ADVANCED GroupWise 7.0

Transcription

1 ADVANCED 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/Advanced GroupWise 7.0 Page 1 of 25

2 CALENDAR DISPLAY: 1. Click on Calendar in the Folder list or the Calendar tab on the Navigation bar. Your GroupWise Calendar will display. Click these arrows next to go forward to the next day, week, month, or year. Multi-User view allows you to view both your calendar and a calendar of one of your proxy accounts. These icons are used to view or hide appointments, tasks or notes in multi day views. This Sun icon will refresh back to today s date. Create Posted Reminder Notes in the Notes list. Create tasks and mark them complete on your task list. Click on a date in the monthly calendar to display the events for that day. The clock and dotted line notes current time. Click in a time to schedule an appointment. Choose 1, 7 or 31 day view or the 365 view to display the 12 month year as your display view. TO SCHEDULE A NEW APPOINTMENT ON YOUR CALENDAR: 1. Select the Day or Week view. 2. Click on the day of your appointment in the calendar area. 3. Click on the time in the appointment area and start typing. Your appointment will default to put in a meeting for 1 hour. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 2 of 25

3 TO SCHEDULE A GROUP APPOINTMENT: 1. Click on New Appointment icon on the Toolbar. A Group Appointment is the defaulting meeting type. The Appointment To: screen will display. 2. Enter users for the meeting in the To: field. These can either be typed or entered by using the Address Book. The To: defaults to include the address of the GroupWise user completing the appointment. Leaving your name will post this appointment to your calendar also. To remove the default to include yourself in appointments, click Tools, select Options and double click Date & Time. Deselect the Include myself in new appointments under Appointment Options. 3. Fill out item with the relevant information (To, Place, Start date, Duration, Subject and Message). The date and time will default to the current day and time you are physically sitting at your computer. Click on the clock and/or calendar icon to change the date and/or time. 4. Click on the Send button. The new appointment will appear in your Mailbox and your Calendar. It will display in italics on the Calendar until accepted or declined. ACCEPTING AND DECLINING APPOINTMENTS: 1. Select Mailbox or Calendar in the Folder list or Navigation bar. 2. Double click the appointment you have received. 3. Click Accept or Decline on the Context toolbar. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 3 of 25

4 4. You can Accept or Decline appointments with Options by using the drop down arrows. Free: Tentative: Busy: Out of Office: You want to show as available for other events, but want this event to show on your Calendar. You will probably attend the event, but other events may take precedence. You will attend this event and are not available for other appointments. This event is off site. 5. Accept or Decline with Options includes a Comment box. The message sender can read your comments in their Properties view. 6. Click OK. Items Accepted from the Mailbox will appear on the Calendar and no longer display in the receiving user s Mailbox. Items Declined have a checkbox option to Delete This Item when the Decline with Options is chosen. Remove the checkmark to keep the item on your Calendar and in your Mailbox. TO DELEGATE APPOINTMENTS AND TASKS: 1. In the Mailbox list, click on the appointment message to highlight then right click. In the Calendar view, right click on the Group Meeting. (Posted Appointments can not be Delegated.) 2. Select Delegate. 3. Enter the name of the user in the To: field. 4. Enter any comments in the message window. 5. Click Send. 6. Click Yes to keep the original item in your Mailbox or No to delete it from your Mailbox. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 4 of 25

5 TO PERFORM A BUSY SEARCH: 1. Click the drop down arrow next to the New Appointment icon. 2. Select Meeting. 3. Enter users and resources in the To: field. 4. Click the Busy Search icon on the toolbar. The Choose Appointment Time window will display. Auto Select for available time. 5. Select the Individual Schedules tab. You will only be able to perform a busy search accurately if everyone you are inviting to the meeting is using their GroupWise calendars. For example: when appointments are accepted as Busy, the area representing that time is shaded gray. 6. Move the box in the grid area to an available time or click the Auto-Select button for GroupWise to find the available times for you. 7. Click OK. An appearing to the left of the user name indicates you have proxy access to that user. If the proxied user has given you access to view appointments, click the gray area and view details about the appointment in the box below. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 5 of 25

6 TO SCHEDULE RECURRING APPOINTMENTS: 1. Double click on the time on the day in your Calendar or your proxied user s Calendar where you want the first appointment. This will open a Posted Appointment. (You cannot make an existing appointment a recurring appointment.) 2. Click the Calendar located at the end of the Start Date field. This is the Auto-Date Calendar button. Click Select Recurring and the current year will display. 3. Click Select Recurring and the Auto-Date Calendar appears. 4. Click on the dates you wish to schedule the recurring appointments and they become bold. Remember to include the date of the first meeting when selecting the dates. Click the navigation arrows above the months to go to the next calendar year. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 6 of 25

