+click.)

An icon will appear in the attach pane at the bottom of the Mail To dialog box for each file you attach.  The icon represents the application in which the attachment was created.

Send options

For advanced sending options such as return notification,

  • Click on the Send Options tab in the Mail To window.

Send options

There are three buttons on the left side of the Send Options tab: General, Status Tracking, and Security.

Options on the General tab include prioritizing a message (High, Standard, or Low); classifying a message (Normal, Confidential, etc.); requesting a reply; and delaying delivery.

The Status Tracking tab is where you can setup options for Return Notification such as Notify, Mail receipt or both.

The Security tab has options that are largely unused.

Complete the e-mail

  • Type in a Subject – this will appear in the right pane of the recipient’s Mailbox window.
  • Type in the Text of the message.
  • Click on the Send button to send the e-mail.

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Managing Contacts


Types of books

When addressing an e-mail, you use the Address Selector which is accessible directly from the Mail window by clicking on the Address button on the toolbar. Many other functions are available from this window as well but for all address book functions, you need to access the system Address Book.

  • Click on Tools, Address Book.

System address book

The list of all books you have access to appear on the left. When you click on one of these, the contents appear in the right-hand pane.

There are two system books: the Novell GroupWise Address Book which contains all CWU staff and students, and the Novell LDAP (Lightweight Directory Access Protocol) Address Book which can contain GroupWise addresses from other institutions.

You also have access to personal books. In the beginning, this will be Frequent Contacts and the book with your name on it. You can create other books as necessary.

Adding books

To add another personal book,

  • Click on File, New Book.
  • Give your book a name and click OK.

This book can now be used to store any addresses or groups that you want.

Adding contacts

  • Select the book where you want the contact information to be saved in by clicking on its name in the left-hand pane of the Address Book window.
  • Click on the drop down arrow on the New button on the toolbar and select Contact from the list.

New contact

  • Fill in the fields as necessary.
  • Click the drop-down arrow on the Save button and select Save & Close.

Note: You can have more than one e-mail address per person.

Tip: On the Details tab are fields for Birthday and Anniversary dates. If you fill these out, GroupWise will mark them on your calendar for you.

Adding groups

  • Select the book where you want the group to be saved in by clicking on its name in the left-hand pane of the Address Book window.
  • Click on the drop down arrow on the New button on the toolbar and select Group from the list.

New group

On the Details tab,

  • Give your group a Name.
  • Type in any Comments you want to help describe your group.
  • Click on the Members button.

The Select Group Members dialog box displays. This box is similar to the Address Selector window.

  • Locate the names of the users you want for your group in the same way you did when addressing an e-mail in the steps above.

Non-GroupWise addresses can be added in a group but first need to be added as a single contact in a personal book.

Once your list is complete,

  • Click OK.

Now you can just type in this group name in the To field of an e-mail or select it from the Address Selector.

Finding in GroupWise

You can access your personal address books either from the Contacts tab on the Nav bar or the Frequent Contacts folder in the left pane of the window.

Frequent contacts

Note: You can change the view to “address cards” by clicking on the View menu, then Display Settings, and finally selecting the Address Cards option. The above screen shot is displayed by Details so may differ from yours.

To edit a contact,

  • Double-click on the contact name to display a similar page as the following.

Contact details

If you put in a birthday or an anniversary for a contact on the Details tab, that information will show up in your calendar.

If you want to quickly find a contact, use the Find Contacts  button on the toolbar.

Find contacts button

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E-mail Options


E-mail in HTML

The default way to compose and read e-mail in GroupWise is Plain Text. If you want to jazz up your e-mail with additional formatting options (i.e. font color, background pictures/color, etc.) you can compose your message in HTML.

To compose an e-mail in HTML,

  • Open a Mail To window.
  • Click on View, HTML or click on the HTML button on the toolbar.

