GroupWise WebAccess 2012 Introduction. 7/23/2013 Archdiocese of Chicago Mike Riley

GroupWise WebAccess 2012 Introduction 7/23/2013 Archdiocese of Chicago Mike Riley 1

CONTENTS Logging In... 1 Portal... 1 Password Self-Service... 3 Login Help... 4 GWWA Main Window... 4 Mailbox... 5 Mailbox Toolbar... 5 Opening Mail... 6 Finding Messages... 6 Scrolling... 6 Search Box... 6 Advanced Find... 7 Working with Mail... 8 Message Toolbar... 8 Replying to Messages... 9 Forwarding Messages... 9 Moving Messages... 9 Printing Messages... 10 Attachments... 11 Previewing Attachments (View)... 11 Saving Attachments... 12 Sending Mail... 12 Message Window... 12 Addressing... 13 Entering Message... 14 Tips... 14 Formatting... 14 Attaching Files... 15 Attachment Warnings... 15 3

Spell Check... 15 Sending... 16 Sent Items... 16 Properties... 16 Resending... 17 Cleanup... 17 Frequent Contacts... 18 Options... 18 Finding... 18 Viewing Details... 19 Copying Contacts... 19 Editing a Contact... 19 Deleting a Contact... 20 Creating Groups... 20 Trash... 21 Undelete... 21 Empty Trash... 21 Mailbox Cleanup... 21 Tips... 21 Troubleshooting... 22 Timeouts Recovering Messages... 22 Delivery Issues... 22 Bad Address... 22 Mailbox Full... 22 Exceeds Size Limit... 23

GROUPWISE WEBACCESS 2012 INTRODUCTION LOGGING IN You access your GroupWise account from a web browser. You will log into your GroupWise account using the username and password for the specific account (initial password is provided with your welcome packet). When you first log into GroupWise, you will need to change your password from the temporary password to a new password. PORTAL You should access your account through the GroupWise Portal. The portal displays the links to access your mailbox, indicates server status, provides training documentation and includes other help topics. To connect to the GroupWise Portal: Open a web browser such as Internet Explorer 1, Firefox or Chrome Navigate to http://portal.archchicago.org The GroupWise Portal is pictured below. The appearance and items available are subject to change. 1 If you are using Internet Explorer 9 or higher, you must NOT be in Compatibility View. 1

Once at the portal, simply click the Login to GroupWise graphic to access your mailbox. Since your mailbox is a secure resource, you'll need to login. Passwords are case sensitive. If your password needs to be changed, you'll receive a popup message and be given a chance to change your password. To change your password: Enter the password you just logged in with in the Type your old password box Enter a NEW password in both the Type your new password and Confirm boxes Your password must be at least 7 characters long. You can't reuse a password. You will need to change your password every 40 days. 2

PASSWORD SELF-SERVICE Password Self-Service helps you reset your password in the event that you have forgotten your password, allowed your password to expire, or locked your account in any other way. Before you can use the Self-Service feature to change your password, you ll need to setup your password hints. Click the link for Setup Password Hints (Secure Services) and login if necessary. You will be presented with a page of questions to provide answers to. Answer each of the questions (make sure you choose answers you ll be able to remember) and click Setup Hints. Once the hints are setup correctly, click Continue. Once your hints are setup, you can use them to reset your password. To reset your password using your hints: From the login screen, click Forgot your password? Click here Enter your username Provide answers to each of the questions presented Click Check Hints If your responses are correct, you can enter a New Password If your responses are incorrect, you will need to answer a new set of questions 3

LOGIN HELP We will display information for scheduled outages on the GroupWise Portal Home page. If the system is up and you continue having problems logging in, please contact the IT Assistance Line at 312-534-5227. We are available during normal work-days from 9:00 AM until 4:45 PM. GWWA MAIN WINDOW After you connect to your WebAccess account, GroupWise opens your Mailbox. The main WebAccess window typically displays a folder list on the left and the items within the current folder on the right. You can switch from one folder to another by simply clicking on that folder in the folder list. A row of buttons typically appears above the item list to allow you to take action on the selected item(s). Additional command buttons appear above the folder list. Navigation tabs appear above these buttons. If your mailbox exceeds your allocated space (typically 50 MB), you will receive a popup message indicating this problem. You will be unable to create new items until you delete existing items (and empty them from the Trash). 4

