Novell GroupWise 8 Introduction 8/13/2014 Archdiocese of Chicago Mike Riley i
VIDEO TUTORIALS AVAILABLE Almost 100,000 video tutorials are available from VTC. The available tutorials include Windows 7, GroupWise 8 and Office 2010 applications. To access these tutorials, visit http://links.archchicago.org and click the link for VTC Online Training. Login with your GroupWise username and password. You MUST use our custom login page from the list of Archdiocesan Web Links. You will NOT be able to login directly at VTC.com. Once logged into the VTC site, you can view any of the available tutorials (the Flash versions tend to load that fastest). You can view as many tutorials as you want. We have a limit of 5 concurrent users (only 5 people from our network can be logged in at one time). If all of the seats are currently in use, you will receive an error message. You can also access these tutorials from home. Simply use the link provided at http://links.archchicago.org.
CONTENTS Getting Started... 1 Starting GroupWise... 1 Logging In... 2 GroupWise Window... 3 Composing Mail... 5 Opening a New Message Window... 5 Addressing Messages... 5 Name Completion... 5 User IDs... 6 Full E-Mail Address... 6 Using the Address Book... 6 To, CC, BC... 7 Entering the Message... 8 Attaching Files... 9 Attachment Warnings... 9 Sending Messages... 9 Send Options... 10 Draft Messages... 11 Working with Mail... 12 QuickViewer... 12 Opening Mail... 13 Replying... 13 Reply to all warnings... 13 Forwarding... 14 i
(Pre)Viewing and Opening Attachments... 14 Saving Attachments... 15 Find... 15 Filing... 16 Deleting... 17 Sent Items... 18 Viewing Properties... 18 Resending... 19 Retracting... 20 Clean-Up... 20 Address Book... 21 Types of Books... 21 Frequent Contacts Properties... 21 GroupWise 8 Address Book Name Format... 22 Copying Entries... 23 Adding Entries... 24 Modifying Entries... 25 Deleting Entries... 25 Copying from Messages... 25 Groups/Personal Distribution Lists... 26 Trash... 27 Undeleting... 27 Emptying Trash... 27 Using Mailbox Size Window... 28 Quigley/Meyer Center Conference Rooms... 29 Creating the Multi-User Calendar... 30 Booking a Room... 31 ii
Canceling a Room... 32 GroupWise Options... 33 Environment/General... 33 Environment/Views... 35 Environment/Cleanup... 37 Environment/Signature... 39 Accessing GroupWise Remotely... 39 iii
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NOVELL GROUPWISE 8 INTRODUCTION GETTING STARTED Novell GroupWise is the e-mail and scheduling application used within the Archdiocese of Chicago computer network. GroupWise lets you send and receive e-mail, maintain a personal calendar of appointments, tasks and events, schedule meetings with other users, maintain addresses, and book conference rooms at the Quigley and Meyer Centers. This document is written based on GroupWise 8.0.2. STARTING GROUPWISE During your login to the Pastoral Center network, GroupWise will automatically start. If you exit GroupWise, you would need to start it manually. To start GroupWise: Double-click the GroupWise icon on your Desktop OR Choose Start, All Programs, Novell GroupWise, GroupWise 1
LOGGING IN When GroupWise launches, it will prompt you for your password. Simply enter your login password in the Password field and click OK. You can also log into your GroupWise account from another user s computer. If another user is logged into that computer, you ll start GroupWise as normal but click Cancel when it asks for your password. In the Novell GroupWise Startup screen, enter your User ID and Password to log into your mailbox. After you are done with your GroupWise account on another user s computer, you should exit GroupWise, start it again, click Cancel on the Password screen and clear out the User ID. If not, the other user will, most likely, not realize that GroupWise is trying to log into your account and will LOCK your account. 2
GROUPWISE WINDOW When GroupWise launches, it will either open your Mailbox or Home View (if configured to start in Home View). 3
The image on the previous page highlights the major elements of the GroupWise window. Navigation Tabs Toolbars Display Settings Folder List View Toggles Find QuickViewer Item List Navigation Tabs provide one method of selecting different folders within your GroupWise account. You can add/remove folders from the Nav Bar by right-clicking an empty spot of it and choosing Customize Nav Bar. The toolbars area includes toolbars for the current folder, selected item(s) within that folder, and display settings. This drop-down box lets you select from various preset display options for that folder. The folder list displays all of the various containers within your GroupWise mailbox. The right-hand section of the Nav Bar displays three buttons that toggle different display settings (Folder List, QuickViewer, and Menu) on or off. The Find box is a quick way to search the current folder. Simply type in the search term in the Find box and tap the enter key to search. Delete the text in the Find box to restore the folder to its previous view. The QuickViewer allows you another option to view the selected items in a folder (instead of having to double-click those items). The QuickViewer can display either at the bottom or the right. The item list window displays the contents of the selected folder. 4
