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ITS Training

GroupWise 12 Email on the web

Table of Contents

Introduction
Objectives
Why GW web?
Log in options
The menu
Navigation bar
Main toolbar
Contextual toolbar
Folder list

Outgoing Mail
Create mail
Name completion
Search for a name
Enter the text
Attach a file
Send options
Complete the message & send

Managing Contacts
Accessing address books
Search for names
Add contacts
Add groups

E-mail Options
Draft messages
Check the status of a Sent Item
Composing in HTML

Other Mail Types
While you were out
Meetings
Tasks and Notes

Incoming E-mail
Reading messages
Handling attachments
Forward options
Personalizing

Get Organized!
Manage folders
File messages
Deleting mail

Introduction


Objectives

  • Log in to GroupWise on the web.

  • Navigate through the different parts of GroupWise on the web.

  • Send and receive e-mail.

  • Manage contacts in the address book.

  • Organize e-mail.

Why GW web?

Not on campus or don't have the GroupWise client? No problem! When you are away from the school, either at home or on the road, you can access your GroupWise e-mail and calendar via the web.

Log in options

There are various locations throughout the CWU web site that have GroupWise links. You can also access the site directly by typing in: https://gwweb.cwu.edu.

Tip: Create a bookmark in your browser, or make the GroupWise page your home page to access the page quickly.

Once at the log in screen,

  • Type in your Wildcat username and password to login.

Login window

Note: The radio options for private vs. public have to do with how soon the system will time you out with the public computer having a shorter interval. Mobile device users can also click on the Options button and select Basic Interface for limited but functional access. Once logged in, the screen looks similar to the following:

Main mailbox window

The menu

Menu commands at the top of the screen are browser commands, not GroupWise commands. Some newer browsers will not even have a menu displayed.

Navigation bar

Just below your browser's menu bar is a dark strip (see above picture) that displays the following:

  • Novell GroupWise

  • Tabs for switching between your Mailbox, Calendar, and Contacts

  • Logout - always use this link rather than just close your browser window so you get properly logged out of the system.

  • The gear icon is where you can access the tools for GroupWise on the web such as - set password, create rules, manage proxy accounts, tweak your Send Options, create/edit your Signature block, etc.

Main toolbar

The main toolbar stays fairly consistent no matter what tab you're on (Mailbox, Calendar, and Contacts). The toolbar below it changes significantly depending on what screen you are on (contextual).

The first button on the left of the main toolbar is where you can create “new” items such as a new mail message. If you're on the Contacts tab, you can create new contacts/groups, etc. from this same drop-down list.

Menu

The other buttons on the main toolbar include:

    Appointment - for sending a meeting request to another (or others). Can also access this via the menu as shown above.

    Task - for sending a task to another.

    Reminder Note - for sending a reminder note to another.

    Proxy - to access another account to which you have been given access to.

    Folders - create, delete, move, share folders.

    Find - search GroupWise for messages, contacts.

Contextual toolbar

Above the list of messages is a series of buttons. These buttons will change according to what area you are in. If you are in the Mailbox section, the following buttons display:

    Update arrow: If you are logged in with the basic interface or don't want to wait for the
    auto-update feature of the High interface, you can update your account (i.e. save posted
    items, check for new mail) here.

    Delete: moves the selected item(s) to the Trash folder.

    Accept: accepts selected Meeting, Task, or Reminder.

    Decline : declines selected Meeting, Task, or Reminder.

    Complete: marks selected Task as Complete.

    Mark Unread: marks the selected message(s) unread.

    Mark Read: marks the selected message (s) as read.

    Categories: applies a category color to the selected item(s).

If you are in the Calendar section, the following display

    Update: same function as in email.

    Today: brings you back to the current date

    Arrows: left arrow to move behind a Day, Week, Month (depending on what view you are in) or right arrow to move ahead.

    Toggle buttons to show/hide appointments, notes, and/or tasks.

    Print View: for viewing and printing your calendar.

If you are in the Contacts section, the following display

    Copy: copy the selected contact(s) to another address book.

    Move: move the selected contact(s) to another address book.

