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ITS Training

GroupWise 8 Email on the Mac

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
Address books
Adding contacts
Adding groups

E-mail Options
E-mail in HTML
Check delivery status
Re-send an e-mail
Save an e-mail, then send it later
Complete a previously saved message

Other Mail Types
While you were out
Meetings
Tasks and Notes

Incoming E-mail
Reading messages
Meeting invitations
Reply options
Forward options
Handling attachments
Personalizing

Get Organized!
Create a filing system
File messages
Move/edit folders
Deleting mail
Undelete mail

 

Introduction


Objectives

  • Log on to the GroupWise system.

  • Send and receive e-mail.

  • Manage contacts.

  • Organize e-mail.

Logging on

If the GroupWise client is installed on your Mac, you can access it either through a desktop alias, an icon on the dock, or through the Applications menu.

When the program opens, you'll be prompted for a password. This is your Wildcat password and is the same one you use to log into the Wildcat connection and Safari.

For more information on your Wildcat password, check out http://www.cwu.edu/its/student-password-change

The GroupWise window

After logging on, the GroupWise window will display.

Main GroupWise window

Title Bar across the top that reads Novell GroupWise - Mailbox.

Nav Bar - New in GroupWise 8, 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 - List of messages, with From, Subject, and Date displayed.

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

As with all OS-X programs, the menu bar at the top will change according to the program running. In this case, the Apple menu is first, followed by the GroupWise menu, then File through Help.

Navigating GroupWise

  • Click on any of the folders in the left pane to view their contents in the right pane.

There are often several ways to perform a task such as composing an e-mail. You can use a button on the toolbar, go through the menu, use shortcut keys (not available for all tasks) or shortcut menus brought up with either a right-click (if your mouse has that option) or a Control + click.

GroupWise Notify

New for GroupWise 8 is an add-on program called Notify. It's a pop-up window that appears whenever you get an incoming message or have an alert for an upcoming meeting.

Incoming mail message

This window will keep popping up until you either read the message or clear (with the Clear button) the alert from the Notify window.

Caution: the Delete button deletes the message or appointment from GroupWise.

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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. However, when you first get started, you may need to 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 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 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 Attach button (paperclip) 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, then click Open.

An icon will appear in the Attach field 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 button 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 the Subject and Message of the e-mail.

  • Click on the Send button to send the e-mail.

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Managing Contacts


Address 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.

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.

You should have access to the following: the Novell GroupWise Address Book which contains all CWU staff and students; Frequent Contacts which gets built as you use it and a book with your name on it. You can create other books as necessary.

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 next to the New button on the toolbar and select Contact from the list.

New contact

  • Fill in the fields as necessary and click OK.

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

Adding groups

  • Open the system address book from the main GroupWise window.

  • 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 next to the New button on the toolbar and select Group from the list.

New group

  • 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.

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E-mail Options


E-mail in HTML

If you want to jazz up your e-mail a little with HTML, you don't need to know any code.

Just below the Subject field is the HTML toolbar.

Toolbar for coding

Use the buttons on this toolbar to change your font type, size, and/or color, as well as using the standard bold, italic, and underline functions.

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.

  • Double-click on the message you want to open it.

  • Click on the Properties button.

Properties window

In the center of the box, by each recipient's name, it will list “Delivered”, “Opened”, and/or “Deleted”. If there is nothing listed, the recipient has not yet opened the message.

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 message appears:

Resend

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 when selecting this option.

Save an e-mail, then send it later

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.

  • Choose which folder you want to save it in (i.e. Work in Progress) and click OK.

  • Click Cancel or close the Mail To dialog box.

Complete a previously saved 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 draft disappears from the Work in Progress folder.

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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 File, New, New Phone.

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.

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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 grayfor low priority.

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 next to 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.

Message with attachments

The message itself also comes through as an attachment.

Although it is possible to double-click on an attachment to open it, we recommend you save it to either a network drive or your local drive first, and then open it.

To save an attachment,

  • Click on File, Save As.

  • Click on the file name and choose where to save the file (i.e. desktop) and Save.

Personalizing

When you open an e-mail, note the new Personalize tab. On this tab you can do the following:

Change the Subject line. Ever gotten an e-mail with a cryptic subject line or one otherwise “un-descriptive”? Type in your own in the field provided.

The My Notes field provides a space for you to jot down any notes/comments you have about that e-mail.

Categories are new in GroupWise 8 for the Mac. Use them to color code your messages and calendar items.

Personalize tab

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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: http://www.cwu.edu/its-training/groupwise-help-pages

To create your own filing system:

  • Click on the Cabinet folder to select it. This will ensure your new folder gets filed in the Cabinet.

  • Click on File, 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:

Create personal folder next

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.

When finished,

  • Click the Finish button.

File messages

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

  • Click and drag the message to the appropriate folder.

Move/edit folders

To re-arrange your folder list:

  • Click on Edit, Folders.

Edit folders

  • Click on the appropriate option to re-position the folder on the list.

Deleting mail

From the main Mailbox window,

  • Click on the message to select it.

  • Tap the Delete key on the keyboard.

With the message open,

  • Click on the trash can button on the toolbar.

Clicking on the drop down arrow next to the delete button on the toolbar results in two options for deleting the message:

Delete sends the message to the Trash folder. It will be emptied from the trash in a few days. This is the default action.

Delete and empty deletes the message immediately, without sending it to the Trash folder first.

Undelete mail

When you delete a message, it first goes to the Trash folder. This folder is emptied automatically every few days.

If you want to “undelete” a message,

  • Click on the Trash folder.

  • Click on the message you want, and drag it to any other folder in the mailbox window.

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Page last updated 01/18/13. Send questions or comments to training@cwu.edu.