COMPOSING MAIL Creating and sending e-mail messages involved the same steps no matter what e-mail program you use. The steps are: 1. Open a new message window 2. Address the message 3. Enter the subject and message body 4. Specify any send options 5. Send the message OPENING A NEW MESSAGE WINDOW To open a new message window: Click the New Mail button on the toolbar OR Choose File, New, Mail OR Hold down the Ctrl key and tap the letter M ADDRESSING MESSAGES Your next step is to address the message. The methods you can use to address a message vary depending on whether the recipients are in the Novell GroupWise Address Book, one of your Personal Address books, or not in an address book. NAME COMPLETION If the recipient is listed in the Novell GroupWise Address Book or your Frequent Contacts Address Book, you can use the Name Completion feature to address the message. To address a message using Name Completion: Begin typing the recipient s display name (typically Last Name, First Name) When GroupWise finds a match, it will AutoComplete the name If the match is NOT the recipient you need, continue typing the display name or tap the down arrow on your keyboard until the correct recipient is displayed Tap the Enter key to add additional recipients or the Tab key to move to the next field 5
USER IDS If the recipient has a GroupWise account on our mail system, you can enter the recipient s user ID instead of their display name. This method requires you to know the recipient s user ID. FULL E-MAIL ADDRESS Like any other e-mail application, you can always enter the recipient s full e-mail address in one of the address fields. If you ve sent an e-mail to that address before (and it s still in your Frequent Contacts), GroupWise will auto-complete the address just like a display name. USING THE ADDRESS BOOK You can also use the Address Book to select the recipients of a message. You can then select anyone listed in any of your available address books. To address a message using the Address Book: Click the Address button from the Mail To window Select the desired address book from the Look in drop-down Scroll through the list of names or enter the beginning part of the recipient s display name in the Look for field Once you have located the desired entry, click on it (once) and click the To, CC or BC field as desired To remove a recipient, click their name from the Selected list and click Remove Continue until you are done selecting recipients from the Address Book Click the OK button at the bottom right to return to your message 6
TO, CC, BC When addressing a message, you can specify how each recipient receives the message. This can be important when you are sending one message to several recipients. To Recipient is intended audience for this message. The To recipients are usually those who need to take action or reply to the message. CC (Carbon Copy/ Courtesy Copy) Informational copy. Typically, no action is required by the CC recipients. BC (Blind Copy) Blind Copy recipients are hidden in the list of recipients. This is normally used for privacy issues. When sending a message to a group of people who don t already have access to each other s e-mail addresses, Blind Copy each recipient (send a copy To yourself). When e-mailing several parishes, school, principals, and other users who aren t part of the Pastoral Center Network, you should always blind copy those recipients. Typically, with Blind Copy, you either BC every recipient or none of them. To add additional recipients in the To, CC or BC field: Enter the first recipient as normal Tap the Enter key or semi-colon (;) to drop-down that name Tap the Tab key when finished To remove a recipient: Click within the To, CC or BC field Click on the name of the recipient Tap the Delete key 7