MAILBOX When you log into your account, your Mailbox displays your received items. Since this is a web-based e-mail system, messages that arrive after you log in won't display until you update your mailbox or switch folders. MAILBOX TOOLBAR The following icons are part of the Mailbox toolbar. Some icons only apply to specific types of mailbox items. Refresh (Unlabeled) Delete Accept Decline Complete Mark Unread Mark Read Categories Refreshes your Mailbox display. (Items delivered since you opened your mailbox will display.) Deletes the selected items. These items will remain in your Trash folder for 7 days or until you empty the Trash (whichever comes first). Accepts a calendar item (appointment, task, or reminder note) sent to you. Accepted items will only display on your Calendar. (Accepting an item removes it from the Mailbox.) Declines a calendar item (appointment, task, or reminder note) sent to you. Deleting/Purging a calendar item is the same as Declining the calendar item. Marks a task or checklist item as complete. "Unreads" a message. (If the sender is an @archchicago.org e-mail user, they will still see the status as having been "Read".) Marks a message as Read. Lets you assign a message to one or more categories. 5

OPENING MAIL To open a message in your mailbox: Double-click the message OR Click the message Tap the Enter key on your keyboard OR Right-click the message Choose Open FINDING MESSAGES If you have more items in your Mailbox than fit on your screen, you can use different techniques to find messages. SCROLLING Use the scrollbar on the right to scroll through your list of messages. As you scroll, messages will begin loading. If you scroll very quickly, no items will show until they are loaded (a "Loading" indicator will display). SEARCH BOX The Search box is available in any folder that contains a list of items (not available in Calendars and Contacts). This search will look through ALL items in your account, no matter what type of item To use the Search box Click in the Search box Enter the text to search for Tap the ENTER key 6

To clear a Search: Click on a folder in your folder list ADVANCED FIND You can narrow a search using the Advanced Find. To use Advanced Find: Click the button Enter the desired options Click Find When finished, simply close the Advanced Find window 7

WORKING WITH MAIL When you open a message in your Mailbox, it opens in a new window. MESSAGE TOOLBAR The message window displays a toolbar with options specific to that window. Close Next/Previous Reply Reply All Forward Move Mark Unread Next/Previous Delete Print View HTML Plain Text Closes the message Open the Next/Previous item in that folder. Creates a reply to the message (addressed to the original sender only). Does NOT include any of the original attachments. Creates a reply (addressed to the original sender, along with everyone the sent to the message To or CC). Does NOT include any of the original attachments. ONLY USE REPLY ALL FOR PROJECTS WHERE EVERYONE INVOLVED IN THE PROJECT AGREES THAT EVERYONE SHOULD GET COPIES OF MESSAGES PERTAINING TO THAT PROJECT. Creates a copy of the message that you can send to anyone. This DOES include the original attachments. Lets you move the message to another folder (like the Cabinet). Marks the message as Unread AND closes the message. Open the Next/Previous item in that folder. Deletes the message (moves it to the Trash). Opens a print-friendly version of the message. Switches the display of the message to HTML (only available if the message includes HTML formatting). Switches the display of the message to plain text. 8

REPLYING TO MESSAGES Many of the e-mail messages we send are replies to other messages we have received. You can choose to reply to the sender only OR the sender and everyone they sent the message To (and CC'ed). Click the Reply or Reply All button to begin the reply. You can add additional recipients (if desired) and delete portions of the original message. Use Reply All sparingly. You should only use Reply All with messages about specific projects where EVERYONE involved in the project truly needs all communications regarding that project. FORWARDING MESSAGES Forwarding a message sends a copy of the original message (and its attached files) to someone else either as an attachment or as editable content in a new message. Typically, you will use a standard forward and only Forward As Attachment when requested. You choose which method each time you click Forward. MOVING MESSAGES Keeping important messages in your Mailbox can be confusing. Your new messages will be mingled with messages that you want to store. Moving a message lets you put it into another folder to help keep your items organized. The Cabinet folder is designed for this purpose. To move an item: Drag the item onto the Cabinet and release the mouse button when the Cabinet folder is highlighted and a green checkmark displays next to your cursor OR Open the message Click the Move button Click on the folder you are moving the item into Remember: Your account DOES NOT have unlimited space. Items count toward your total available size no matter what folder the item is in. 9

