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ITS Training

GroupWise 8 QuickStart on the Mac

Table ​of Contents


 

Introduction
Objectives
Logging on to GroupWise
The GroupWise window
Navigating GroupWise

Outgoing Mail
Getting started
Who's this From?
Where's this going?
Search for names
Non-GroupWise addresses
Attach a file
Complete the e-mail
Advanced exercises

The GroupWise Address Book
Types of books
Adding books
Adding contacts
Adding groups

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

 

Get Organized
Create a filing system
File messages
Deleting mail

Navigating Through the Calendar
Access the calendar
Standard views
Navigate with arrows
Show/hide options

 

Posting To Your Calendar
Create a posted Appointment
Create a posted Task
Create a posted Reminder
Advanced exercise

Print the Calendar

Introduction


Objectives

  • Log on to the GroupWise system.

  • Send, read, and organize e-mail

  • Manage contacts

  • Basic calendar navigation and use.

Logging on to GroupWise

When you open up GroupWise you'll be prompted for a password. This is the same as your Novell password, also called you Wildcat password.

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

The GroupWise window

After logging on, the following window will display:

Main mailbox window

The sections of the window are as follows:

Title Bar across the top that reads Novel GroupWise - Mailbox

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 parenthesis.

Right pane - List of messages, with Sender (From), Subject , and Date displayed

Status bar at bottom

As with all OS-X programs, the menu bar at the top of the screen (not seen in above screen shot) 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

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.

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Outgoing Mail


Getting started

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

The Mail To dialog box displays.

Mail To dialog box

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 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, do not use their “@cwu.edu” address. Messages addressed that way leave GroupWise then come back in. You should still give those 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.

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 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.

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.

Advanced exercises

Open up a Mail To window and select the Send Options tab. From here you can make your message a higher priority, request a reply or even have GroupWise notify you when the person has opened your message.

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The GroupWise Address Book


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.

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.

The Novell GroupWise Address Book is a system address book and contains all CWU staff and students.

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 New button on the toolbar and select Contact from the list that appears.

New Contact window

  • Fill in the fields as necessary and click OK.

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

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 New button on the toolbar and select Group from the list that appears.

New group window

  • 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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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 (busy, out of office, etc.).

  • 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.

Mail window with attachments

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

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, then open it.

Opening an attachment directly from GroupWise opens the file in a shell program which may experience problems if you continue to work within it.

To save an attachment, either drag and drop it onto the desktop or,

  • 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.

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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/help-groupwise-mac

To create your own filing system:

  • Click on the Cabinet folder.

  • Click on File, New, Folder.

  • Choose Personal folder in the window that appears, then click Next.

The Create Personal Folder dialog box displays.

Create a personal folder window

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 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.

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 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:

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

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

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Navigating Through the Calendar


Access the calendar

  • Click on the Calendar “folder” on the list of folders in the left pane of the GroupWise window OR use the Calendar tab at the top.

By default, a Day View of the current day displays.

Day view of the calendar

Standard views

Day view only shows one day's appointments, notes, and tasks. If you want to view more than one day,

  • Click on any of the view buttons View buttons across the top.view buttons

Day, Week, and Month view display appointments, notes and tasks.

Navigate with arrows

Scroll ahead (or behind) using the Nav buttons buttons on the toolbar. Clicking on the left-hand arrow next to the number 1 (7, 31, 365) will move you behind one day (week, month, year). Clicking on the right-hand arrow next to the number 1 (7, 31, 365) will move you ahead one day (week, month, year).

When you are ready to return to the current day,

  • Click the Today (sunshine) button.

Show/hide options

Use the Appointments, Reminder Notes, and Tasks buttons across the top of the calendar to display or hide Appointments, Tasks, and Notes. If you are in Week view, you can also add or delete columns (days).

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Posting To Your Calendar


Create a posted Appointment

To create an appointment for your calendar only, you can use the Posted Appointment dialog box.

  • Go to the date you wish to post the appointment to.

  • Double-click on the appointment grid in Day or Week view. For Month view, right-click (Control + click) and select Posted Appointment.

Posted appointment window

  • Enter the Subject - description of appointment, subject of meeting.

  • Enter the Place - shows up in parenthesis if the box is big enough or as a screen tip. Can be printed.

  • Type in the Start date - defaults to date selected on calendar.

If you're appointment is going to last all day,

  • Check the box for All Day Event.

Otherwise,

  • Type in the time - defaults to time selected on calendar.

OR

The Time Input dialog box displays.

Time input window

The top arrow points to the start time, and the lower arrow the end time.

  • Click and drag on the arrows to show the length of the appointment.

  • Click OK.

The Duration of the meeting appears in the Posted Appointment dialog box.

  • Click on the Post button to add it to your calendar.

The Posted Appointment appears on your calendar on the date and time you selected.

Create a posted Task

This is your “To Do” list. Tasks can be displayed in Day, Week, or Month View.

The dialog box has Subject, Start date, and Message fields, as in appointments, but not Time, Place, or Duration. It also has Priority and Due on fields.

Each task will continue to display on Task list until the box is checked completed. If the current date is past the Due on date, the task appears in red on the Task list.

To create a Posted Task:

  • Double-click anywhere in the task pane in Week, Day or Month view.

The Posted Task dialog box displays.

Posted task

  • Fill in the appropriate fields.

  • Click on the Post button.

The Task posts on the calendar based on the Start Date entered.

Create a posted Reminder

A Reminder is like a yellow “sticky.” It can be displayed in Day, Week, or Month View. It only has Subject, Start Date, and Message fields and will only appear on the day entered in Start Date.

To create a Reminder,

  • Double-click in the Reminder pane in Day or Week view.

The Posted Reminder dialog box displays.

Posted reminder

Fill in the appropriate information.

  • Click on the Post button.

Advanced exercise

You can send Tasks, Reminders and Appointments to others just like you do e-mails.

  • Click on File, New, Task, Reminder or Appointment (depending on which you want to send).

  • Fill out the appropriate fields and Send.

Print the Calendar


  • Click on File, Print, Print Calendar.

The Printing Calendar dialog box displays.

There are three tabs in the Print Calendar window: Form, Content, and Options.

Printing calendar

The addressee will receive your Note, Task or appointment just like an e-mail only they'll have the option of Accepting (posting to their calendar) or Declining (goes to their Trash).

On the Form tab, select the layout and view. There are many built-in formats for popular day planners.

On the Content tab, select the time period and the amount of detail.

The Options tab includes headers and footers.

ALWAYS preview the calendar before printing!

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