7 5. Click OK. 6. Enter Times, Subject and Message. 7. Click Post. The appointments appear on all days clicked. DELETE REOCCURRING APPOINTMENTS: 1. Right click on the appointment and choose Delete. 2. The Delete Auto-Date Appointment window opens. 3. Click a selection: This Instance: All Instances: Cancel: Deletes only this instance (appointment). Deletes all instances (appointments) entered for this reoccurring auto-date. Returns you to the calendar. 4. After any selection you are returned to the calendar view. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 7 of 25

8 TO SET UP YOUR MULTI-USER ICON: The Multi-User Calendar view lets you see the schedules of several users or resources side-by-side. 1. In Calendar view, click the Multi-User icon to open then click the drop down menu arrow on the Multi-User button. 2. Select Add or Remove Users and the Multi-User dialog box opens. In Name: type the user name you wish to add or click on the Address Book icon to add users. This is the Multi-User icon. 3. Click Add User. You can also change the order of the calendars here. 4. Verify the new name has a check in the checkbox in the User List area. 5. Click OK. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 8 of 25

9 The scheduled appointments for both users will display on the calendar view. TO SET UP ADDITIONAL MULTI-USER ICONS: This feature allows users to set up multiple Multi-User icons to view calendars on proxy accounts. For example: If you wanted to view all of the calendars for members on your team, you could create a multi-user tab which allows you to view all of those calendars at one time. 1. From your Calendar view, right click on the Multi-User icon. 2. Select Properties. The Calendar View Properties box will display. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 9 of 25

10 3. Click New. The New View box will display. 4. Type in the Name of the new icon. 5. Click on the drop down arrow next to view and select Multi-User. 6. Click OK. 7. Click OK to close the Properties box. 8. Right click in the calendar area and select Multi-User List. 9. The Multi-User dialog box opens. In Name: type user you wish to add or click on the Address Book icon 10. Click Add User. 11. Make sure the name has a check in the checkbox. 12. Click OK. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 10 of 25

11 ALL DAY APPOINTMENTS: Select an all day event if the event lasts most of the day. All day events display at the top of the calendar view. To change the status, right click the appointment, select Show Appointment As and then select how you want the appointment to show. 1. Click in the All Day Event area and start typing or check the All Day Event box in a new appointment dialog box. PRINT YOUR CALENDAR: 1. Click on the Print Calendar icon on your toolbar. 2. Select the Form tab, click a calendar Format. Choose the format you want your calendar to print. 3. Select a calendar form from Available Forms. 4. Select Portrait or Landscape. 5. By clicking on the Contents tab you can choose a different starting date, select other options that will print on your calendar or select the number of calendars to be printed. Note this is the number of days, weeks, etc., to print; not the number of copies. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 11 of 25

12 6. Click the Options tab, review and select other options. 7. Click the Preview button to see how the page layout looks with the selected options. 8. Click on the Print button. EXTENDED NAVIGATION: 1. Right click on the header bar in the Calendar. 2. Select Properties. The Calendar View Properties window opens. 3. Select Extended Navigation. 4. Click OK. TO CREATE A ROUTING SLIP: Use a Routing Slip to send a mail message or task to several users consecutively. You determine the order of the route. When a user marks the routed item Completed, it is sent to the next user on the route. For example: By creating a routing slip, the first person must mark the message as completed before it goes to the second, the second person must mark the message as completed before it goes to the third, etc. 1. Open a new mail message. 2. Click on Actions located on the Menu bar. 3. Select Routing Slip. The To: field changes to Route. 4. Click in the Route field. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 12 of 25

13 5. Enter each recipient s name in the order you want the message delivered. Put yourself as the last name on the Routing List. You may change the order by highlighting the name, and dragging it to the correct position. You must have your name listed as the last person in the Route: in order to receive confirmation that the routing slip has been completed. 6. Complete the message. 7. Click on the Send button. Each recipient must check the Routing List as complete for the list to continue to the next name in the list. TURN YOUR MAILBOX INTO A CHECKLIST: This feature is used for individuals that would like to place priority on s that need follow-up. By making your Mailbox a Checklist, it allows you to follow-up and check them off as they are completed. 1. Turn on the Display Settings toolbar if it is not visible (right click in the toolbar area and select Display Settings). Display Setting toolbar. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 13 of 25

