GroupWise 8
Quick Start
for the PC
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Table of Contents
Introduction
- Log on to the GroupWise system.
- Send, read, and organize e-mail
- Manage contacts
- Basic calendar navigation and use.
When you open up GroupWise for the first time, you may get 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/changepassword.html
After logging on, the GroupWise window will display. The first item to appear will be the CWU Intranet (except in labs).
Title Bar across the top - GroupWise-CWU Intranet (what comes after the hyphen changes according to what folder you have selected).
Menu Bar - File through Help
Nav Bar - New since GroupWise 7, 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 parentheses.
Right pane - displays the contents of the folder selected in the left pane.
Status bar at bottom - displays current action such as the number of items selected.
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 Email
- 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. 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.
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. You can also look up names in the GroupWise Address book.
With the cursor in the Tofield,
- 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 infield.
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 forfield .
- 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 BCbutton 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, it is better to address it with their username (internal addressing) rather than using the internet address of “@cwu.edu”(external addressing). Messages addressed externally leave GroupWise then come back in but you won't be able to track them. You should still give those external 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 button.
The Attach File dialog box displays.
- Find the file you want to attach, click on the file name to select it, and then click OK. (You can select multiple files with Ctrl-click.)
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.
- 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.
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 delay the delivery.
Compose your email with MS Word. Setup through Tools, Options, Environment, Editors/Viewers tab. Note the options for composing your email with other programs (depending on what you have installed). This does not send a Word document, only uses the program for formatting your email.
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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.
There are two system books: the Novell GroupWise Address Book which contains all CWU staff and students, and the Novell LDAP (Lightweight Directory Access Protocol) Address Book which can contain GroupWise addresses from other institutions.
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.
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.
- Click the drop-down arrow next to the Save button and select Save & Close.
Note: You can have more than one e-mail address per person.
- 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.
On the Details tab,
- 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.
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Incoming Email
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.
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.
- 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.
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.
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 if it was sent in HTML format.
You can either save an attachment or work with it directly. If you work with the attachment, it stays within the original GroupWise message.
To save an attachment,
- 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.
To work with an attachment,
- Right-click on the attachment icon and select either Edit (will open the default program for that file type) or Edit With (choose which program to open the file with).
The attachment opens in the appropriate program.
- Make your changes and save from within the program.
GroupWise creates a copy of the file, with your changes, and names it “Modified copy of...” and puts in alongside the original attachment within the e-mail.
Open up an e-mail and change it to an Appointment with Edit, Change To. You can change any e-mail to an appointment, note, or task, and vice versa.
Note also the options under the Personalize tab for changing the Subject line, adding your own personal notes, and/or assigning a Category.
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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.
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/~itstraining/GWHelpPages/gwonpc.html
To create your own filing system:
- Click on the Cabinet folder.
- Click on File, New, Folder.
The Create Personal Folder dialog box displays.
- Leave Personal Folder selected.
- Click the Nextbutton.
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.
In the next window that displays, you can customize the how items are shown in your new folder, 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.
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
 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.
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Navigating Through 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 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
 across the top.
Day, Week, and Month view display appointments, notes and tasks.
Multi-User view displays those calendars to which you have access to via proxy side-by-side.
Other views are available. To display your calendar as a Notebook or Day Planner for example,
- Click on the Window, Calendar, and choose a different view from the list.
Use the black arrows to the left of the view buttons to scroll ahead or behind. How far you move depends on what view you are in. For example, if you are in Day view and click on the left arrow, you will move a day behind. If you are in Week view and click the right arrow, you will move a week ahead.
If you know the specific date you want to go to,
- Click on View, Go To Date
- Click on the date you want to go to or type it in the field at the bottom.
- Click OK.
When you are ready to return to the current day,
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
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, Week or Month view.
- 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
- Click on the clock button at the end of the Duration field.
The Time Input dialog box displays.
The top arrow (green) points to the start time, and the lower arrow (red) 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 Busy button and select an option for how the appointment will display (i.e. Busy, Out of Office, Tentative, etc.).
- Enter any additional information you need to describe the appointment in the Message field.
This information can also be printed when you print the calendar.
- 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.
This is your “To Do” list. Tasks can be displayed in Day, Week, or Month View.
The dialog box has Subject, Startdate, 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.
- Fill in the appropriate fields.
- Click on the Post button.
The Task posts on the calendar based on the Start Date entered.
A Reminder Note 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 Note,
- Double-click in the reminder pane in Day or Week view.
The Posted Reminder Note dialog box displays.
- Fill in the appropriate information.
- Click on the Post button.
You can send Tasks, Reminder Notes and Appointments to others just like you do e-mails.
- Click on File, New, Task, Note or Meeting (depending on which you want to send).
- Fill out the appropriate fields and Send.
The addressee will receive your Note, Task or appointment (Meeting) just like an e-mail only they'll have the option of Accepting (posting to their calendar) or Declining (goes to their Trash).
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Printing the Calendar
- Click on File, Print, Print Calendar.
The Print Calendar dialog box displays.
There are three tabs in the Print Calendar window: Form, Content, and Options.
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 08/14/09. Send questions or comments to ITS Training.
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