Decatur City Schools

Decatur City Schools

Table of Contents Introduction...5 Objectives...5 Why GW web?...5 Log in options...5 The menu...7 Blue title bar...7 Navigation...7 Folder list...8 Buttons in the message pane...8 Web Mail...10 Create mail...10 Name completion...10 Using the address book...10 Enter the text...12 Attach a file...12 Send options...13 Complete the message & send...14 Read mail... 14 Incoming attachments...16 Reply options... 16 Forward options... 17 File messages...18 Web Calendar...19 The calendar views...19 Day calendar...19 Week calendar...20 Month calendar...21 Quick post...22 More detailed items...22 Meetings...23 Busy search...24 Sending notes & tasks to others...25 July 28, 2010 Page 3

Introduction Objectives Log in to GroupWise on the web. Navigate through the different parts of GroupWise on the web. Send and receive e-mail. Post items directly to the calendar. Send calendar items to others. Why GW web? Log in options When you are away from the office, either at home or on the road, you can access your GroupWise e-mail and calendar. You can also access the site directly by typing in: http://mail.dcs.edu July 28, 2010 Page 5

There are three different interface options: If you are on a computer with a relatively high internet connection (DSL, cable modem, etc.) the High option is best with all available features. If you have a slower internet connection (dial-up), you may be better off using the Low option as it cuts out some of the resource hungry options like name completion and message auto-update. Lastly, if you are using a mobile device such as a PDA, you can log on using the basic interface option, which employs mainly text navigation. Type in your username and password. Make your interface selection and click Login. Note: The rest of the instructions are for using the High interface. July 28, 2010 Page 6

The menu Blue title bar Navigation Menu commands are browser commands, not GroupWise commands. Just below your browser s menu bar is a blue strip (see above picture) that displays the following: Novell GroupWise WebAccess Date plus time zone for when you are traveling Help if you get stuck Options set password, create rules, manage proxy accounts, tweak your Send Options, create/edit your Signature block, and select the time zone you are in. Logout always use this link rather than just close your browser window so you get properly logged out of the system. Use the tabs at the top to switch between your Mailbox, Calendar, and Contacts. On the Mailbox tab you ll see buttons for the following: New with a drop-down arrow to pick from a list of options: July 28, 2010 Page 7

Address Book - to look up addresses in any of the books to which you have access to. Proxy - switch to another account. Manage Folders - Manage your folder list (add/delete/share/move folders). All of the folders that you have in the client (local) version also appear here. Folder list The folder list can be collapsed and expanded. Clicking on either the Calendar or Contacts folder in the left pane will switch to the view to the corresponding tab. A folder titled Unopened Items is available through this web access only. It displays only those items, which have yet to be opened. Buttons in the message pane Above the list of messages is a series of buttons. These buttons will change according to what area you are in. If you are in the Mailbox section, the following buttons display: Page 8 July 28, 2010

Update: If you are logged in with the basic interface or don t want to wait for the auto-update feature of the High interface, you can update your account (i.e. save posted items, check for new mail) here. Purge: permanently deletes the selected item(s). Delete: moves the selected item(s) to the Trash folder. Accept: accepts selected Meeting, Task, or Reminder. Decline: declines selected Meeting, Task, or Reminder. Complete: marks selected Task as Complete. Read Later: marks the selected message(s) unread. Mark Read: marks the selected message (s) as read. Categories: applies a category color to the selected item(s). If you are in the Calendar section, the following display Update: same function as in email. Arrows: left arrow to move behind a Day, Week, Month (depending on what view you are in) or right arrow to move ahead. Today: brings you back to the current date If you are in the Contacts section, the following display Copy: copy the selected contact(s) to another address book. Move: move the selected contact(s) to another address book. Delete: deletes the selected contact(s) July 28, 2010 Page 9