HTML option

Composing a message in HTML allows you to choose different font styles and colors, add bulleted lists, change the paragraph indentation and alignment, add horizontal rules to separate sections of your message, put in a hyperlink to a web site or e-mail address, add pictures by themselves or as background images, and change the background color.

Compose with Word

Another way to compose your e-mail is to use Word.

To enable this feature,

  • Click on Tools, Options, and go the Editors/Viewers tab.

The default setting is for GroupWise to compose messages as seen below.

Environment

  • Check the radio option for using Word then click OK.

Note: This does NOT create Word documents when composing e-mail. It merely uses the functionality of Word to compose the message. Your recipients will not need Word to read any messages you’ve composed.

Check delivery status

You can check to see if a message has been delivered and opened.

  • Click on the Sent Items folder in the left pane of the GroupWise window.
  • Click on the message you want to check.
  • Click on File, Properties, then the Properties tab if necessary.

Basic sent properties

Note in the top right corner is a drop-down menu to toggle between the different display options.

Advanced Properties which has the most information and is helpful in tracking internal messages (external messages will display “transferred” in the Action column).

Basic Properties which just lists the recipients in alphabetical order and the action taken.

And the new Simplified Properties which is similar to the Basic view but groups the list of recipients by action.

If you sent the message to a recipient who is not using GroupWise, the message will be “Transferred”.  This indicates that it was sent outside the GroupWise system.  You cannot tell if that recipient has opened the message.

Re-send an e-mail

  • Click on the Sent Items folder.
  • Click on the item you want to re-send.
  • Click on Actions, Resend.

The message displays in a Mail To dialog box.

  • Make the necessary changes, and then click Send.

The following dialog box displays:

Retract message

To save the original message as it was, click on No.

To delete the original message from your mailbox AND the recipients’ mailboxes if they have not opened it, click on Yes.  However, this may cause confusion if the recipient has seen the item in their mailbox but has not yet opened it.  Use discretion with this option.

Draft messages

You can work on an e-mail, save it, then return later and complete it.

In the Mail To dialog box,

  • Click on File, Save Draft.

The Folders dialog box displays.

Folders

  • Click on the Work in Progress folder if necessary (or choose a different folder if you want), then click OK.
  • Close the message window, or click on Cancel.

When you are ready to finish and send the message,

  • Click on the Work in Progress folder in the left pane of the GroupWise window.
  • Double-click on the message you want to complete.
  • Make any changes you want.
  • Click the Send button.

The message disappears from the Work in Progress folder and is sent to the recipient.

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Other Message Types


While you were​ out

GroupWise has a special e-mail form called a Phone Message that you can send instead of a standard mail message.

  • Click on File, New, Phone Message.

The Phone To dialog box displays.

Phone message

  • Fill out the form as you would the paper version and click Send.

Meetings

When you want to schedule an appointment with someone, you send them an appointment e-mail.

  • Click on File, New, Appointment.

The Appointment To: window displays. Your name is automatically included in the To field.

  • Fill in the appropriate fields and click Send.

Tasks and Notes

If you want to send a Task or a Reminder Note to another person that will post on their calendar (after they Accept it),

  • Click on File, New, and select either Task or Reminder Note from the list.

Both windows look similar to the e-mail message window.

  • Fill in the appropriate fields, and then click Send.

SMS

If you enter in a cellular carrier for a contact’s mobile phone field in the Contact Details area, you can then send them text messages directly from GroupWise.

Carrier information

There is an SMS section on the Summary tab of the contact details. Clicking on the number in the SMS field will bring up a window to type in your message.

Send SMS

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Incoming E-mail


Reading messages

All new mail will appear as an unopened envelope with bolded text next to it. The color of the envelope depends on the priority: red for high, white for standard and grey for low priority.

  • Double-click on the bolded text to open the e-mail.

Meeting invitations

A different type of e-mail is called a “Meeting”. The picture next to the text will appear as a little clock. Open the message as you would a standard e-mail. The difference here is you’ll have two new buttons at the top of the dialog box - Accept and Decline.

