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GroupWise 8 Address Books On the Mac

Table of ​Contents


 

Introduction
Objectives
Access the address book
Name format
Get the details

Address Selector vs. System Address Book
Addressing e-mails
Search for names

Creating & Sharing Personal Books
Create a new address book
Share an address book
Accessing a shared address book

Add Contacts To The Address Book
Add a contact from scratch
Save from incoming e-mail

Groups
What is a group?
Create a new group
Add GroupWise users to the group
Add non-GroupWise users to the group
Edit a group
Delete a group

Frequent Contacts
How names get stored
Manual cleanup

Introduction


Ob​jectives

  • Access and navigate the system Address book and the Address Selector.

  • Create/share address books.

  • Create/edit contacts and groups.

  • Maintain Frequent Contacts.

Access the address book

To view the Address Book,

  • Click on Tools, Address Book.

The Address Book appears.

Address Book

The left pane of the window displays a list of the address books you have access to which include the following:

The Novell GroupWise Address Book contains the e-mail addresses of all faculty, staff, and students on all CWU campuses.

Frequent Contacts is built as you use GroupWise. This system book allows for faster searching and addressing of messages.

A personal address book where you can store any additional names or groups that you create.

Any other books that you create.

You can click on a book in the left pane to have the contents display in the right pane.

Name format

By default, the Novell GroupWise Address Book is sorted by last name, then first name.

To change the sort order for any of your personal address books,

  • Open the Address Book.

  • Click on View, Name Format.

Display Name Format

Choose how you want the names sorted and which books your choice should be applied to, and then click OK.

Get the details

To view more information about a contact or a group,

  • Click on the name of the contact or group in the right pane of the window.

  • Click on the Details button on the toolbar.

If the contact or group name you selected is located in a personal address book, you can make changes to the fields as necessary. You cannot make changes to any entry in the system (Novell) address book.

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Address Selector vs. System Address Book


Addressing e-mails

Addressing an e-mail has been sped up a bit by simplifying the way one searches the address book.

When you are composing an e-mail and want to search for a name in the address book, clicking on the Address button in that window brings up the following, simplified version of the system address book called the Address Selector:

Address Selector

Search for names

The best way to select the addresses you need:

  • Select the book you want to search with the drop down arrow in the Look in field at the top.

  • 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 will 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 selected names display in the appropriate fields in the Mail To dialog box.

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Creating & Sharing Personal Books


Create a new address book

You can create your own address books to use in GroupWise. People will often do this because they want to share a group and the only way to do that is to share the book the group is located. This way you can have a dedicated book just for sharing.

To create a new address book,

  • Open the Address Book (Tools, Address Book).

  • Click on File, New Book.

The Create New Address Book dialog box displays.

Create New Address Book

Type in a name for the new book.

  • Click OK.

Share an address book

You can share a personal address book with other users.

To share a personal address book,

  • Click on the book in the left pane of the Address Book window to select it.

  • Right-click on the book and select Sharing from the shortcut menu that appears.

A Properties dialog box displays for the address book.

Book properties

  • Click on the Shared with radio button.

  • Type in the name in the Name field, or use the address button at the end of the Name field to look it up in the Address Book Selector.

Once the name you want is displayed in the name field,

  • Click on the Add User button.

The name is added to the share list below.

Once you have built the list of people with whom you want to share the address book,

  • Click on each name, then click on the radio buttons in the Access section to assign the rights you want each person to have.

With Read only access, others can use the address book, but not make changes to it.

With All access, they can add, delete, and change entries.

When you have determined all of the access rights,

  • Click on OK.

A message is then sent to each person. They can Accept or Decline (these buttons will be available in the e-mail toolbar) the new address book. If they accept it, the book will appear in the list with all of the other books to which they have access. See below.

Accessing a shared address book

When someone shares an address book with you, GroupWise sends a message to you to let you know.

Install Shared Address Book

When you click on the Accept button, the e-mail message disappears from you inbox and the new book is “installed” in your address book.

You can search for and select contacts and groups from the new shared book just as you would any other book.

Add Contacts To The Address Book


Add a contact from scratch

Note: The only contacts you need to add to your personal address books are those who are not part of the CWU campus. Also, you cannot add contacts to the system (Novell) address book.

To add a contact to one of your personal address books,

  • Click on Tools, Address Book.

In the left pane of the window, click on the name of the book where you want your contact stored.

  • Click on the New button on the toolbar and select Contact from the window that appears.

The New Contact dialog box appears.

New Contact window

Type the person's first name in the First name box, and their last name in the Last name box.

GroupWise will create the Display name from the information you enter.

  • Type the person's e-mail address in the E-mail Address box. GroupWise can store additional e-mails for the same person.

