GroupWise 7 Devereux User s Guide

Transcription

1 What's New in GroupWise 7 New Look o Navigation Bar, Tabs, Home, Panels, Colors, More Icons More Customizable o 7 Default; 6.5; Simple Additional Functionality o Quick Spellchecker; Multiple Calendars; All Day Events; Find in Attachments; Multiple Signature Lines; Image Block in HTML ; Additional Save As Formats Better WebAccess o More Like the GW Client with an updated look o New Features: Drag & Drop; Right Click; Work in Progress; Auto-name Complete; Full Properties View; Better Folder Management; Quick Find Feature Brief Tour of GroupWise The Toolbar lets you quickly accomplish common GroupWise tasks, such as opening the Address Book, sending mail messages, and displaying your Calendar. The Folder List at the left of the Main Window lets you organize the items you send, receive, post, and share. The Item List at the right of the Main Window displays your mail and phone messages, appointments, reminder notes, tasks, and document references. Toolbar Folder Item Sending Mail Messages A mail message is like an internal memorandum; it has a primary recipient (To:), subject, date, and can be carbon-copied (CC) and blind-copied (BC) to other users. Carbon Copy sends copies of an item to users who would benefit from the information, but who are not directly responsible for the information or directions in it. All recipients can see that a carbon copy was sent. Blind Copy sends a copy of your item to a recipient without the knowledge of any of the Created by: Mark Eckert Created: 12/16/ :51 AM Page 1 of 8

2 other recipients. Only the sender and the blind copy recipient know that a blind copy was sent. You can also attach files to your mail messages. To send an 1. In the GroupWise main menu, click on the New Mail button in the tool-bar OR go to File > New. 2. In the To: box, type an address and press Enter. Repeat for additional users. 3. To select users from a list, click Address. Double-click each user. Click OK. 4. Type a Subject. 5. Type a Message. 6. Click Send. Address Book Use the Address Book like a phone book and information center for your addressing needs. The Address Book can store names and addresses, addresses, phone numbers, and more. You can look for an address by last name, first name, or name, according to which columns are displayed. To look for an address in the main address book: 1. Click the Address Book icon in the toolbar. 2. Click Novell GroupWise Address Book. A list of Devereux names should appear on the right side. 3. Type a name in the Look For: box just above that list. 4. The corresponding entry should be highlighted in the address list. 5. To send an from the address book, right-click on the name in the list. 6. Left-click on Action > Send Mail. Created by: Mark Eckert Created: 12/16/ :51 AM Page 2 of 8

3 Attaching Files You can attach files to mail messages, appointments, reminder notes, tasks, and phone messages. For example, you may want to send an expense report to your supervisor. You can attach a file that exists on your hard disk or network drive. The recipients can open the attached file, save it, view it, or print it. If you change the attached file after you have sent it, the recipients will not see the changes. To Attach a File: 1. Create a new mail message. 2. Fill in the To, Subject, and type your Message. 3. Click Attach. (Notice when the first time the Attach File windows opens, it may be to the C:\Novell\GroupWise folder. This is NOT a good place to find or save files.) 4. Browse to your file location and click the file you want to send. Click OK. (To attach several files, hold the Ctrl key and click on other files before clicking the OK button.) 5. Click Send. Created by: Mark Eckert Created: 12/16/ :51 AM Page 3 of 8

4 Opening Attached Files When you open an attached file, GroupWise uses the local computer s Windows file settings to determine the correct application to open the file. If the program associated with the file is not installed, GroupWise will not be able to open the file. To Open an Attached File: 1. Open the item containing the attachment. 2. Right-click the attachment; click Open. 3. If you want to open the attachment in a different application, click Open With... and browse to the program file. This step may not be necessary if the correct application is already listed. 4. Click OK. Managing Received and Sent Items GroupWise stores all the items, mail messages, appointments, and so on, you receive in your Mailbox. GroupWise stores all the items, mail messages, appointments, and so on, you send in your Sent Items folder. They will stay in those folders until you move them to a different folder, delete them, or they are deleted from the server. Creating Folders Use folders to store and organize incoming and outgoing items such as appointments, reminder notes, tasks, document references, and mail or phone messages in your Mailbox. Folders let you group all items related to a particular task together. To create a folder: 1. Right click on one of the existing folders, such as the Cabinet. 2. Select new folder 3. Follow the steps to create a personal folder. Created by: Mark Eckert Created: 12/16/ :51 AM Page 4 of 8

5 To move an item to another folder, drag it from the original folder and drop it on the new folder/location. Notify Notify enables you to specify when GroupWise will check your mailbox and how it should notify you of new messages or sent messages that were opened or deleted. Notify appears as a separate program on the Start menu so that you can start it without starting GroupWise, or Notify can be configured to automatically start when GroupWise is opened. When you start Notify, an icon of a globe appears in the right corner of the taskbar to the left of the time. In addition to the desired alarms, the icon will change to reflect an envelope on top of the globe, indicating that you should check your mail. Notify enables you to set options that inform you about messages you send and receive. You can set Notify to display a dialog box, sound an alarm, or launch a program when you receive new messages, or when messages you send are opened or deleted. To Access Notify Options: 1. Right-click on the globe in the system tray in the lower right corner of your screen. 2. Left-click on Options. Created by: Mark Eckert Created: 12/16/ :51 AM Page 5 of 8

6 Calendaring GroupWise is calendaring software, too. You can schedule yourself and others via the calendar in GroupWise. To view your calendar, click on the calendar folder in the main GroupWise window. You have the option to see the calendar by day, month, week, year, or for multiple accounts, depending on the view you choose. You can schedule posted appointments, notes or tasks posted directly to your calendar, or send invitations to group meetings, notes or tasks. \ To Schedule a Personal Appointment (a Posted Appointment): 1. Double-click on the time you want to setup the appointment. 2. The Posted Appointment window will appear. 3. Enter the information for your appointment: Subject, Place, and Message. 4. Enter the Duration. 5. Click Post. Created by: Mark Eckert Created: 12/16/ :51 AM Page 6 of 8

7 To Schedule an Appointment (a Meeting or Group Meeting): 1. From the main mailbox or calendar window, click on the New Appt icon. 2. Enter the To, CC, or BC, Place, Start Date, Duration, Subject, and Message. 3. Click on Send. 4. The recipient will receive this item in their main mailbox. When they accept, it moves to Appointment section of their calendar. Tasks Tasks appear in the task window and move to today s date, until they are checked as completed. To Assign a Personal Task: 1. Double-click in the task section of the calendar window (day view); the Posted Task window will appear. 2. Enter the information for your appointment: Subject, Priority, Start Date, Due On, and Message. 3. Click Post. Created by: Mark Eckert Created: 12/16/ :51 AM Page 7 of 8

8 Adjusting Times and Duration To Adjust Times and Duration: 1. Click on the clock icon at the end of any time field in an appointment or posted appointment. 2. To adjust the start time, click and drag the green or top arrow. 3. To adjust the end time, click and drag the red or bottom arrow. 4. This window adjusts time in 15-minute increments. Spell-Checking Items You Send Use Spell Checker to check the text for misspelled words, duplicate words, and certain capitalization errors. You can spell-check selected words or the entire message. Created by: Mark Eckert Created: 12/16/ :51 AM Page 8 of 8