ENTERING THE MESSAGE Click within or Tab into the Subject and message body and simply begin typing the message and its subject. When composing a message: Use a clear, concise subject o Subjects like Hi or Documents might make the recipient suspect the message is simply a virus or SPAM message Try to stick to one topic per message o o o Having your message focus on a single topic lets the recipient better organize the message Additional content in a message might get lost and never read or addresses This might mean sending more than one message to the recipient Get to the point immediately o o You should let the recipient know the action you want them to take as soon as possible. Don t bury important parts of the message at the bottom. Avoid formatting the message using different fonts and colors o o o The ability to view the formatting depends on the recipient s e-mail program they use Some people will NOT view messages that are formatted using HTML If the formatting of the content is important, create the content in another program (like Microsoft Word) and attach that file Before sending an e-mail, it s a good idea to double-check your spelling. GroupWise includes a spell-checker that will verify the spelling of the message subject and body (but not any file attachments). To spell-check a message: Click within the message subject or body Choose Tools, Spell Check If a misspelled word is found, choose the correct spelling from the list and click Replace If the word is spelled correctly, you can either Skip the word or Add it to your spellcheck dictionary If you configure your system to use HTML formatting by default, the spell check button is visible on the toolbar at the top of the message. 8
ATTACHING FILES In addition to the text of a message, you can attach files to a message. You can attach any file that you can access from that computer to the body of a GroupWise message. To attach a file: Click the Attach a File icon (the paperclip) Browse to the folder containing the file Double-click the file Attach additional files as desired ATTACHMENT WARNINGS Be cautious about attaching large files. Many mail systems will reject large mail messages (including the attachment size). If the file is over 5 MB in size, it might be rejected. Some mail systems will block certain types of file attachments. Standard files such as Word documents, Excel spreadsheets, etc., will normally go through without any problems. If at all possible, simply include the text of the attachment in the body of a message instead of attaching a file. It will result in a smaller mail message. Always be specific in the body of the message about what the attachment is. Messages with mystery attachments might lead the recipient to believe the attachment is a virus-laden file. SENDING MESSAGES Once the message is ready to go, simply click the Send icon. As long as GroupWise can resolve the addresses of all recipients, it will send. If any recipients addresses are invalid, you ll need to correct those addresses. 9
SEND OPTIONS When you send an item via GroupWise, there are options you can use to impact the delivery, appearance, and behavior of the message. To specify the options for an item you send: Click the Send Options tab before you send the item Specify any options as desired Send the message You can change the default options for every item you send through Tools, Options, Send. Not all options are particularly useful. The table below outlines the send options that will be supported by most recipients and are considered useful by a large number of GroupWise users. Tab Option Description General Category Color-codes an item for the recipient if they use GroupWise and have the same color-coded category. Urgent, Personal, Low-Priority and Follow-Up are defaults within GroupWise. Don t focus on the category name instead, consider how the color of the message will impact how the recipient will treat the message. General Delay Delivery Holds the message at the post office until the specified time. Use this for items that need to be delayed for any reason or when sending to a large number of recipients to hold the message until after the normal work day. (Sending a high volume of e-mails can slow down our entire mail system.) Status Tracking Return Notification Specifies whether you should receive a receipt or GW Notify alert when the recipient(s) open/delete the message. Return Notification only works if the recipient is in our post office. 10
DRAFT MESSAGES As you compose a message, you may realize that you don t want to send it right away (or need more information to complete the message). Rather than retyping the entire message, you can save a Draft copy that you can then complete and send. To save a draft message: Click the Cancel button or tap the Esc key while composing your message Choose Yes when asked to Save changes Choose the Folder to save the draft copy in (Work in Progress is already selected and recommended) Click OK To complete a Draft: Select the folder containing the message Double-click the draft copy to open it Complete and send the message 11
WORKING WITH MAIL You will probably spend more time managing your incoming items within GroupWise than creating new items. Your inbound mail often determines the messages you need to send. Learning to keep your account organized is vital. QUICKVIEWER The QuickViewer is a split-screen preview of items you select within GroupWise. The QuickViewer can reduce the amount of time you spend going through your mail. To activate the QuickViewer: Choose View, QuickViewer OR Click one of the QuickViewer icons If the item has any attachments, you can click the attached files to preview those as well. When the QuickViewer is active, selecting any item will mark it as read. QuickViewer 12