    Delete: deletes the selected contact(s)

    Group: for creating a group mailing list.

Folder list

All of the folders that you have in the client (local) version also appear here.

The folder list can be collapsed and expanded with the arrows next to the folder name.

  • Clicking on either the Calendar or Frequent Contacts folder in the left pane will switch to the view to the corresponding tab.

A folder titled “Unopened Items” is available through this web access only. It displays only those items which have yet to be opened.

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Outgoing Mail


Create mail

  • Make sure the Mail tab is selected.

  • Click on the Mail button in the contextual toolbar. The following window displays.

New mail

Name completion

Just start typing in the name of a contact in any of the address fields (To, CC, BC) and if that name is in any of your address books, it will fill in for you automatically.

Note: It is possible to disable this feature under Tools, Options, and the General tab. If the contact is not in any of your address books, you can type their e-mail address directly into the To, BC, or CC field.

Search for a name

From within your email message,

  • Click on the Address button in the toolbar. The Address Selector window displays.

Address selector

Type in either a first or a last name and click Find at the end of the field. GroupWise will search all available address books and display a list of results.

  • Locate the name in the results displayed and double-click on it to have it show on the right.

Note: You can click in the box next to the name and select To, CC, or BC to have the name be put in one of those fields. The default action is to have the name appear in the To field.

  • Click OK to return to the email message.

Enter the text

After you have selected your recipients,

  • Enter a subject for the message, then type in the text of the message in the field below.

As you type, you may notice red squiggly lines appearing underneath your words. This is a spellcheck feature similar to that used in other programs. Also, you may notice a “Saving” text message flash at the top of the email window. This is an auto-save feature of GroupWise that you can use should it crash while you are composing a message. If that happens, the next time you open GroupWise, you will be prompted whether or not you would like to continue working on the message.

Attach a file

To attach a file,

  • Click on the Attach button just below the Subject line of the mail message window. A Choose File to Upload window appears (name slightly different on a Mac).

Attach a file

Navigate to the file you want to attach and click on it to select it.

  • Click on Open. An indicator bar will appear to show the upload/attach progress.

Upload progress

  • Repeat if necessary to attach another file.

Send options

If you want any special options for sending your message,

  • Click on the Send Options tab.

 

Send options

Here you can pick Classification, Priority, request a reply, or set up Return Notification. Note: Notify is a feature of the client (local) version of GroupWise only. When logged into a campus computer, the Notify window appears when you have new mail or upcoming appointments. If you want Return Notification and plan to continue using GroupWise on the web, use the Mail Receipt option instead.

Complete the message & send

When you are satisfied with the message,

  • Click on the Send button.

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Managing Contacts


Accessing address books

  • Click on the Contacts tab in the navigation bar.

Contacts


The list of all books you have access to appear in the left pane. You have access to the following books:

  • Frequent Contacts which gets built as you use it,

  • Novell GroupWise Address Book which contains all CWU staff and students,

  • a book with your name on it, and

  • any other personal books that you have created or that have been shared with you. If you click on a book in the left pane, the contents display in the right pane.

Search for names

To search for a contact, you must first select the book you want to search.

  • Click on a book in the left pane.

  • Type in all or part of the name in the Show names that start with.. field

Tip: the more complete the name you type in, the faster the search results will be.

Add contacts

With Contacts displayed,

  • 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 Contacts window.

  • Click on the Contact button.

New contact

  • Fill in at least the required fields indicated by the red star.

  • Click Save and Close.

Add groups

With the Contacts tab displayed,

  • Click on the drop-down arrow on the Contact button and choose Group.

New group

Pick which personal address book you want the group saved to.

  • Give your group a name.

  • Click on the Address Selector to locate the names of the people you want to add to your group in the same way you did when addressing an e-mail in the steps above.

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E-mail Options


Draft messages

If you've starting composing a message and need to wait before sending it,

  • Click on the Save button.

A window appears where you can select where to save the message.

  • Check the radio button next to the folder where you want to save your message. The default is to save in the Work In Progress folder.

  • Cancel your message window.

To return to your draft,

  • Click on the folder where you had saved the message.

