GroupWise 2012 Guide. February IT Training and Empowerment Petra Gainsford

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1 GroupWise 2012 Guide February 2014 IT Training and Empowerment Petra Gainsford

2 Table of Contents GroupWise GroupWise Login Accessing your Mail Reading Creating Messages Attachments Attaching a File to a New Message View, Open, or Print an Attached File Saving an Attachment Signature Deleting/Undeleting Deleting Items Undeleting Items Archiving Archiving Items Viewing Archived Items Un-archiving Items Junk Mail Handling Junk Mail Settings Address Book Editing a Contact in an Address Book Creating a contact in an Address Book Moving a Contact from One Book to Another Creating a Mailing List Editing a Mailing List Creating a New Address Book Sharing an Address Book Frequent Contacts Folders Creating Personal Folders Creating Shared Folders Sharing Existing Folders Rearranging Folders Changing Message Subjects Appointments Creating an Appointment Creating an Appointment Using Busy Search...7 Table of Contents i

3 11.3 Creating Irregularly Recurring Appointments Editing an Appointment Confirming Appointments with Others Posted Appointments Creating a Posted Appointment Deleting a Posted Appointment Editing a Posted Appointment Archiving Calendar Entries Tasks Creating a New Task Completing a task Granting Proxy Access Accepting Proxy Access Calendar Resending an Appointment Adding a Folder to the Cabinet Mailbox Size Limitations Creating a Signature Finding Messages Using Spell Check GroupWise 2012 Shortcuts GroupWise 2012 Screen Layout Table of Contents ii

4 Information Technology GroupWise 2012 Guide 1 GroupWise Login Double-click the GroupWise icon on the Desktop. Enter the respective password in the Password field. 2 Accessing your Mail 2.1 Reading After logging into GroupWise, click Mailbox in the folders list. The contents of the mailbox are displayed in the item list on the right. The unread message icon looks like the front of an envelope and the text is bold. Double-click a message to read it. 2.2 Creating Messages Click the New Mail button on the toolbar. In the To: field, type in the receiver s address. To use the Address Book, click the Address button on the toolbar in the Mail To: window. Search the Novell GroupWise Address Book for staff. Double-click the correct name to add to the selected field. Note: Select multiple recipients if necessary. Click OK when finished. Enter a subject in the Subject field. Type a message. Note: To indent the body of the message, press CTRL + Tab. Press Send in the Toolbar. To save the without sending: close the window and click Yes > OK. Draft will be saved to the Work in Progress folder. 3 Attachments 3.1 Attaching a File to a New Message Follow the steps of Creating Messages. Click the Attach a File icon. Browse for the desired file and select it. Note: To attach several files, hold down CTRL while clicking the files. Click Send in the Toolbar. GroupWise 2012 Guide 1

5 To Save the without sending, close the window and click Yes > OK. Draft will be saved to the Work in Progress folder. 3.2 View, Open, or Print an Attached File Open a received message with an attachment. Click the desired attachment at the bottom of a message. 3.3 Saving an Attachment Open a received message with an attachment. At the bottom of the message window, right-click the desired attachment. Click Save As Choose desired folder and file name. Click Save. 4 Signature A Signature is short text that is added to the end of messages. To add a signature, click Tools > Options >Environment > Signature. Check the Signature box to activate it. Type the desired text/ signature in the Signature box. Click the preferred signature option: Automatically add. Or, Prompt before adding- asks to add it before sending. Click OK > Close. 5 Deleting/Undeleting 5.1 Deleting Items Click the desired item (mail or folder) to delete. To select multiple items, hold down CTRL while clicking each item. Right-click the highlighted message(s) > click Delete. Note: Mail will be moved to the Trash folder. To purge all deleted messages, click the Trash folder. Click Empty Trash to purge all messages. Click Yes. 5.2 Undeleting Items Click the Trash folder. Click the desired item to undelete. To select multiple items, hold down CTRL while clicking each item. Right-click one of the selected items > click Undelete. The undeleted item(s) appear in the folder it was originally deleted from. 6 Archiving 6.1 Archiving Items Click the item to archive. GroupWise 2012 Guide 2

