GroupWise 7 E-mail
For the Mac
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Table of Contents
Introduction
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.
Once opened, the GroupWise window contains:
Title Bar across the top - Novell GroupWise - Mailbox
Tool Bar
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
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.
- 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 on the PC offers an extra application called GroupWise Notify that alerts users when a new e-mail has arrived or when they have an upcoming appointment. Although GroupWise Notify is not currently available for the Mac, it's helpful to be aware how your e-mail to PC users is being handled.
Create an E-mail Message
- Click on File, New, Mail, or the New Mail button on the toolbar.
The Mail To dialog box displays.
Your name is automatically filled in the From field.
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.
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.
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.
The list of names scrolls to the one you typed.
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 Mail To dialog box.
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.
If you need to attach a file,
- Click on the Attach a file button ([paperclip) on the toolbar.
The Attach File dialog box displays.
- 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.
If you want to call attention to your message in the recipient's mailbox:
- Click on the Send Options button in the Mail To window.
When the message appears in the recipient's Mailbox window, the envelope icon will be red.
If you want to receive a notification e-mail that indicates the recipient opened your GroupWise message,
- Click on the Send Options button in the Mail To dialog box.
In the Return Notification section at the bottom of the window, you have a choice of receiving notification when the message is opened and/or when it is deleted.
Note: You will not receive Return Notification for messages sent to non-GroupWise addresses.
- Type in the Subject and Message of the e-mail.
- Click on the Send button to send the e-mail.
Incoming E-mail
In the mail message window, the Reply button at the top of the window has several options.
You can also click on the drop-down arrow on then the Reply button to get the same options in a list format.
In the mail message window, the Forward button has two options.
- Click the drop down button next to the Forward button.
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.
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.
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, 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,
- Click on File, Save As.
- Click on the file name and choose where to save the file (i.e. desktop) and Save.
The GroupWise Address Book
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.
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.
- 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.
- Fill in the fields as necessary and click OK.
Note: You can have more than one e-mail address per person.
- 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.
- 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,
Now you can just type in this group name in the To field of an e-mail or select it from the Address Selector.
E-mail Options
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. 
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.
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.
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.
- 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.
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.
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.
- 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 message disappears from the Work in Progress folder.
Other Mail Types
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, Phone.
The Phone To dialog box displays.
- Fill out the form as you would the paper version and click Send.
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.
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.
Get Organized!
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.
To create your own filing system:
- Click on Cabinet.
- Click on File, New, Folder .
The Create Personal Folder dialog box displays.
- Leave Personal Folder selected.
- Click the Next button.
The following dialog box displays:
- 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.
You can customize the display of the items in your new folder with the options in this box, but it is not necessary.
When finished,
To file a message into a folder from the Mailbox window,
- Click and drag the message to the appropriate folder.
To re-arrange your folder list:
- Click on the appropriate option to re-position the folder on the list.
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.
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 02/07/07. Send questions or comments to ITS Training.
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