14 2. Click the drop down arrow of the Display Settings toolbar. 3. Select Checklist. 4. The top of the Item List now displays Drag items here to add them to the checklist. 5. Drag items to the Checklist. Items show a checkbox to the left of them. 6. Open an item in the Checklist. The Checklist tab of the message opens. You can assign a due date, mark it completed or reorder the items in the Checklist. 7. Click the drop down arrow of the Display Setting and choose Mailbox Custom Settings to return to the normal Mailbox display. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 14 of 25

15 USING THE CHECKLIST FOLDER OPTION: The Checklist Folder is a master folder for checklist items. It displays items from the Mailbox Checklist as well as items moved to the Checklist Folder. 1. Right click a message and select Move to Checklist Folder or drag the item to the Checklist folder. 2. Click Checklist in the Folder area to open the folder. 3. Open an item in the Checklist. The Checklist tab of the message opens. You can assign a due date, mark it completed or reorder the items in the checklist. However, items added to the Checklist Folder are not listed in the Checklist Mailbox. 4. Click Mailbox in the Folder list to return to the normal view. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 15 of 25

16 ASSIGN A DUE DATE TO A CHECKLIST ITEM: 1. Open an item in the Checklist. 2. Click the Checklist tab. 3. Select Due On. 4. Click the Calendar button at the end of the Due Date field, select a date and close the message. 5. The due date appears in the Due Date column. NEW MAIN WINDOW VIEW: This is useful if you proxy with another user. You can look at your own Main Window and the Main Window belonging to the person you have access proxy with. 1. Click Window and select New Main Window. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 16 of 25

17 2. A second window view of GroupWise will open. 3. Choose the proxy account. Stay in Mailbox view or switch to Calendar view. The Folder list is available in both windows. 4. To close the other view click the X in the top right corner. TO CHANGE A MESSAGE TO AN APPOINTMENT: You can use Change To and convert a message in your Mailbox to an appointment on your calendar. The new appointment contains all the information from the mail message (such as To, CC, and BC, subject, message and attachments) that is applicable in the appointment. 1. Highlight or open the message you want to change. 2. Click Edit and select Change To. 3. Click Appointment and Posted. 4. Update any necessary information. The date and time default to the current day and time you are physically sitting at your computer. Click on the clock and/or calendar icon to change the date and/or time. 5. Click Post on the toolbar. When you change a mail message to another type of item (such as a phone message, appointment or task), the original item is removed from your Mailbox and the new item is added in the appropriate location, such as the Calendar. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 17 of 25

18 TO GET A RETURN RECEIPT FOR MESSAGES: To get a return receipt for one item, open a new message: 1. Click the Send Options tab. 2. Click Status Tracking. 3. In the Return Notification group box, specify the type of return receipt you want. 4. Click Send. To always get a return receipt for all items you send: 1. Click Tools. 2. Click Options and double click Send. 3. Click the tab for the item type (Mail, Appointment, Task, etc.). 4. In the Return Notification group box, specify the type of return receipt you want. 5. Click OK. For either method, selecting Mail Receipt does not require Notify to be activated. For either method, if you have deselected to receive alarms and notifications, you cannot receive notifications with Notify. If you are sending an item to an address outside of CCPS, you can click Enable Delivery Confirmation. If the receiver's system has status tracking available you can receive the status about the item you send. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 18 of 25

19 TO SET AN APPOINTMENT ALARM: You can set an alarm to remind you of an upcoming appointment. However, Notify must be running for the alarm to sound. When Notify is running this icon appears on your Windows taskbar. 1. Click Tools and select Options. 2. Double click Date & Time and select the Calendar tab. 3. Make sure Appointments under Set Alarm When Accepted is selected. Specify the number of minutes under Default alarm time. 4. Click OK. 5. While still in Options, double click Security and select the Notify tab. 6. If your name is not in the Notification list use the Address Book icon or type in your last name in the Name field and select Add User. You can receive alarms and notifications for another user if that user gives you those rights (Proxy) by adding their name here and select Add User. 7. In the Notification list, click on the added user(s) and then check Subscribe to Alarms and Subscribe to Notifications. 8. Click OK and close Options. To modify the alarm time before an appointment: 1. Select an appointment from the Mailbox or Calendar view. 2. Click Actions and select Alarm. 3. Specify the number of minutes or hours before the appointment that you want the alarm to sound. 4. Click Set. When the notification dialog box appears choosing Close will remove the dialog box but one more reminder will display at the time of the meeting. Choosing Clear will stop the second notification. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 19 of 25