PRINTING MESSAGES If you want a hard-copy of a message, you should open a print-friendly view of the message that you will print. If you print the normal view of a message, the entire contents of the message might not print correctly. To open a print-friendly view: Open the message Click the Print View button on the message toolbar A new, print-friendly view of the message opens Click the Print This Page link or choose File, Print (not available in all browsers) 10

ATTACHMENTS Many of the messages you receive will include files attached to the message. Messages including attachments will display a paperclip next to the envelope. When a message contains attached files, you may be able to preview the attachment using the View link next to the attachment. Not all files types can be previewed. You can also save one or more attachments from a message. PREVIEWING ATTACHMENTS (VIEW) When you View an attachment, GroupWise will attempt to convert the attached file to HTML and display the preview as a web page. GWWA can't convert every possible file. Files previewed in this way will look different than if you opened the file in the actual program associated with that file. The View option is typically the fastest way to view the contents of the file. 11

SAVING ATTACHMENTS To save a single attachment from an e-mail, click the filename of the attachment. You can download multiple attachments at once by checking the desired attachments and clicking Download. This will save all of the selected attachments in a single ZIP file. SENDING MAIL Clicking the # Attachments indicator downloads ALL attachments in that message in a single ZIP file. The general steps for sending new messages are the same, no matter what e-mail program you are using. 1. Open a new message window 2. Address the message 3. Enter the message 4. Attach files 5. Set options (The send options available from GroupWise Web Access aren't that useful and are not covered in this course.) 6. Spell-check the message 7. Send the message MESSAGE WINDOW To open a new message window, click the New button while in any folder other than a Contacts folder. 12

ADDRESSING There are several ways you can enter the recipients for a message. Enter the full e-mail address of the recipient Enter the User ID of another GroupWise account in our mail system Enter the display name of a user in one of your searched Address Books Click the Address button to select a user from the Address Book If you are sending the same message to several people, you can add additional names in the To, CC and BC fields. Tap the Enter key to add an additional recipient. To remove a recipient, click the recipient's name (address) and tap the Delete key. When addressing messages, you can specify that you are sending the message TO the recipient or sending a CC or BC. To CC Use this for recipients who should reply to or take action because of the message. Carbon Copy/Courtesy Copy These are your FYI recipients. Normally, you don't expect a response or action from these recipients. BC Blind Copy You send Blind Copies to respect the privacy of the recipients' e-mail addresses. Everyone who receives the e-mail will have access to the e-mail addresses you (as the sender), everyone you send the message To and everyone you CC. The Blind Copy recipients' addresses are NOT embedded in a message. Typically, you Blind Copy everyone who receives a message if they are not all in our mail system. You have to include somebody in the To field, so send a copy To yourself. 13

ENTERING MESSAGE Your next step is to enter the subject and body of the message. Simply click in the appropriate section and type the contents. TIPS Use a subject that clearly identifies what the message is about Try to stick with one main topic per message Make sure the reason for sending the message (or the action you want the recipients' to take) is at the beginning of the message. DON'T ENTER MESSAGES IN ALL CAPS! THEY ARE HARD TO READ AND CONSIDER SHOUTING! don't enter messages in all lowercase and without punctuation its considered unprofessional Don't compose an e-mail when you are angry. Avoid sarcasm. Recipients can't hear your "tone" and might misinterpret the message. Spell-check messages before you send. FORMATTING GroupWise WebAccess lets you format the body of a message using HTML formatting. HTML formatting can be displayed by a variety of e-mail programs (so there's a good chance the recipient will see the formatting that you apply). However, not every e-mail program will display HTML formatted messages and some organizations may disable the display of HTML formatted messages. A plain text version of the message will automatically be generated when you compose an e-mail, so the recipient will always receive your text content. E-mails were never intended to include formatted content (other than attachments). Use formatting sparingly and remember that no matter what formatting you apply, the message will most likely appear different for the recipient. If you click the Plain Text button, you will NOT be able to format the body of your message. 14

