BEGINNING GroupWise 7.0

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1 BEGINNING GroupWise 7.0 Distributed by the Administrative Technology User Support Department under the direction of Dr. Russell Clukey, Executive Director, Support Services. Feel free to contact the AT User Support Help Desk any time at with questions. P:/Training/GroupWise/Beginning GroupWise 7.0 Page 1 of 12

2 TO START GROUPWISE: Double click on the GroupWise Icon. The Main Menu will display on your screen. Navigation Bar Click these tabs to quickly access frequently used folders. Main Menu Bar All GroupWise features are available through the menus. Item Context Toolbar Shortcuts to important GroupWise functions for selected items (i.e. Select an appointment and the context bar changes to Reply, Accept, Decline, Delegate, Set Alarm, and Forward. Main Toolbar Shortcuts to commonly used features. See next page for descriptions. QUICK NOTES: The Folder List is located on the left-hand side of the GroupWise window. Mailbox Incoming messages location. Sent Items Display all items you have sent. This is now a permanent folder. Calendar Scheduled Appointments, Tasks, and Reminders. Contacts This folder is used to view, update, delete and add information to the contacts in your address book. Documents Your personal Documents. Checklist Use the checklist folder to keep track of items requiring further action. Work In Progress Allows you to start a message and continue it later. Cabinet Allows you to maintain File Folders to organize GW messages for future reference. Junk Mail Right click items in your mailbox to mark them as junk mail. New messages that you receive from those addresses will now be sent directly to your Junk Mail folder. Trash All deleted items end up in the trash. You may undelete mail back to the original folder (Mailbox, Sent Items, Calendar). Once Trash is emptied, it may never be recovered. Envelope icon An envelope next to any folder indicates you have unopened items in that folder Proxy Access someone else s GroupWise account once access has been given. Item List Contents of selected folder will display here. All new or unread messages will display in bold print. Items sent with specific categories will display in their respective category colors. P:/Training/GroupWise/Beginning GroupWise 7.0 Page 2 of 12

3 UNDERSTANDING YOUR TOOLBAR: The default toolbar places the most commonly used icons within reach. A B C D E F G H I J K L A. Address Book: Open your GroupWise Address Book. B. Item Properties: Display the properties of the selected item. C. Print Calendar: Select to print a copy of your calendar. D. Find in GroupWise: Used to perform a search in GroupWise. E. Create New Mail: Used to create and send a new Mail Message. F. Schedule New Appointment: Used to create a new scheduled Appointment. G. Create New Task: Used to create and send a new Task. H. Create New Document: Used to create a new Document. I. Quick Viewer On or Off: Used to display the GroupWise Quick Viewer in the lower portion of the Main Window. J. Change View: Used to choose the display method for the Items List (Details, Discussion Threads, or Calendar). K. Open Calendar View: Opens a separate Calendar Window. (Please note: This is not your scheduled appointments calendar.) L. Context Bar: This screen print shows the icons of Trash, Reply and Forward on the Context Bar. These will change to the functions for the selected item. For example: If you choose an Appointment in the Item List the icons change to Reply, Accept, Decline, Delegate, Set Alarm and Forward. P:/Training/GroupWise/Beginning GroupWise 7.0 Page 3 of 12

4 TO CREATE NEW MAIL: Click the New Mail icon on the toolbar. The Mail To: screen will display. Spell Check icon. From Drop Down List: This feature allows users to select and send from any of their proxy accounts. Type the recipient s name in the To: field. or Please note: If you begin typing the user s last name in the To: field of any message being sent, names in the address book will begin to appear. You may then use the arrow keys to scroll through similar last names. This is known as the auto-fill feature. Press <Enter> to continue adding names in the To: field for additional addressees. Click the Address Book icon from the toolbar to open your address book and select recipients from the appropriate book Press <Tab> to move cursor to the Subject field. Type the Subject. Press <Tab> to move cursor to the Message field. Type your detailed Message. Press <Tab> Twice to move cursor to the CC: field and type the name(s) of the individual(s) that are to receive a Carbon Copy of this message. Press <Tab> to move cursor to the BC: field and type the name(s) of the individual(s) that are to receive a Blind Copy of this message. Click the Send button to send your message. P:/Training/GroupWise/Beginning GroupWise 7.0 Page 4 of 12

5 TO SPELL CHECK A MESSAGE: After finishing your message ( , appointment, note, task, etc.) you can Spell Check several ways: a) you can select the Spell Check icon on the Toolbar; b) or right mouse click as you notice misspelled word as you type. By choosing the Spell Check icon the Writing Tools window will display. a) GroupWise 7.0 will display the misspelled word with the red wavy underline like Word!! b) As the Spell Checker Writing Tools finds misspelled words, select one of the following options: Replace word with selected spelling; Skip Once to skip this instance of the word without change; Skip Always to skip every instance of this word in the message; Add to add this spelling to the GroupWise dictionary. After GroupWise has indicated that the message has been checked, click Yes to close the spell checker. 4 Click on the Send button. P:/Training/GroupWise/Beginning GroupWise 7.0 Page 5 of 12

