ITS Tech Tips: GroupWise Tips

GroupWise Applets

In an effort to reduce the amount of spam on campus, ITS put together the campus Intranet and linked it with GroupWise so it will be the first thing PC users will see when they open up their accounts on campus. This was done using an “applet” or mini application.

The new screen looks like the following:

To switch between the Intranet and your other folders (Mailbox, Calendar, etc.), just click on the respective folder icon in the left pane of the window.

Note: If your folder list does not appear in the left pane of the window, click on View, and select Folder list from the menu.

Four other applets have been applied to GroupWise:

1. Mailbox Cleanup
2. Mailbox Statistics
3. Quick Send
4. Delete Attachments

Note: You can not run these applets from a proxy account - only from the account you are logged into.

Mailbox Cleanup

Quickly deletes or moves items (e-mail or calendar postings) in a given date range.

To run Mailbox Cleanup,

• Click on the Mailbox Cleanup button on the toolbar or click on the Applets menu, Run ..., Mailbox Cleanup.

• Select the Action you want to perform (i.e. delete or move to a folder)
• Select which Item types you want to act on (i.e. mail, appointments, etc)
• Select where the items are going to be (Item source).
• Give it a date range.
• Click Next.

GroupWise will search through your account for the items you specified and prompt you when the job is complete.

Mailbox Statistics

If you want to see how many e-mails (or appointments) you receive and send for a specified period, GroupWise will create a text report for you using the Mailbox Statistics applet.

To run this report,

• Click on the Mailbox Statistics button on the toolbar or click on the Applets menu, Run..., Mailbox Statistics.

• Choose the date range you wish your report to show.
• Click Next.

The following window is a sample report.

Quick Send

If you regularly send e-mail to a large list of non-GroupWise users and don't want to have to add their names to the GroupWise address book first, you can use the new Quick Send feature which will send out an e-mail to each recipient e-mail address stored in a flat text file. This is especially handy if you already have names in another e-mail program - you'll just need to convert that address book to a text format first.

To use the Quick Send feature,

• Make sure your address list is in a plain text format (using Notepad works).
• Open a Compose Mail window in GroupWise.
• Fill out the Subject and Message fields as necessary.
• Save your message as a draft in the Work in Progress folder (or another folder of your choosing). This step may seem unnecessary but GroupWise will prompt you to do it anyway.
• Open the message from the Work in Progress folder.
• Click on the Quick Send button on the toolbar (you may have to click on the double-arrows on the right-hand side of the toolbar to display the button).
• Locate the text file where your addresses are stored and click Open.

You'll be notified that your e-mail is being sent to however many addresses you had listed.

• Click OK.

A window will appear that shows exactly which addresses the e-mail went out to. These names will also appear in your Sent Items folder.

The original message will stay in your Work in Progress folder (or wherever you saved it) to be used again in the future. Just remember to save any changes you made before you click on the Quick Send button again.

Delete Attachments

Usually when we get an e-mail with an attachment, we save the attachment to either our local drive or one of the network drives. If you want to save the text of the e-mail but get rid of the attachment (since it's saved elsewhere), you now can get rid of the attachment with the click of a button.

To delete an attachment from an e-mail,

• Click on the e-mail to select it.
• Click on the Delete Attachment button on the toolbar or select it from the Applets menu.

• Click on the Delete button.

The attachment is removed from the selected message(s).

You can perform this operation on multiple messages at once.

Page last updated 08/14/06. Send questions or comments to ITS Training.