ATTACHING FILES In addition to text, you can attach files to e-mail messages. To attach a file: Click the Attach button Navigate to and Open the desired file The file will begin transferring from your computer to the post office. It will appear in the attached files box when completed Continue the process until all desired files are attached. ATTACHMENT WARNINGS The amount of time it takes to upload the file (the time between clicking Attach and it appearing in the attached files box) is approximately the amount of time it will take for the recipient to download the file Avoid sending large attachments. If your total message size exceeds 5 MB, the recipients' post office might reject the message. (There are no size restricting when sending to another @archchicago.org account). Avoid sending unsolicited attachments. Avoid sending unusual file types. You should normally only attach Word documents, Excel spreadsheets, PowerPoint presentations, and Adobe PDF files. In the body of the message, indicate that you are attaching files and what those files contain. SPELL CHECK You should get in the habit of spellchecking messages before you send them. To run a spell-check: Click the Check Spelling button Click on any highlighted words (misspelled) and choose the desired spelling OR Click Edit and enter the correct spelling Click Resume Editing to return to the message OR Click Finish and Send If your message is NOT in English, click the drop-down next to Check Spelling and choose an available language for the spell check. 15

SENDING If you did NOT send the message when finishing a spell check, simply click Send to send the message. SENT ITEMS If the display name of any recipient is NOT found, you will need to fix this problem before the message can be sent. This will ONLY happen when entering a display name or user ID and not when you enter the full e-mail address. Most of your time in GroupWise will be spent in your Mailbox. Occasionally, you'll need to work with your Sent Items to check the status of items, resend, retract, or delete items. PROPERTIES If you are configuring to use the TRIM archiving application, your sent mail will be in the TRIM Sent folder until catalogued within TRIM. The Properties tab of a Sent Item displays information regarding the recipient of the message. You will not be able to determine if the recipient has opened your message if they are on a different mail system. To check the status of a sent item: Select the Sent Items folder Open the desired message Select the Properties tab 16

RESENDING You can resend any message in your Sent Items. You can resend to include corrections to the original message, change the recipients, or add attachments you initially forgot. To resend a message: Open the item from your Sent Items folder Click Resend Make any changes as desired Choose to retract the original message (normally only used when correcting the original message) Click Send Retract will only work on UNOPENED messages and you can only retract messages from our GroupWise system. CLEANUP Messages in your Sent Items folder also count toward your total mailbox size. You should periodically delete items in your Sent Items folder to avoid exceeding your mailbox space. To delete a sent item: Select or open the item Click Delete From This Mailbox 17

FREQUENT CONTACTS Use the Frequent Contacts Contacts folder or tab to access the available Address Books in GroupWise. Each user automatically has three books available: GroupWise Address Book (system) and two personal books (Frequent Contacts and a book named after you). You can add, edit and delete entries in personal address books. OPTIONS You can use the Options to configure the display name format of address book entries and to specify which books GroupWise will run Name Completion against. To change your Contacts options: Click the gear in the upper-right corner of the main GroupWise window Choose Options Select the General tab Set the options as desired Click Save Click Close FINDING While looking at Contacts, you can use the Show names that start with box to help you locate Contacts. You can enter text in the box and tap the Enter key to begin the search. It will search for entries whose First or Last name begin with the text you enter. 18

VIEWING DETAILS The normal display of contacts only shows Name, Email and Phone. Additional information can be stored in a contact. Clicking on QuickViewer (to the right of the Find button in the Contacts window) will split the contacts window and give a summary of the selected contact. Double-clicking on a contact will bring up the details of a contact. COPYING CONTACTS You can copy a contact into one of your personal address books by dragging the contact into your book or by selecting the contact and clicking the Copy button. EDITING A CONTACT To edit a contact: Double-click the contact Make the desired changes Click Save & Close You can only edit contacts that are in one of your personal address books. 19