6 TO ATTACH A FILE TO A MESSAGE: Open the type of item you are sending (Appointment, Task, Phone Message, New Mail, etc.) Click on the Attach button (the paper clip icon on the toolbar). Type the file name to be attached or use the windows browser to find and click on the file. Click the OK button to attach the file. Repeat steps 2-4 until all files are attached. (If attaching multiple files in the same directory you can click and drag if files are listed in sequence or hold the CTRL key and click on each file to attach.) Click on the Send button. Please note: Attached files will only be sent or received if they are less than 5 mg. P:/Training/GroupWise/Beginning GroupWise 7.0 Page 6 of 12

7 TO CHECK SENT MAIL: Click on the Sent Items folder in the Folder List Box. The Sent Items folder will display. Date and time Item was sent. How many Recipients. How many Opened. How many have Deleted. What Folder the message is in. Subject of Sent Item. How many have Accepted. How many have Replied. Right click on any item to perform multiple different functions as listed below: Open: Open the item to view what was typed. Save As: To save an item or attachment to a disk. Print: Print the item or attachment to your printer. Forward: Forward the item including original text. Forward as Attachment: Send a message to a new recipient including the original message as an attachment. Delete: Remove the item from your Sent Items folder. Resend: Make any changes to an item and resend as normal. Properties: View detailed information about the status of an item. These functions are also available for received items in your mailbox. P:/Training/GroupWise/Beginning GroupWise 7.0 Page 7 of 12

8 TO READ MAIL: Click the Mailbox icon located on the Folder List. Your incoming Mail will display in the Item List. Double click on the item to be read. TO OPEN AN ATTACHED FILE: Open the message with the attachment. (Attached files are displayed in the lower portion of the message window.) Right click the attached file and select the appropriate action. Actions are: View Attachment: Use GroupWise s viewer to see the attachment. Open: Open the attachment in the associated application. Save As: Save the attachment to your desired location. Print: Print the attachment to your printer. P:/Training/GroupWise/Beginning GroupWise 7.0 Page 8 of 12

9 TO RESPOND TO A MESSAGE: Click on your Mailbox icon. Double click on the message you want to open. The Mail From: window will display. Click to Close the message. Click to go to the Next or Previous message. Click to Reply to the message. Click to Delete the message. Click to Forward the message. TO REPLY: Click the Reply icon on the Toolbar. The Reply window will display on the message. P:/Training/GroupWise/Beginning GroupWise 7.0 Page 9 of 12

10 4 or Click Reply to sender to send the reply only to the person who sent the message to you. Click Reply to all to send the reply to the sender and all persons who received this message. Click OK or <Enter>. Type your reply. Click Send icon. TO FORWARD: or Click the Forward icon to forward the message in the message field. Click the drop down caret on the Forward icon then select Forward as Attachment. The original message is sent as an attachment. The Mail To: Window will display. P:/Training/GroupWise/Beginning GroupWise 7.0 Page 10 of 12

11 4 5 6 Type the recipient(s) you want to receive the forwarded message. Type a message in the Message field. Click Send. TO DELETE: Click on the item in your Item List and on the Delete icon on the Toolbar or click on the Delete icon in the opened message. Either action will send to the message to the Trash folder. Please note: Deleting an item from your Mailbox, Sent Items or Calendar folder moves the items into the Trash. You can recover deleted items from the Trash, but items emptied out of the Trash can never be recovered. TO EMPTY TRASH: or 4 Click on Trash Folder. Click on item(s) to be deleted. Press <Delete>. The message items deleted will be unrecoverable once emptied will display. Click Yes if you are ready to empty. Click on Trash Folder. Click on Empty Trash icon on the Context Bar. The message items deleted will be unrecoverable once emptied will display. Click Yes if you are ready to empty the whole Trash folder. TO UNDELETE ITEMS FROM THE TRASH: Click on Trash icon from the Folder List. The list of items in the Trash will display in the Item List. Click the item you wish to undelete. Click on the Undelete icon on the context bar. The message will return to its original location. (Mailbox, Sent Items, Checklist, etc.). TO CHANGE PASSWORD: Click on Tools located on the Menu Bar. Click on Options. P:/Training/GroupWise/Beginning GroupWise 7.0 Page 11 of 12

12 The Options window will display. Double click on the Security button. The Security Options/Password screen will display. 4 Type the Old Password Please note: Passwords are case sensitive. You must change the default password as soon as the new account is logged on. Once the default is changed, you may change it as often as you would like. Press <Tab>. Type your New Password. Press <Tab>. Type password again in Confirm New Password. Click OK. P:/Training/GroupWise/Beginning GroupWise 7.0 Page 12 of 12

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