OPENING MAIL If you choose to NOT use the QuickViewer, simply double-click an item to open it. If you have trouble double-clicking, you can single-click the item and tap the Enter key to open it. REPLYING Most of your time in GroupWise will be spent replying to messages that you have received. To reply to a message: Open/QuickView the message Click the Reply or Reply All icon Enter your text for the reply Send the reply The text of the original message is included in your reply and can be edited as desired. If you select text in the message BEFORE you click Reply, only the selected text will be included. REPLY TO ALL WARNINGS Be extremely cautious about Reply to all. The recipients might not have cared about the original message to begin with and most likely won t care about your reply. You should normally only use Reply All for a project where the participants have agreed they should use Reply All. 13
FORWARDING Forwarding lets you send the original message to another recipient. GroupWise includes two options for forwarding: standard forwarding and forwarding as an attachment. When you click the Forward button, it uses the last forwarding method you had chosen. To specify the forwarding method, click the drop-down arrow to the right of the Forward icon and choose the desired method. Standard Forward Forward as Attachment The standard forward simply copies the content of the original message into a new message. (If you have selected text in the message before you Forward, only the selected text will be copied.) Standard forward is the preferred method. Forward as Attachment embeds the original message as a file attachment. This method allows a user to view the message headers of the original message. Typically, you would only Forward as Attachment when requested for troubleshooting purposes. Forward as Attachment is the only forwarding method used by a forwarding rule in GroupWise. (PRE)VIEWING AND OPENING ATTACHMENTS When an e-mail includes an attached file, you can try to preview the attachment or open the attachment. When you click on an attached file, GroupWise will generate a preview of the file (if possible). Double-clicking an attached file will OPEN the file (if possible). 14
SAVING ATTACHMENTS File attachments will take up a lot of space within your mailbox. You ll want to save attached files to your local drive or shared drive to free up space in your account. If you want to make edits to an attached file, you will also need to save the file. You can use the Save As option for most files to save them outside of GroupWise. You can also right-click an attached file and choose Save As to save the file in the desired location. FIND As your mailbox fills up, it will become harder to locate specific messages. Luckily, GroupWise includes a Find utility that can help you locate messages. To use the Find: Click inside the Find box Type in the text to search for Tap the Enter key Messages containing the text entered will be displayed. To clear the Find: The Find dropdown displays additional options you can use to modify your search. Click the Find dropdown Choose Clear 15
FILING It s a good idea to move important messages that you want to keep into a location other than the Mailbox. The Cabinet is an ideal location for messages you want to file. To file a message: Locate the message to file Click and drag the message into the desired folder You can create subfolders within the Cabinet by right-clicking the Cabinet and choosing New Folder. Items in your cabinet still count towards your mailbox size limit. For long-term storage, you ll need to archive the item using the TRIM application. 16
DELETING When you no longer need a message, you should delete it to help keep your Mailbox clean. When you delete a message, it moves to the Trash folder. It will remain in the Trash folder (taking up space in your account) until you empty the Trash or 7 days. To delete a message: Select the message and tap the Delete key OR Open the message Click the Delete icon You can bypass the Trash completely by choosing Delete and Empty. 17
SENT ITEMS When you send things from your GroupWise account, you will retain a copy in your Sent Items. Retaining a copy lets you view the status of the item, resend and retract the message. These options are ONLY available while the message is in your Sent Items folder. If the message has been moved into the TRIM archiving application, these features will be unavailable. VIEWING PROPERTIES Your sent item includes status information about the item. If the recipient is in our GroupWise system, GroupWise can fully track the status of the item. If the recipient is on another mail system, GroupWise can check the transfer status. To view the properties of a sent item: Open the Sent Items folder Double-click the item Select the Properties tab (if necessary) Change the Style from Basic Properties to Advanced Properties as desired 18