  • Type as much additional information for the person as you want, then click OK.

With that person entered in the address book, you can select them as you would any other name.

Save from incoming e-mail

When you reply to a message from an off-campus e-mail address, that address is automatically added to your Frequent Contacts address book (see Maintain Frequent Contact section below).

You can also save the address directly from the mail message to any personal address book.

To save an e-mail address from an incoming message,

  • Open the e-mail.

  • Right-click on the name in the From field.

In the shortcut menu that appears,

  • Go to Add to Address Book and click on the desired personal address book from the list that appears.

Once you've made your selection, a New Contact window will appear where you can add any additional information (only the e-mail address comes through at first).

  • Fill out the fields as necessary and then click OK when done.

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Groups


What is a group?

A group is list of e-mail addresses for people to whom you regularly send messages.

This group can be edited as necessary.

You can create groups in any of your personal GroupWise address book(s).

Groups came be made up of both GroupWise and non-GroupWise users, both on and off campus.

Create a new group

  • Click on Tools, Address Book.

  • Click on the New button on the toolbar and select Group from the window that appears.

The New Group dialog box displays.

New Group

Type in a name for the group.

  • Enter any comments you may want in the Comments area.

  • Click on the Members button.

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

Add GroupWise users to the group

Select the Novell GroupWise Address Book in the Look in field at the top.

  • 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 soon as you see the name you want in the pane below, even if it's not highlighted,

  • Double-click on the name.

The name you selected appears in the right pane of the window.

  • Continue for all GroupWise users.

Add non-GroupWise users to the group

(continued from steps above)

Note: Any non-GroupWise users that you want to add to a group must first be entered in any personal address book. There is a New Contact button in the Select Group Members dialog box that opens the New Contact window from there. Once that step is completed, you can continue the steps below.

  • Select the personal address book where the non-GroupWise user(s) is listed.

  • Search for and select the name(s) as you did for the GroupWise users in the Novell Address Book.

Once the entire list is displayed on the right side of the dialog box,

  • Click OK to return to the New Group window.

  • Click OK to save the group and exit the New Group window.

Edit a group

You may need to delete and/or add names to groups you create.

  • Click on the name of the address book in which you saved the group to select it (left pane).

  • Click on the name of the group in the right pane of the window.

  • Click on Edit, Edit.

To delete a name,

  • Click on the Members button, locate the name on the list in the right pane of the window and then click the Remove button.

To add a name,

  • Click on the Members button.

  • Locate and select the new name as you did in the steps above.

  • Click OK to save the changes.

Delete a group

If you no longer need a group name, you can delete it from the address book.

  • Click on the name of the address book in which you saved the group.

  • In the right pane of the window, click on the name of the group to select it.

  • Tap the Delete key on the keyboard.

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Frequent Contacts


How names get stored

The default action is to store names automatically. This means that every time you reply to or forward an incoming e-mail, that name gets saved in your Frequent Contacts address book.

Its a good idea to go through periodically and get rid of contacts you don’t need any more.

Manual cleanup

One option is to simply scan through the list and delete any entries you know you don’t need. To make this job a little easier you can view your Frequent Contacts by date of last contact and/or reference count (how many times you've used that address) to help you quickly sort through those addresses you want to keep, and those you want to get rid of.

From the main GroupWise window,

  • Click on the Frequent Contacts book in the left pane.

  • Click on File, Properties.

Display properties

On the Display tab,

  • Click the More Display Settings button at the bottom right.

The following window displays.

Select settings

To add the Last Reference and Reference Count columns so we can see when the last time contact was made with that address and how many times we made contact,

  • Click on Edit Columns button.

Select columns

In the left pane,

  • Scroll until you locate the Last Reference option, and then click on the Add button.

  • Locate the Reference Count option and add that as well.

  • Click OK until back in the original GroupWise window.

The two new columns are now showing in the right pane of the window. You may need to scroll to the right a bit to see them.

To make the sorting process easier, you may want to temporarily get rid of all columns except the Name, E-mail address, and then the two new Last Reference and Reference Count columns. You can do this by clicking and dragging them off of the column header (as soon as you release the mouse button, the box will disappear).

Sort the contacts now by one of the new columns you've added.

  • Click on the column header you wish to sort by. You'll see a triangle appear on that column header. A downward triangle indicates a descending sort and an upward triangle indicates an ascending sort.

  • Select the contacts you want to get rid of and tap the Delete key on your keyboard.

Tip: Do a multiple select by clicking on the first contact, scrolling down to the last one, press the Shift key and click on the last one - that will highlight the whole block.

When you are done and want to bring the columns back that you deleted earlier, just right click on the column header line to bring up the shortcut menu with available columns listed.

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Page last updated 01/18/13. Send questions or comments to ITS Training.