Web Mail Create mail Click on the drop-down arrow next to the New button and select Maii. Name completion Just start typing in the name of a contact in any of the address fields (To, CC, BC) and if that name is in any of your address books, it will fill in for you automatically. Note: Even if you have your address books sorted by First name you ll have to type in names starting with the Last name in order for this feature to work. If the contact is not in any of your address books, you can type their e-mail address directly into the To, BC, or CC field. Using the address book From within your email message, Click on the Address button. Page 10 August 19, 2009

When searching for contacts, you first need to select the book in which you believe the address is located. Click on the drop-down arrow in the Address Books field. The list that appears contains the following books: the GroupWise Address Book which contains all DCS employees, Frequent Contacts which gets built as you use it, a book with your name on it, and any other personal books that you have created or that have been shared with you. To search for names in any of the Address Books with the book open, Choose the book you want to search in the Address Books field. Note: The GroupWise Address Book contains all DCS addresses (faculty and staff). Select criteria to search for such as Last Name. Select how the criteria must be met in the next field to the right (i.e. begins with, matches, etc.) In the last field, type in the text that will be used in the search. July 28, 2010 Page 11

Click on the drop-down arrow to select from the End/Or/Add list to add another row where you can add an additional search string such as First Name or Department. Click on the Search button to display the results. Place a check mark next to the name you want in the left pane of the search results. Click To, CC, or BC. The selected name appears in the right pane of the search pane. Click OK to return to the email message. Enter the text After you have selected your recipients, Enter a subject for the message, then type in the text of the message in the field below. As you type, you may notice red squiggly lines appearing underneath your words. This is a spellcheck feature similar to that used in other programs. Also, you may notice a Saving text message flash at the top of the email window. This is an auto-save feature of GroupWise that you can use should it crash while you are composing a message. If that happens, the next time you open GroupWise, you will be prompted whether or not you would like to continue working on the message. Attach a file To attach a file, Click on the Attachments tab across the top of the mail message. Page 12 July 28, 2010

Send options Click on the Browse button. Navigate to the file you want to attach. Hint: Make sure the file type in the Files of Type box is All Files. Click on the name of the file to attach. Click on Open. Click the Attach button. The attached file name will appear in the field below. Repeat if necessary to attach another file. If you want any special options for sending your message, Click on the Send Options tab. July 28, 2010 Page 13

Here you can pick Classification, Priority, request a reply, or set up Return Notification. Note: Notify is a feature of the client (local) version of GroupWise only. When logged into a district computer, the Notify window appears when you have new mail or upcoming appointments. If you want Return Notification and plan to continue using GroupWise on the web, use the Mail Receipt option instead. Complete the message & send When you are satisfied with the message, Click on the Send button. Read mail Double-click on the e-mail you want to read. The mail message window displays. Page 14 July 28, 2010

The window has a series of buttons across the top: Closes the window. Click the black drop-down arrow for reply options. To reply to everyone the original message was sent to. For forwarding messages. Move the message to a folder. Mark the message as unread. July 28, 2010 Page 15

Moves the message to the Trash. Print the current message. Incoming attachments If the incoming message has an attachment, information about the attachment will display below the Attachments field. The name of the file and the size in bytes display. See above screen shot. You have a choice of View, Open or Save As. View - displays the file in a separate window. Some formatting may be lost. You cannot modify the file. Open - will open the file in the program of your choice. You can then modify the file and save it. Save As - will save the document to the drive of your choice. You can then open the attachment with the application in which it was created. To Save your attachment, Click on Save As... Your browser window will display a dialog box asking if you want to do with the file (Open, Save, Cancel, etc). Click on the Save option. In any browser, a Save File dialog box displays. Navigate to the drive/folder you wish to save the file in and Save it. Open the file as you would any other (i.e. find the file in the appropriate folder and double-click on it). Reply options If you get an e-mail you d like to respond to, Click on either the Reply button or Reply All button (depending on whether you want to just reply to the Page 16 July 28, 2010

original sender or to everyone that the message went to) A reply window displays. Forward options This window is the same as a standard e-mail message but the To and Subject fields are filled in and if you opted to include the original message, that will appear in the field below. You can type your own message anywhere within this same field (i.e. above the original message.) You can also add additional recipients, as well as attachments, to your reply. From the original e-mail message, Click on the Forward button. The text of the forwarded message is represented by a Mail Message icon below the Subject: field. You can add additional text in the message field, and you can add additional recipients. July 28, 2010 Page 17