  • Double-click on it to open.

  • Make the necessary changes/additions and Send.

Check the status of a Sent Item

  • Click on the Sent Items folder.

  • Double-click to open the message.

  • Click on the Properties tab.

The basic properties of the message will display. You can see when the message was delivered, and, if sent internally to a GroupWise user, opened/replied/deleted.

Composing in HTML

When you open a new Mail Message window, you'll see an HTML button that toggles the HTML toolbar on and off.

HTML toolbar

This new toolbar provides new formatting options for GroupWise on the web – HTML. You can jazz up your messages with different fonts, colors, pictures, etc. without the need to know HTML code.

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Other Mail 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 the black drop down menu on the Mail button and select Phone.

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 the black drop down menu on the Mail button and select Appointment, or just click the Appointment button on the toolbar.

New appointment

  • Fill in the appropriate fields and click Send.

Tasks and Notes

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

  • Open the Mail menu (click the black arrow on the Mail button) and select either Task or Note from the list or click the appropriate button on the toolbar.

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

  • Fill in the appropriate fields and then click Send.

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Incoming E-mail


Reading messages

  • Double-click on the e-mail you want to read. The mail message window displays.

Read an email

The window has a series of buttons across the top in order from left to right:

    The X closes the window.

    The arrows cycle through to the next message or back to the previous message.

    Reply to the original sender.

    Reply All goes to everyone the original message was sent to.

    Forward either inline or as an attachment.

    Move the message to a folder.

    Mark the message as unread.

    Delete the message.

    Print View to print the current message.

The last two buttons provide a toggle to switch between plain text and html mode.

Handling attachments

If the incoming message has an attachment, information about the attachment will display below the Subject field. The name of the file and the size in bytes display.

View - displays the file in a separate window. Some formatting may be lost. You cannot modify the file.

  • Place a check mark in the box next to the attachment and then click Download.

Your browser window will display a dialog box asking if you want to do with the file (Open, Save, Cancel, etc). You can now open the file as you would any other. The default location for the download process is the Downloads folder (same for Mac and PC).

Forward options

From the original e-mail message,

  • Click on the Forward button.

A pop down menu appears with options for an inline Forward or Forward as Attachment. An inline forward means the original message will appear below whatever you type in during your forward process. To forward as an attachment, the original message will be packaged up like any other attachment. See the screen shot below.

Forward as attachment

The text of the forwarded message is represented by a Envelope icon below the Subject field.

Personalizing

Unless the sender marks the e-mail as a different priority, all incoming e-mails will look the same. If you read a message and decide you want to distinguish it from other items in your mailbox, you can specify a category to color code it. To categorize the message,

  • Click on the Categories button in the toolbar.

  • Select from the list that appears or create your own.

Categories button


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Get Organized!


Manage folders

To add, delete or share any of your personal folders,

  • Click on the Folders button on the toolbar.

Manage folders

The first tab is where you can add a folder and position it where you want.

  • Give your new folder a name in the first field.

  • Check the radio button in the position you want the new folder.

  • Click on the Add Folder button at the bottom.

The second tab is where you delete folders.

  • Click on the folder you want to delete.

A warning window appears asking you to confirm your desire to delete the folder.

  • Click Yes to confirm.

The Share tab is where you can designate a folder be shared.

  • Click on a folder you wish to share.

  • Browse for the user and click OK.

Share folder

  • Assign the rights you want this person (s) to have.

  • Click Save.

  • Close the window when done.

A message will be sent to the user, notifying them of their new access. The last tab in the manage folders window allows you to rename the folder.

File messages

If the message window is open,

  • Click on the Move button at the top of the window.

Move message

You can expand and collapse the list as necessary using the arrows to the left of the folder names.

  • Click on the destination folder.

The window will close and the message will be moved. You may need to Update the screen.

If the message window is closed,

  • Drag and drop the message to the desired folder.

Deleting mail

  • Click on the message to select it then click on the Delete button on the toolbar or drag and drop the message to the Trash.

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Page last updated 01/29/13. Send questions or comments to training@cwu.edu.