GroupWise Address Books for the Macintosh
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Table of Contents
GroupWise Address Books
To view the Address Book,
- Click on the Address Book button on the
toolbar
OR
- Click on Tools, Address Book.
The left pane of the window displays a list of the address books you
have access to which include the following:
- The GroupWise Address Book contains the e-mail addresses
of all faculty, staff, and students on all CWU campuses.
- The Frequent Contacts book is built as you use GroupWise.
This system book allows for faster searching and addressing of messages.
- Your personal Address Book where you can store any additional names,
or groups that you create.
- Any other books that you create.
The right pane of the window will display the contents of the book you
select in the left pane. This is similar to using the column view in OSX.
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.
For a single Contact, the following window appears:
If the Contact 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. the System Address Book
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:
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
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.
The names you selected display in the appropriate
fields in the Compose Mail: dialog box.
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Creating and sharing personal books
You can create your own address books to use in GroupWise.
To create a new address book,
- Click on the Address Book button on the
toolbar.
The Address Book dialog box displays.
The Create New Address Book dialog
box displays.
- Type in a name for the new book.
- Click OK.
New in the GroupWise upgrade for the Mac is the ability to share address
books.
NOTE: Due to a quirk in the first release of GroupWise
6.5, when you “share” a book with someone else, they will be
notified that they have access but no new book actually appears in their
address book. We expect this problem will be cleared up with the first
service pack release.
To share a personal address book,
- Control-click on the book name in the left pane of the window
that you want to share and select Sharing...
A Properties dialog box displays
for the address book.
- Click on the Shared with radio button.
- Type in each name in the Name field, or use the Address
book button at the end of the Name field to look them 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 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 appropriate radio button
in the Access area at the bottom for the access rights
you want to assign to each person.
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,
A message will be sent to each person. They can Accept or Decline the
new address book.
When someone shares an address book with you, GroupWise sends a message
to you to let you know.
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.
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Add names to an address book
Note: The only names you need to add to your personal
address books are those who are not part of the CWU campus. Also, you
cannot add names to the system (Novell) address book.
To add a name to one of your personal address books,
- Open the Address Book.
- Click on the name of the address book in the left pane to
select it.
- Click on the drop down arrow next to the New
button on the toolbar and select Contact from the list.
The New Contact: dialog box appears.
- 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 in the system address book.
When you reply to a message from an off-campus e-mail address, that address
is automatically added to your Frequent Contacts address book.
You can also save the address directly from the mail message to Frequent
Contacts, then copy that entry to another personal address book.
To save an e-mail address from an incoming message,
- Control-click on the text that displays who the message is
From.
- Select Add to Frequent Contacts from the short-cut
menu that appears.
A New Contact: dialog box appears
with (Frequent Contacts) in the title bar.
You can add any additional information that you want.
If the e-mail is not one you are going to use frequently, you may want
to copy it over to a personal address book and delete it out of Frequent
Contacts.
To copy an address from Frequent Contacts (or any personal book) to another
book:
- Select the address you want to work with.
- Click on Edit, Copy To...
on the menu.
- Choose the name of one of your personal address books.
- Click OK.
The address copies to the personal address book you
selected.
Note: If you copy a contact entry from one personal
book to another, then edit the information, that information is updated
in all books.
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Groups
A Group is list of e-mail addresses for people to whom you regularly
send the same messages.
This group can be edited as necessary.
You can create groups in your personal GroupWise address book(s).
Groups came be made up of both GroupWise and non-GroupWise users, both
on and off campus.
- Click on the Address button on the GroupWise
toolbar.
The Address Book dialog box displays.
- Click on the drop down arrow next to the New
button on the toolbar and select Group from the list.
The New Group: dialog box displays.
- Type in a name for the group in the Name field at
the top.
- 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.
- Select the GroupWise Address Book in the Look
in field at the top.
- Start typing the last name of the person - the list below will scroll
to display the closest match.
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.
Note: Any non-GroupWise users that you want to add to
a group must first be entered in any personal address book.
- Select the personal address book where the non-GroupWise user(s) is
listed in the Look In field at the top of the window.
- 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.
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.
- Click on the name of the group in the right pane of the window.
- Click on Edit, Edit...
- Click on the name on the list.
- Tap the Delete key on the keyboard.
- Click on the Members button
- Locate and select the new name as you did in the steps above.
- Click OK to save the changes.
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.
- Click on the Delete button on the toolbar.
You will be prompted to confirm this action.
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Page last updated 08/14/06. Send questions or comments
to ITS Training.
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