20 ADDITIONAL HELP IN GROUPWISE: 1. Any dialog box with a question mark offers details for items in that box. For help on any tab click the and then click the option. OPEN ATTACHMENTS WITH ASSOCIATED VIEWER: Open the message containing the attachment. 1. Right click the attachment and select Open With. 2. In the Open With dialog box select the associated program. 3. Check the box next to Always use the selected program to open this kind of file. 4. Click OK. If you receive messages with Notepad documents, Adobe PDF files, graphics, etc., GroupWise remembers the file association and will open the attachment in the appropriate program. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 20 of 25

21 VIEWING MULTIPLE PANELS: GroupWise management for the multitasker. The Home view is separated into columns, and those columns contain panels. A panel is a customized view of information in GroupWise. 1. Select Home on your Navigation bar or in the Folder list. 2. Click GroupWise Home folder. The default home view displays. 3. Click on any drop down menu to edit panels available. A panel can be added to display information from unread items to a summary calendar. A predefined list of panels has been created, but you can also create your own custom panels. To return to the Item List mailbox view click Mailbox on the Navigation bar or in the Folders list. If you like this setting click the Don t show this again checkbox. This will permanently change your setting to display the Home multi-panel view when Home is selected. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 21 of 25

22 TO ATTACH A SIGNATURE TO YOUR MESSAGES: 1. Select Tools. 2. Select Options. 3. Double click Environment. 4. Click the Signature Tab. The Environment Window with Signature Options will display. 5. Check the box before Signature. 6. Type the text you want as a signature in the window. 7. Click a signature option to Automatically Add or Prompt Before Adding. 8. Click OK and close Options. USING MULTIPLE SIGNATURES: 1. Click Tools, select Options, double click Environment and select the Signature tab. 2. Click New. 3. When prompted, type a name for the new additional signature and click OK. 4. Type the signature information. 5. Choose to Automatically Add or Prompt Before Adding. 6. With multiple signatures you will need to set one of them as the default. Check the Set As Default checkbox on the signature you will use most often. 7. Select the signature text, right click for the shortcut menu and choose font. Use a common font that others will have on their computer. Change the font color also. Click OK to close the Font window. 8. Add a picture to the signature. a. The clipart must be saved to your computer beforehand. b. Position the cursor where you want the clipart located and click the double carets. c. Choose Insert Picture. d. Click the Browse button and go to the folder where the clipart is saved. e. Double click on the file name. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 22 of 25

23 f. Click OK to close the Picture dialog box. g. The clipart is positioned where the cursor was placed. 9. When complete click OK and close Options. Use different signatures for various contacts you have. CHANGING AUTO FILL NAME ORDER: Want to use first names instead of last names when sending items, here s how. 1. Open the Address Book. 2. Click View and choose Name Format. 3. Select Show first name then last name. 4. Select or deselect specific personal address books. 5. Click OK. By default only user names in your Frequent Contacts will can use this feature. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 23 of 25

24 FILTERING: Quick Filtering: 1. Type a certain user name or word in the Quick Filter field on the toolbar. Quick Filter field. When any Filter is in effect the icon appears. As you type Quick Filter pulls items with that particular word or name into your Items List. The Filter icon becomes active. Matching text in the To, From and Subject of a message will display in the Items List. Your other messages are not deleted or lost. When you clear the Quick Filter field all items reappear. Quick Filter will affect other panels or folders if you switch between them. 2. Click the Filter icon and select Clear Filter. The Filter icon becomes gray again. More Basic Filtering: 1. Double click the Filter icon. 2. Fill in one or more of the fields. 3. Click OK. 4. Right mouse click in the message area and select Clear Filter. Filters can be saved for future use again. Click Save to keep a Filter. Saved filters can be reused by single clicking on the Filter icon. It is displayed on the drop down menu. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 24 of 25

25 TO CREATE A SHARED FOLDER: If you don t have proxy rights with a user but would like to share a Folder from your Cabinet with them. 1. Right click the folder you want to share in the Folder list. 2. Select Sharing. 3. Click the Shared With button and type the user name. 4. Click on the Add User button and the user s name is listed in the Share List area. 5. Click on the user s name in the Share List area and select a checkbox for what access the user can have. 6. Click OK. 7. The Shared Folder Notification window will open. A message can also be included with the shared folder. Click OK to close the Shared Folder Notification window. Folders you have shared with others will show a blue person icon. on the folder ACCEPTING A SHARED FOLDER: If you receive an to accept a shared folder notification. 1. Open the message. 2. The Install Shared Folder window opens. 3. Click the Next button. 4. Position the Folder by using the Move buttons. 5. When you're done, click Finish. Folders shared with you will show a red person on the folder icon. P:/Training/GroupWise/Advanced GroupWise 7.0 Page 25 of 25