GroupWise 7.0 For the PC
Organizing Your Address Books
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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
- Clic 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 Novell GroupWise Address Book contains the e-mail addresses of all faculty, staff, and students on all CWU campuses.
The Novell LDAP (Lightweight Directory Access Protocol) Address Book provides access to address books on the web. This feature is not currently available.
Frequent Contacts which is built as you use GroupWise. This system book allows for faster searching and addressing of messages.
A personal address book where you can store any additional names, or groups that you create.
Any other books that you create.
- Click on the plus sign next to a book to display the groups available in that book.
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 Explorer function in Windows.
By default, the Novell Address Book is sorted by last name, then first name.
To change the sort order,
- Open the Address Book.
- Click on View, Name Format.
- Choose how you want the names sorted and which books your choice should be applied to, then click OK.
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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, if your book is sorted by last name, or the first name if it is sorted by first name.
Note: You can also click on the drop down arrow next the Match field and select a different option for searching.
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 Mail To dialog box.
For faster searching of names you can use the  button to filter for Contacts, Groups, or Resources.
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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 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.
You can share a personal address book with other users.
To share a personal address book,
- Click on the book in the left pane of the Address Book window to select it.
- Click on File, Sharing.
A Properties dialog box displays for the address book.
On the Sharing tab, you can enter the names of the people with whom you want to share this address book.
- Click on the Shared with radio button.
- Type in the name in the Name field, or use the address button at the end of the Name field to look it 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 Share list.
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 radio buttons in the Access section to assign the rights you want each person to have.
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 dialog box displays which explains that all those to whom you have given access to your address book will receive a message. The proposed text of the message is also displayed. You can edit this message if necessary.
A message will be sent to each person. They can Accept or Decline the new address book.
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Add Contacts to the Address Book
Note: The only contacts you need to add to your personal address books are those who are not part of the CWU campus. Also, you cannot add contacts to the system (Novell) address book.
To add a contact to one of your personal address books,
- Open the Address Book.
- In the left pane of the window, click on the name of the book where you want your contact stored.
- Click on the New button on the toolbar and select Contact from the window that appears.
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.
When you reply to a message from an off-campus e-mail address, that address is automatically added to your Frequent Contacts address book (see Maintain Frequent Contact section below).
You can also save the address directly from the mail message to any personal address book.
To save an e-mail address from an incoming message,
- Open the e-mail.
- Right-click on the name in the From field.
- Choose which book to use.
A new contact window appears with the e-mail field filled out.
- Add whatever additional information you want and click OK.
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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.
- Open the Address Book.
- Click on the New button on the toolbar and select Group from the window that appears.
The New Group dialog box displays.
On the Details tab,
Type in a name for the group.
- Enter any comments you may want in the Comments area.
- In the Members section, click on the Add button.
The Select Group Members dialog box displays. This box is similar to the Address Selector window.
(continued from steps above)
- Select the Novell GroupWise Address Book in the Look in book field at the top.
- 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 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.
(continued from steps above)
Note: Any non-GroupWise users that you want to add to a group must first be entered in any personal address book. There is a New Contact button in the Select Group Members dialog box that opens the New Contact window from there. Once that step is completed, you can continue the steps below.
- Select the personal address book where the non-GroupWise user(s) is listed.
- 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 (left pane).
- Click on the name of the group in the right pane of the window.
- Click on Edit, Edit.
- Click on the Details tab of the group window to display the group.
To delete a name,
- Click on the name on the list and either tap the Delete key or click the Remove button.
To add a name,
- 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.
- Tap the Delete key on the keyboard.
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Maintain Frequent Contacts
The default action is to store names automatically. This means that every time you reply to or forward an incoming e-mail, that name gets saved in your Frequent Contacts address book.
It's a good idea to go through periodically and get rid of contacts you don't need anymore.
You can view your Frequent Contacts address book by date of last contact and/or reference count (how many times you've used that address) to help you quickly sort through those addresses you want to keep, and those you want to get rid of.
- Open the main GroupWise Address Book.
- Click on the Frequent Contacts book in the left pane.
The contents of your Frequent Contents address book display in the right pane of the window.
To add the Last Reference and Reference Count columns so we can see when the last time contact was made with that address and how many times we made contact,
- Click on Edit , Columns, and select More Columns.
- In the left pane, scroll until you locate the Last Reference option, then click on the Add button.
- Locate the Reference Count option and add that as well.
- Click OK.
The two new columns are now showing in the right pane of the window. You may need to scroll to the right a bit to see them.
To make the sorting process easier, you may want to temporarily get rid of all columns except the Name, E-mail address, and then the two new Last Reference, and Reference columns. You can do this by clicking and dragging them off of the column header (as soon as you release the mouse button, the box will disappear).
To sort by Last Reference,
- Click on Edit, Columns, Sort.
- Locate the Last Reference option and select the Sort all Ascending radio button.
- Click OK.
Now all of your contacts are in order by date with the most recent at the bottom.
- Select the contacts you want to get rid of and tap the delete key on your keyboard.
Tip: Do a multiple select by clicking on the first contact, scrolling down to the last one, press the Shift key and click on the last one - that will highlight the whole block. Using the Ctrl key instead of the Shift key will allow you to select non-adjacent contacts.
To sort by Reference Count,
- Click on Edit, Columns, Sort.
- In the Sort window that appears, locate Reference Count and click on it.
- Click on Sort all Ascending then click OK.
Now all of your contacts are sorted by how often you e-mail them. See tip above for selecting multiple contacts to delete.
You can also set up GroupWise to automatically clean out old addresses.
From the main GroupWise window,
- Click on Tools, Address Book (or click on the Address Book button on the toolbar).
- Click on the Frequent Contacts address book in the left pane of the window to select it then click on File, Properties.
- Click on the Options tab.
At the bottom of this screen is the option to Delete addresses not referenced within time period and you can set the time period to whatever you want.
After you've adjusted your time period,
- Click the Delete Now button.
All old contacts are removed.
- Click OK to close the window.
Tip: If you leave the Delete addresses box checked, then GroupWise will automatically delete any old contacts in the future for you so you won't have to come back and click the Delete Now button.
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Page last updated 03/09/07. Send questions or comments
to ITS Training.
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