You can also add additional attachments. File messages From within a mail message, Click the yellow Move folder on the toolbar. Click on the folder you want the message moved to. You can also drag and drop messages from one folder to another (i.e. from the Mailbox to another folder, even the Trash) or use Page 18 July 28, 2010

Web Calendar The calendar views There are three views for your calendar: Day, Week, and Month. Whatever you viewed last should come up the next time you login but the first time you access your calendar, the Day view displays. Click on the Calendar tab at the top. Day calendar Appointments, Tasks, and Notes are listed in separate sections. Park your mouse over an item to see minimal details. Double-click on the item to open it up un a window that displays full details. To navigate to a different day. Click on the black left (for past) or right (for future) arrow. July 28, 2010 Page 19

Note that the entire month is displayed in the bottom left corner. Click on a specific date you want to go to and the contents will display. Use the navigational arrows at the top of this square to jump ahead/behind a month or a year Week calendar In the GroupWise toolbar below the tabs and to the right are view buttons for Day, Week, and Month. To display a Week calendar, Click on Week. To view the details of an item, Park your mouse over an item to see minimal details. Double-click on the item to open it up in a window that displays full details. Page 20 July 28, 2010

To navigate to a different week, Click on the black left (for past) or right (for future) arrow. Note that the entire month is displayed in the bottom left corner. Click on a specific week you want to go to and the contents will display. Use the navigational arrows at the top of this square to jump ahead/behind a month or a year Month calendar Click on the Month view button. To view the details of an item, Park your mouse over an item to see minimal details. Double-click on the item to open it up in a window that displays full details. July 28, 2010 Page 21

To navigate to a different month, arrow. Click on the black left (for past) or right (for future) Note that the entire month (minus the details) is displayed in the bottom left corner. Click on a specific month you want to go to and the contents will display. Use the navigational arrows at the top of this square to jump ahead/behind a month or a year Quick post To quickly post appointment, Click on the grid when you want your appointment to be (i.e. 1 pm) and start typing details in the window that appears. For notes and tasks, More detailed items Type in details in the Add a task or Add a note field as appropriate. If you want to add more details, you can either use the process above but click on the More options button or you can go through the New menu. To create an appointment for your calendar only you can use the Posted Appointment feature Click on the drop-down arrow next to the New button on the toolbar (on either Mailbox or Calendar tab, it doesn t matter) and choose Posted Appointment. Page 22 July 28, 2010

Fill in the appropriate fields, and click Post. The appointment will be posted directly to your calendar. Meetings You can do the same for Posted Notes and Posted Tasks. Just select them from the New menu, fill in the appropriate fields and click Post. Just like e-mail, appointments, notes, tasks and phone messages can be sent to others. To send an appointment to someone to request a meeting, Click on the New drop-down arrow. Select Appointment from the list. July 28, 2010 Page 23

The window is similar to the Posted Appointment window except there are To, CC, and BC fields. Busy search From the Appointment window, Fill in the names of the people you want to include in your meeting (appointment). If there is more than one person you want to invite and you want to make sure everyone is available at that time, Click on the Busy Search button. A list of available times displays at the bottom of the window. Page 24 July 28, 2010

To select an available time, Click on the hyperlink for that time. The details of the meeting will change to reflect the new time. Back in the original window, fill out the remaining fields and click Send. Sending notes & tasks to others You can also send (i.e. delegate) tasks, notes, etc. to others. Click on the New button and select the item you wish to send. Remember that any item with Posted in front will only go to your account. Fill in the appropriate fields and click Send. July 28, 2010 Page 25