DELETING A CONTACT To delete a contact: Select the contact Tap the Delete key or click the Delete icon Click OK to confirm the deletion CREATING GROUPS You can only delete contacts that are in one of your personal address books. You can create personal groups (distribution lists) from GroupWise Web Access. The method you ll need to use for creating groups is a bit unusual, but is the fastest way to create a personal group. To create a personal group: Open a New Mail window Enter the members of the group in the To field (as if you were sending an e-mail to those recipients) Within the Mail Message window, click the Address Book button Click the Save Group button Choose the personal address book to save the group into (Frequent Contacts is recommended) Enter a name for the group in the Group Name box Click Save You can then close the Address Book/Mail Message windows When you send messages to your group, simply enter the group s name in the appropriate addressing field. You should BC the group if the members of the group are on different mail systems (to respect their privacy). You must include a recipient in the To field, so simply send the message To yourself and BC the group. 20

TRASH When you delete a GroupWise item (other than an address book entry), it will be moved into the Trash folder (unless you Purge the item). UNDELETE You can recover any item is in your Trash. To undelete an item: Select the item Click the Undelete icon OR Drag the item to a different folder EMPTY TRASH Items will remain in your Trash until you empty them, undelete them, or automatically after 7 days. To empty a single item from your Trash: Select the item Click Purge To empty ALL items in the Trash: Open your Trash folder and click Empty Trash OR Right-click the Trash folder and choose Empty Trash MAILBOX CLEANUP Your mailbox has a maximum capacity of 50 MB. Everything in your mailbox (other than Address Book entries) counts toward this available space. If you exceed your mailbox capacity, you will not be able to create or send any items until you reduce the amount of space used. TIPS Avoid keeping messages with file attachments for extended periods of time. Attachments eat up more space in your mailbox than messages without attachments. Periodically delete your Sent Items. 21

TROUBLESHOOTING While this course is not designed to delve into every possible problem you may encounter with GroupWise Web Access, there are a few common errors that you may encounter. TIMEOUTS RECOVERING MESSAGES If your session times out, your computer crashes, or you lose your internet connection while composing a message, you ll be given a chance to recover the message the next time you log into GWWA. When you log into GWWA, if you have any messages in a recovery state, you ll be given a chance to Open the message, Save the message (to the Work in Progress folder), Delete the message, or Skip the message (and decide what to do the next time you log into GWWA). DELIVERY ISSUES If there is a problem delivering a message to a recipient, you will normally receive an e-mail notification of the delivery failure. The common delivery issues are bad addresses, message sizes and full mailboxes (for the recipient). The delivery failure notice will indicate what the problem is. BAD ADDRESS If the e-mail address is incorrect, you will receive a notification indicating which part of the address is incorrect. If the notice indicates no such user or no mailbox, then the first part of the address (before the @ symbol) is incorrect (or no longer valid). If the notice indicates host unknown or invalid post office, the last part of the address (after the @ symbol) is incorrect. Double-check whether you have the correct e-mail address. If you mistyped the address, simply resend the message to the correct address. MAILBOX FULL If the receiving post office rejects messages when the recipient s mailbox exceeds their size limit, that post office will normally reply to you indicating this issue. There is nothing you can do to fix this problem. The recipient needs to free up space in their mailbox. 22

EXCEEDS SIZE LIMIT Most mail systems will limit the size of messages that they will accept. This is done to prevent denial-of-service attacks on their systems. If your message exceeds the inbound size limit, you will typically receive an indication that the message is too large (and possibly the max size allowed). This is normally caused by sending several attachments at once or individual, large attachments. Try to reduce the size of the message by breaking it apart into separate messages. If a single attachment is too large, you will need to provide the user with the file using another delivery method (mailing them a CD, for example). 23

Direct any questions or comments to the IT Assistance Line at (312) 534-5227.