MicroFocus GroupWise 2014 (Desktop Client) Upgrade: What s New at Children s Click to jump to the topic; Ctrl+F to search Welcome... 2 New Icons... 2 New Groupwise icon on your desktop/taskbar... 2 New Vacation Rule icon in lower right corner... 3 New Quick Tasks/Follow up flag icon... 3 New icons in the toolbar... 3 Changes to Keyboard Shortcuts... 4 New Look and Feel... 4 Micro Focus branding and default color scheme... 4 New look for Addresses... 5 New look for Out of Office All Day (OOO)... 5 Notify popups are larger... 5 Formatting and attachment options are displayed at the bottom of the compose window... 5 Accept and Decline options are displayed at the bottom of the new appointment window... 6 Signatures... 6 New slide-out menus and new My Notes, Include Attachments, Change To and Voting... 7 Enhanced Security for proxy rights if you manage proxy access to other calendars...10 New Features...11 Welcome tab Short videos and new user help, including Transition from Outlook...11 Move / Link an item to folder...11 Save email as PDF...13 Sending Voting Options and voting in email...14 GroupWise 2012 Delegate split into Invite and Delegate and delete...15 Propose New Time for appointment...16 Actions column tool available in Mailbox Reply, Move/Link to, Delete...17 Quick Response to sender...18 General Enhancements...19 1
Welcome In GroupWise 2014 on your computer, for an introduction and detailed information: Click the Welcome tab at the top of your GroupWise 2014 window for videos and new user help Click the to open the GroupWise 2014 User Guide Click the to open Children s E-Mail Management page on Star Net New Icons New Groupwise icon on your desktop/taskbar The GroupWise 2014 icon will be on your desktop after installation. Right-click and Pin to Taskbar or Start Menu, as necessary. 2
New Vacation Rule icon in lower right corner Click to activate your vacation rule in one step. Note that replies to external users continue to be blocked in GroupWise 2014, though you can enter them. New Quick Tasks/Follow up flag icon Click to flag an item for follow up as a Task in the Tasklist folder. In the Mailbox list, when you click the flag icon, the email cycles through these states: Flagged Email remains in list and is also a Task in Tasklist. Completed Email remains in list, and Task drops off the task list Unflag Email remains in list and Task drops off the task list New icons in the toolbar The Print Calendar icon opens the Print Calendar dialog. The Create New Document icon applies to features that are not used at Children s. The Delete icon quickly deletes selected items. The Move/Link to icon opens the list of Cabinet folders, so that selected items can be moved or linked. 3
Changes to Keyboard Shortcuts Ctrl+Shift+v Paste Special Unformatted Ctrl+y Redo (was Accept in GroupWise 12) Ctrl+Alt+y Accept in GroupWise 2014 Ctrl+z Ctrl+t Undo New Look and Feel Quick Task Flag toggle (Flagged, Completed, Unflag) Micro Focus branding and default color scheme The default color after installation is Light Gray; you can change the color scheme by clicking: Tools > Options > Environment> Appearance. Note: Changing the font color may cause display problems - changing color scheme will not. 4
New look for Addresses When GroupWise searches for and finds addresses as you type, the address you select displays as a blue button. Click to select a name, then drag and drop the button to another field. Click to select, then click the tiny X in the upper right to delete the name. Names displayed in yellow were not found in the addressbook as entered. On GroupWise distribution lists (DLs), you can expand the list and do a one-time edit of the complete list: OR If displayed, click the green arrow edit of the list. If displayed, click the plus button edit of the list. on the left to expand the DL and do a one-time on the left to expand the DL and do a one-time New look for Out of Office All Day (OOO) Both Busy and Out of Office display in the weekly calendar in the same shade of gray. The Out of Office appointment itself displays in a darker shade of gray, and the Busy Search displays in dark gray. Notify popups are larger Formatting and attachment options are displayed at the bottom of the compose window New Strikethrough and Highlight formatting tools 5
Accept and Decline options are displayed at the bottom of the new appointment window Signatures No prompt for a signature when you click Send instead, click the signature placeholder in the email to add a signature, then click Send. Also, easier access to create new signatures, on the slide-out menu (for example, create an internal and external signature). 6
New slide-out menus and new My Notes, Include Attachments, Change To and Voting Click the arrow to open and close the slide-out for that action (Compose, Read, Reply). Click for details about Voting 7
Compose Click Show From/cc/BC always when you want these fields to display on all mail. Check/uncheck the fields to display. Read New space to enter My Notes 8
Reply New Include Attachments from Sender no need to Forward as Attachment when you want to retain the attachments. Click Show From/cc/BC always when you want these fields to display on all mail. Check/uncheck the fields to display. 9
Enhanced Security for proxy rights if you manage proxy access to other calendars If you manage other people s proxy access, and you can t modify a proxy list, you need to: 1 Log into the account (for example, a generic department account). 2 Click Tools>Options>Security. 3 Check the Security Options checkbox. 4 Click OK. 10
New Features Welcome tab Short videos and new user resources, including Transition from Outlook Move / Link an item to folder When you move an item into a folder, it is taken from one location and placed in another. When you link an item to a folder, the item still exists in its original folder and it also appears in the new folder. When you change a linked item, it is changed in all folders. 11
Move / Link to is also available in the Actions column. For example, if you have an item that relates to both Marketing and Personnel, you can place it in the Marketing folder, then link it to the Personnel folder. You can then open the item from either folder. Move - Drag an item from the Item List to the folder you want. Press Alt while you drag the item to remove it from all folders it was previously linked to and place it in only that folder. Link to - Press Ctrl while you drag the item to link it to that folder. You can also click an item, click Edit > Move/Link to Folders, select the folders you want to move or link the item to, then click Move or Link. Select Delete old links to remove the item from all folders it was previously linked to and place it in the selected folder. 12