6 To select multiple items, hold down CTRL while clicking each item. Right-click one of the selected items > click Archive. Item(s) will appear in the archive folder. 6.2 Viewing Archived Items Click Online above the folder list > Archive. Note: Archived item(s) are removed from the mail server and saved on the local hard drive. 6.3 Un-archiving Items Open the Archive folder. Click the desired item to un-archive. To select multiple items, hold down CTRL while clicking each item. Right-click one of the selected items > click Archive to deselect the archive. Item(s) will be restored. 7 Junk Mail Handling Automatically moves unwanted out of the inbox. Select the junk mail in the Inbox. Right-click on the selected mail > click Junk Mail. Click one of the options: Trust sender - the sender is safe. Junk sender - the items from the sender will be moved to Junk Mail. Block sender - items from the sender will no longer be delivered. 7.1 Junk Mail Settings Click Tools > Junk Mail Handling. Check the box next to Enable Junk List and automatically delete items from the Junk Mail Folder. Set Days to retain items after delivery. Check the box next to Enable Block List. 8 Address Book 8.1 Editing a Contact in an Address Book In the Menu bar, click Address Book. Right-click the contact > click Details. Click the Contact tab. Edit the desired information. Click Close when done. 8.2 Creating a contact in an Address Book Click Address Book in the Menu bar. Click the desired Address Book. Click the arrow next to New. Select Contact. GroupWise 2012 Guide 3

7 Enter the information about the new contact. Click Save when finished. 8.3 Moving a Contact from One Book to Another In the Menu bar, click Address Book. Find the contact to move. Click and drag the contact to another Address Book. 8.4 Creating a Mailing List In the Menu bar, click Address Book. Click the desired Address Book to save the mailing list to. Click the New drop-down menu > Group. In the Name field, enter a name for the mailing list. If desired, in the Comments field, enter comments for the mailing list. Click Add to add addresses to the list. Click Save to save changes. Click Close when done. 8.5 Editing a Mailing List In the Menu bar, click Address Book. Click the Address Book the mailing list is in. Double-click the mailing list. To delete a member: Click the name of the contact. Click Remove. To add a member: Click the Add button. Select the desired members. Click To. Click OK when done. Click Save > Close. 8.6 Creating a New Address Book In the Menu bar, click Address Book. Click File > New Book. In the Create address book field, enter a name 8.7 Sharing an Address Book Note: Mailing lists cannot be shared, but the Address Book it appears in can be shared. In the Menu bar, click Address Book. Right-click the desired Address Book and select Sharing Click Shared with. Enter the last name of the contact to share the Address Book with. GroupWise 2012 Guide 4

8 Note: GroupWise will auto complete the names entered. Use the Up and Down arrows on the keyboard to cycle through users with the similar last names. To assign different access levels for each person, click their name and click the radio button for the desired access. The Properties window will open. This message will be sent to the Participants list. Note: This message can be edited. 8.8 Frequent Contacts Configuring frequent contacts In the Menu bar, click Address Book. Right-click the Frequent Contacts folder. Select Properties > Options. Select Auto-Saving on. Check the box next to Save addresses of items that are received. Check the box next to the desired options. Check the box next to Save addresses of items that are sent. Check the box next to the desired options. 9 Folders 9.1 Creating Personal Folders Click File > New > Folder Ensure Personal folder is selected. Click Next. In the Name field, enter a name for the folder. Click the buttons on the right to adjust the placement of the folder. Click Next. Modify any additional options. Click Finish. 9.2 Creating Shared Folders Click File > New > Folder Click Shared folder > Next. In the Name field, enter a name for the folder. Click the buttons to the right to adjust the placement of the folder. Click Next. In the Name field, enter the last name of the person to share the folder with. Note: GroupWise will auto complete the names entered. Use the Up and Down arrows on the keyboard to cycle through users with similar last names. Click Add User. GroupWise 2012 Guide 5