To accept the meeting,

  • Click on the drop down arrow next to the Accept button.
  • Choose the display options for the appointment.
  • Click OK.

The e-mail disappears from your mailbox and posts to your calendar.

To Decline,

  • Click on the drop down arrow next to the Decline button to display the different options.

Decline simply deletes the message.

Decline with options gives you the chance to enter comments that the sender can see if they view the properties of the appointment they sent.

Reply options

In the mail message window, there are two buttons: Reply and Reply All. Reply just sends a reply to the original sender but Reply All also includes everyone the original message went to. The original message will be included in your reply unless you highlight it and delete it.

Forward options

In the mail message window, the Forward button has two options.

  • Click the drop down button on the Forward button:

Forward options

Forward as Attachment sends the message as an icon in the attachments pane.

Forward includes the original message in the message pane of the new message so it is visible right away.

Handling attachments 

If you get an e-mail with an attachment, you’ll know right away because you’ll see the icons in the lower portion of the mail message window.

Handling attachments

The message itself also comes through as an attachment if it was sent in HTML format.

You can either save an attachment or work with it directly. If you work with the attachment, it stays within the original GroupWise message.

To save an attachment,

  • Right-click on the attachment to bring up the shortcut menu.
  • Select Save As from the list.
  • Navigate to the drive and folder where you want to save the file.
  • Click the Save button.

To work with an attachment,

  • Double-click on the attachment icon. If the attachment was created with a known program that you have installed on your computer, the file will open automatically; otherwise you will be prompted for what program to use.
  • Make your changes and save from within the program. If you don’t specify where to save, GroupWise will save the file back in the original email window.

GroupWise creates a copy of the file, with your changes, and names it “Modified copy of…” and puts in alongside the original attachment within the e-mail.

Personalize an incoming e-mail

Unless the sender marks the e-mail as a different priority, all incoming e-mails will look the same. If you read the e-mail and decide you want to distinguish it from other items in your mailbox, you can change the subject line, specify a category, add a note and/or attach a contact with that message.

To change the Subject line of an incoming message,

  • From the message window, click on the Personalize tab.

In the My Subject field

  • Type in a new subject for the e-mail.

To categorize the message,

  • Click on the button next to the Category field.
  • Select from the list as available or create your own.

Categories can be customized as necessary.

You can type in a Note in the appropriate field. This is only viewable by you. An attachment icon appears on the message once you’ve added a note.

If you add a Contact to the e-mail, that message is then associated with that contact and will be seen if you view the contact’s history.

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Get Organized


Create a filing system

The more messages you have in your Mailbox folder, the slower GroupWise will perform.  You should limit the number of items in the Mailbox to around 100.

You can move messages out of the Mailbox and organize them in folders in the Cabinet.  This will help speed up GroupWise performance.

Please note: at CWU we have an e-mail retention policy of one year. That means if you want to save anything past one year, you will need to archive it. Moving messages to your Cabinet does NOT save it in the archives. For archiving instructions, please visit: www.cwu.edu/its-training/help-groupwise-pc

To create your own filing system:

  • Click on the Cabinet folder, then click on the File menu, New, Folder.

The Create Personal Folder dialog box displays.

Create personal folder

  • Leave Personal Folder selected.
  • Click the Next button.

The following dialog box displays:

Name folder

  • Type the name for the new folder in the Name field.
  • Use the Up, Down, Right, and Left buttons to place the folder where you want it on the list of folders.
  • Click Next when ready.

In the next window that displays, you can customize the how items are shown in your new folder, but it is not necessary.

  • Click the Finish button when done.

File messages

To file a message into a folder from the Mailbox window,

  • Click and drag the message to the appropriate folder.

Deleting mail

From the main Mailbox window,

  • Click on the message to select it.
  • Tap the Delete key on the keyboard.

 

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Page last updated  04/01/13. Send questions or comments to training@cwu.edu.