Save email as PDF Save email as a PDF directly out of GroupWise, without the full version of Adobe Acrobat installed on your device. Click File/Save As and select PDF as the Message Format. Note: The Save As option in the right-click popup list does not include the PDF option. 13
Sending Voting Options and voting in email Voting allows a user to send a topic with a list of responses to other users, who can then select a response; For example, to find consensus on a meeting place. 1 With your question in the subject line, click the slide-out and click Voting Options. 2 Check Enable Voting. The boldface word Vote: is added to the subject line. 3 Complete the form You can select from responses or create a semi-colon delimited list of responses. Note: If you want voters to be able to suggest another option, add a option of Other (select Vote with comment), and they can do so. 4 Click Send. 14
Voting results can be private or public so that either only the sender can see the results or all recipients can see the results. A summary email is then sent to all who voted. The results are found on the pull-down menu in the header or on the Properties page of the summary email. To Vote in GroupWise 2014, select your option from the dropdown and Vote Recorded is displayed. Then click Close. You can also add a comment to a vote, by selecting Vote with Comment from the dropdown. Note: Voting is not implemented for GroupWise 2012 users. GroupWise 2012 Delegate split into Invite and Delegate and delete Use Invite to invite other people to a scheduled item. Use Delegate and delete to reassign a scheduled item to someone else and delete it from your calendar. The sender can determine who you invited or delegated the item to by looking at the item s properties. The sender will also receive an email notification. When the message body, subject line, or To list of an appointment is modified by the original sender, all recipients, including invited or delegated recipients, receive the modifications. When the time or place of an appointment is modified by the original sender, the appointment is retracted from all recipients; however, it is re-sent only to the original recipients. In this case, the appointment must then be re-delegated. 15
Propose New Time for appointment You, as the recipient of an appointment, can suggest another time for the appointment by performing a busy search of attendees and proposing a new time. The new time is then sent back to the original sender, who can then decide whether to accept the new time. If the change is accepted, the original appointment is updated for all attendees. The recipient must be on a GroupWise 2014 R2 client to propose a new time. The originator must be on a GroupWise 2014 R2 client to accept the new time and send the edited appointment. Notes: This feature can be used with both Children s and external (for example, gmail) accounts. Proposing a new time for a recurring appointment changes the time for all the appointments. You can Propose New Time on appointments after accepting the appointment. If the originator is on a client earlier than GroupWise 2014 R2, the proposal is shown as an email with the original appointment attached. The originator must then manually edit the original appointment if the originator wants to use the new time. 1 Open the appointment and click on Propose New Time. 2 Busy Search includes everyone on the appointment. 3 Click Send - the appointment changes in your calendar 4 The owner gets an email in their mailbox. 16
5 When opened, it looks like an appointment. 6 The owner can Accept the appointment or Cancel. If accepted all other people invited receive the new appointment. Actions column tool available in Mailbox Reply, Move/Link to, Delete Set up the Actions column in your Mailbox to immediately Reply, Move /Link to or Delete items without opening them. 1 Right-click in the header bar and select More Columns. 17
2 Click Actions,click Add, use Column Position if necessary, then click OK. Quick Response to sender Note: This feature is not available on Children s [EXTERNAL] or [MARKETING] emails. Quick response lets you reply to an item without having to manually send a response. This is found in the bottom right of the read view. Click the response, then Close the email. When a quick response is selected, the sender of the item receives a notification that you sent a quick response. They can see your quick response in the header of the sent item. 1 In the lower right corner of the read view for an item, click no selection next to quick response. 2 Select the response you want to send from the list. Select Respond with comment... to add a comment, with or without a selected response. 3 After you enter your comment/select the response, click OK. 18
The Quick Response looks like this: General Enhancements External vacation rules/ooo replies continue to be limited to users listed in the address book. Shared folder ownership - When the owner of a shared folder changes roles or leaves, admins or team members can change the owner Tasks - Set time due when creating a task Paste Special from clipboard Right-click for three choices including Formatted text, Merge formatting (keeps html structure of the clipboard, but takes font and formatting from the Compose view), Unformatted text Sent mail properties display and link in mail header click to open properties detail QuickFinder searches - The QuickFinder box (in the top right of all folder views) now searches the message body and any attachments, instead of just the header fields. If a user name is typed in the QuickFinder box, it searches the Address Book and will also search for items addressed to the email address associated with that name. 19
Changing/Personalizing Subject line Click the Pen icon next to the Subject line and type in the new text. To categorize it, use Personalize on the slide-out. The original Subject line can be seen in Properties. Calendar can edit your items right in calendar Automated address book maintenance As you work, GroupWise 2014 checks your address book and proxy lists and displays this message when appropriate: New Addressbook filtering options are available on the View menu in the Addressbook. menu. Disable QuickInfo is also available on this 20