9 To assign different access levels for each person, click their name and check the different access level boxes. Repeat steps 6-8 for each additional user. Click Next. Click Finish. Note: Users will receive a notification of shared folder access. They should accept the shared folder and follow the prompts to add the folder to their folder list Sharing Existing Folders Right-click the desired folder > click Sharing Click Shared with. Enter the last name of the person to share the folder with. Note: GroupWise will auto complete the names entered. Use the Up and Down arrows on the keyboard to cycle through users with similar last names Click Add User. To assign different access levels for each person, click their name and check the different access level boxes. Repeat the steps for each additional user. Note: Users will receive notification of shared folder access. They should accept the shared folder and follow the prompts to add the folder to their folder list. 9.3 Rearranging Folders In the Menu bar, click Edit > Folders The Folders window will open. Click the desired folder. Click the Move buttons to the right to adjust the placement of the folder. Click OK when done. 10 Changing Message Subjects Open the desired message. Click the Personalize tab. In the My Subject field, enter the desired subject. If desired, click the Category drop-down menu and select a category to colour the text. Close the message. Note: New subject and colour will appear. Note: When replying or forwarding the message, the subject in the forwarded/replied message will revert to the original subject. 11 Appointments 11.1 Creating an Appointment Click Calendar. Click the desired date for the appointment. Click New Appt. In the To field, enter invitees. GroupWise 2012 Guide 6

10 In the Place field, enter a place. In the Start Date field, verify the date is correct. Next to the Date field, click the Clock icon. Click and drag the left slider to the desired start time. Click and drag the right slider to the desired end time. If the appointment lasts the entire day, check All Day Event. In the Subject, enter a subject. Enter information about the appointment. If desired, click the Send Options tab. Click the Category drop-down menu to select the desired category. Click Send Creating an Appointment Using Busy Search If uncertain whether the invitees are available. Before sending the appointment, click the Busy Search button from the Tool bar. Click the Available Times tab to see conflicts and available times. All invitees as well as their Individual Schedule will be seen. Busy times will be blocked out in grey. Note: The busy legend appears on the bottom left of the Choose Appointment Time window. If conflicts occur, click the Auto-Select button. Click OK > Send. Creating Regularly Recurring Calendar Entries Follow the steps for Creating an Appointment. Click the Recurrence drop-down menu and select the desired recurrence type. A window with options will appear. Under the Pattern section, select the desired pattern. Select the desired Range. Click Done. In the Subject field, enter a subject. If necessary, compose a message. If desired, click the Send Options tab. Click the Category drop-down menu to select the desired category. Click Send Creating Irregularly Recurring Appointments Follow the steps for Creating an Appointment. Click the Recurrence drop-down menu and select Custom The Auto-date window appears. Click all desired dates Selected dates will be bolded. In the Subject field, enter a subject. If necessary, compose a message. GroupWise 2012 Guide 7

11 If desired, click the Send Options tab. Click the Category drop-down menu to select the desired category. Click Send Editing an Appointment Right-click the calendar appointment and click Edit. Choose This Instance to edit only this appointment. Choose All Instances to edit all recurring appointments. Edit the appointment and click Send. Note: The recipients have to Accept or Decline the edited appointment Confirming Appointments with Others Note: Normally, confirmations won t be sent when invitees accept appointments. Before sending the appointment, click the Send Options tab. Click the Status Tracking icon. In the Return notification section: Click the When opened drop-down menu and select the desired option. Click the When accepted drop-down menu and select the desired option. Click the When declined drop-down menu and select the desired option. Click Send Posted Appointments Scheduled events on the calendar that can be used as a personal reminder Creating a Posted Appointment Click Calendar. Select the desired date for the appointment. Next to New Appt, click the down arrow. Click Posted Appointment. In the Subject and Place field, enter a subject and place. Verify the start date. Click the clock icon. Note: Check All Day Event if the appointment is the whole day Click and drag the left slider to the desired start time. Click and drag the right slider to the desired end time. Enter information about the appointment. Click Post Deleting a Posted Appointment Note: Before deleting an appointment, it is advised to make a hard copy of the original calendar. Click Calendar. Right-click the desired appointment > click Delete Editing a Posted Appointment Double-click the appointment. GroupWise 2012 Guide 8

