GroupWise E-mail on the Mac
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Table of Contents
Introduction
- 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 OSX 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.
Your GroupWise password is separate from your Novell password.
If you do not remember your GroupWise password, call the CSS Help Desk
at x2001 to get a new one. You must know your existing password to be
able to change it.
- Click on GroupWise, Preferences.
The Options dialog box appears.
- Click the Security button on the left side
of the window.
- Click on the Change Password button.
- In the Old password field, type your existing password.
- In the New password field, type your new password.
- In the Confirm new password field, type it a second
time.
- Click OK.
- Close the Options dialog box.
Tip: GroupWise will never prompt you to change your
password. At CWU, by order of the university auditor, you are prompted
to every 90 days to change your Novell password. When you change one,
change the other to make them the same.
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Create an E-mail message
- Click on File, New, Mail
or use the New Mail button on the toolbar.
The Compose Mail dialog box displays.
Your name is automatically filled in as the sender in the From:
field.
You don't need to remember the e-mail addresses of all the people to
whom you want to send a message. 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 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 GroupWise Address Book, you will also have the following:
- Your personal Address Book (with your name on the tab) which could
include additional names, or groups which you create.
- Frequent Contacts which GroupWise builds 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 Compose Mail 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, only their user name is necessary. Messages addressed that way
leave GroupWise, then come back. You should still give the full address
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 button.
The Attach File dialog box displays.
- Find the file you want to attach, click on the file name
to select it, then click OK.
An icon will appear in the Attach: field of the Compose
Mail dialog box. The icon represents the application in
which the attachment was created.
Hint: Because there are several versions of software
packages in use on campus, and they all handle attachments differently,
it is useful to state the name of the program used to create the attachment
in the message itself.
If you want to call attention to your message in the recipient's mailbox:
- Click on the Send Options tab in the Compose
Mail window.
- Click on High under Priority.
When the message appears in the Mailbox window, the envelope icon will
be red.
If you want to receive a receipt that indicates the recipient opened
your GroupWise message,
- Click on the Send Options tab in the Compose
Mail window.
In the Return Notification section, you have a choice
of receiving notification when the message is opened and/or when it is
deleted.
The types of notification you can choose from are:
Notify: A little box that pops
up on your screen, but is only displayed for a few seconds, (only available
on a PC)
Mail Receipt: Delivered to your
mailbox and can be saved,
and Notify & Mail which will do both.
- Click on the type of receipt you want, then click
the Mail tab to return to the message window.
Note: You will not receive Return Notification for messages
sent to non-GroupWise addresses.
- 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.
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E-mail Options
The default way to compose and read e-mail in GroupWise is Plain Text.
New in GroupWise 6.5 for the Mac is the ability to read and compose mail
in HTML.
If you want to jazz up your e-mail with additional formatting options
(i.e. font color, font style, horizontal lines, hyperlinks, etc.) you
can compose your message in HTML.
To compose an e-mail in HTML,
- Open a Compose Mail window.
- Click on View, HTML or
click on the HTML button on the toolbar.
Composing a message in HTML allows you to choose different font styles
and colors, change the paragraph indentation and alignment, add horizontal
rules to separate sections of your message, and put in a hyperlink to
a web site or e-mail address.
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 check.
- 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 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 the 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 Compose Mail dialog
box.
- Make the necessary changes, and click Send.
A dialog box will display asking if you want to retract the original
item. To save the original message as it was, click on No.
To delete the original message from your mailbox AND the recipient's
mailbox 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 before selecting
this option.
You can work on an e-mail, save it, then return later and complete it.
In the Compose Mail dialog box, with the message displayed,
- Click on File, Save Draft.
The message is saved in your Work in Progress
folder.
- Close the message window, or click on Cancel.
- Click on the Work in Progress folder.
- Double-click on the message you want to complete.
- Make any changes, and click the Send button.
The message disappears from the Work in Progress folder
and is sent to the recipient.
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Other E-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 Compose Phone dialog box displays.
- Fill in the form as you would a paper form 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 Compose Appointment window displays.
Your name is automatically included in the To: field.
- Fill in the appropriate fields and click Send.
For more on Meetings, please see Creating Appointments under GroupWise
Calendar for the Mac.
If you want to send a Task or 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 click Send.
For more information on Tasks and Notes, please see the Create Tasks
and Reminder Notes section under GroupWise
Calendar for the Mac.
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Incoming E-mail
In the mail message window, the Reply button at the
top of the window has several options.
- Click the drop down button next to the Reply
button:
These options are the same as those in the standard reply dialog box,
but here they are listed separately.
In the mail message window, the Forward button has two
options.
- Click the drop down button next to the Forward
button:
The Forward options display.
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.
To save an attachment,
- Click on the attachment to select it.
A message displays to let you know that the attachments can only be viewed
with an external application.
In the Current directory field at the bottom,
- Navigate to the drive and folder where you want to save the file
- Click the Save button.
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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 in the left pane of the
GroupWise window to select it.
- Click on File, New, Folder.
The New Folder dialog box displays.
- Enter a name for your new folder at the top.
- Leave the Personal Folder option button selected.
- Click the OK button.
The new folder appears in your Cabinet.
To file a message,
- Click and drag it to the appropriate folder from
the main GroupWise window.
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 Delete 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 08/14/06. Send questions or comments to ITS Training.
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