12 Edit it the desired fields Click Post. The calendar appointment is updated Archiving Calendar Entries Manually Archive Right-click the desired appointment. Click Move to Archive. Note: The items will be removed from the active calendar and placed on the archived calendar. 12 Tasks 12.1 Creating a New Task Click New Task. Enter recipients in the To field. In the Start Date and Due on fields, click the calendar icon in the respective fields to set the start and due dates. Enter the subject in the Subject Field. Enter a message in the Main field. If desired, click the Send Options tab. Click the Category drop-down menu to select the desired category. Click High Priority, Standard Priority, or Low Priority. If necessary, check Expiration date and enter the days of Expiration. Click Send. Note: The member(s) need to accept the task Completing a task As a task is completed, it can be checked as completed. Note: Completing a higher task will complete the tasks below it. Note: Completing a Parent task will complete all subtasks. 13 Granting Proxy Access Click Tools > Options. Double-click Security. Click the Proxy Access tab. In the Name field, type the last name of the person to grant access. Note: GroupWise will auto complete the names entered. Use the Up and Down arrows on the keyboard to cycle through users with similar last names. Click Add User. To assign different access levels for each person, click their name and in the Access rights section, check the different access level boxes. Repeat the step to grant access to multiple persons. When complete, click OK > Close. GroupWise 2012 Guide 9

13 13.1 Accepting Proxy Access Click Online > Proxy Proxy window will open. Search for the resource in the Proxy list and click OK. Note: If proxy access is granted, the calendar will be visible. Note: If proxy access is not granted, an error will appear Access to user. denied Calendar Click the Calendar tab. To view the calendar by day, click the 1 Day button. To view the calendar by week, click the 7 Week button. To View the calendar by month, click the 31 Month button Resending an Appointment Click Calendar. Locate the entry to be modified. Double-click the entry. Click Resend. Check the Retract Original Item checkbox. Edit all the needed fields. Click Send. If spell check is successful, click OK. If spell check fails, correct or ignore the highlighted items. Click Finish and Send Adding a Folder to the Cabinet Right-click the Cabinet folder. Select Add Folder. Enter a name for the folder. Maintain only the most important messages in the mailbox folder (Mailbox, Cabinet, Calendar, Task List, etc.) Delete unimportant messages on a weekly basis in order to comply with Mailbox Size Limitations. The percentage used of allocated mailbox size is shown in the bottom, right corner Mailbox Size Limitations Maintain only the most important messages in the mailbox folder (Mailbox, Cabinet, Calendar, Task List, etc.) Delete unimportant messages on a weekly basis in order to comply with Mailbox Size Limitations. The percentage used of allocated mailbox size is shown in the upper right corner Creating a Signature Click on Tools > Options >Environment Go to the Signature tab. Check the Signature check box. GroupWise 2012 Guide 10

14 Enter the signature to be used. Click either Automatically add signature or Prompt before adding signature. Click Ok > Close Finding Messages Click the folder to search in. In the Search field, enter the search criteria. Press the Enter key on the keyboard. Click the Find button for a more detailed search. To clear the search results, click Mailbox Using Spell Check Before sending a message, click the Check Spelling button. Click the words to replace it with the right word. Click Finish and Send GroupWise 2012 Guide 11

15 14 GroupWise 2012 Shortcuts Function keys F1 Ctrl + F1 F2 F3 Ctrl + F3 F4 Alt + F4 F5 Alt + F6 Ctrl + F7 F8 F9 F11 Description Open online help Open the Spell Checker Search for text Find next instance Find previous instance Open the selected item Exit GroupWise / Exit the item / Exit the dialog box Refresh the view Toggle between the Main Window and the most recently opened item Open the thesaurus Mark the selected item Private Open the Font dialog box Retrieve a file GroupWise 2012 Guide 12

16 15 GroupWise 2012 Screen Layout Menu Bar: Open and select images, search, delete, create folders, create rules, and send messages. New Mail: Click to compose a new . Address Book: Click to open the address book. New Appt: Click to create a new appointment. Select Mode icon: click to select mode or proxy mailbox. Mailbox: Click to open the mailbox and read e- mails. Calendar: Click to open the calendar tool. Unread icon: Indicates the is new or unread Read icon: Indicates the is read. Original details: Petra Gainsford( ) C:\Users\ \Desktop\handleidings\gw12\Groupwise 2012.docm 19 February 2014 Current details: Petra Gainsford( ) C:\Users\ \Desktop\handleidings\gw12\Groupwise 2012.docm 20 February 2014 GroupWise 2012 Guide 13

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