The following table lists the Actions and information about them that you might encounter in the properties of a Sent Item. If the message is sent to another mail system, the only status that can be tracked is the Transfer status. Action Description Delivered The message was delivered to recipients in our GroupWise system. Opened The recipient opened the message (but didn t necessarily read its contents). Forwarded The recipient forwarded the message to someone else. Replied The recipient replied to the message. Deleted The recipient deleted the message. Emptied The recipient emptied the message from their trash. Transferred The message was successfully transferred to another mail system. Transfer Delayed The message hasn t yet been transferred successfully to another mail system. It will retry for up to three days. Transfer Failed The message unable to be sent to another mail system. RESENDING In the event that you need to resend a message (to the same recipients or new recipients) you can do so without having to retype the message. You can also change the contents of the original message and attempt to retract the original (replacing it with the new message). 19
RETRACTING If you send a message to the wrong person, send an incomplete message, or send an inaccurate message, you can Retract (take back) the message from any GroupWise user on our post office who has NOT already opened the message. To retract a message: Select the message from your Sent Items Click the Retract icon CLEAN-UP You should periodically clean out your Sent Items. This is especially important if you e-mail a lot of files to people and you have copies of the files outside of GroupWise. To delete a sent item: Select the item from your Sent Items view Tap the Delete key and select Delete from My Mailbox OR Click the Delete Sent Item button 20
ADDRESS BOOK The Address Books in GroupWise contain entries for people (contacts), resources (such as conference rooms) and groups (distribution lists). TYPES OF BOOKS Your GroupWise Account can access three types of address books: the Novell GroupWise Address Book, your personal address books, and shared address books. The Novell GroupWise Address Book is the public book that displays all public entries in our GroupWise system. This is, in general, a read-only address book. Your GroupWise account also comes with two personal address books: Frequents Contacts (which is autopopulated when you send items) and a named address book. You have complete control over your personal books. In addition, other users can share their personal address books with you. This is covered in the GroupWise Calendar and Collaboration course. FREQUENT CONTACTS PROPERTIES By default, whenever you send an item to someone from GroupWise, the recipients will be added to the Frequent Contacts address book. You can change how entries are added to Frequent Contacts by adjusting its properties. To set the properties of Frequent Contacts: Open the Address Book Right-Click the Frequent Contacts book Choose Properties Select the Options tab Select the desired options and click OK 21
GROUPWISE 8 ADDRESS BOOK NAME FORMAT In GroupWise 8, the name format of Address Books defaults to first name and last name. This format is not as useful as last name first. However, you can easily change the name format with a few mouse clicks. To change the name format: Open the Address Book from the main GroupWise window From the Address Book window, choose View, Name Format Choose Show last name then first name and click OK. Choose Yes if prompted about the format of any existing entries. 22
COPYING ENTRIES You can copy entries from one address book to another. This is useful if you want to add additional information to an address book item, but you can t modify the original entry (an item in the Novell GroupWise Address Book, for instance). To copy an entry from one book to another: Locate and select the entry Choose Edit, Copy To Select the desired book and click OK 23
ADDING ENTRIES You can manually add entries to a personal address book. When you add a new entry, you can add a Contact, Group, Resource or Organization. This course focuses on adding Contacts and Groups only. When creating entries, you should store them in your Frequent Contacts (Contacts) folder so that GroupWise can easily locate those entries. This is the ONLY personal book that is automatically searched when you address a message. To add a new contact: Select the desired book from the main GroupWise folder list Choose File, New, Contact Enter the appropriate information in the New Contact window Click Save and Close when finished If you add a Company name, GroupWise will automatically create an Organization entry in the same address book (or add the person to that organization s entry). 24
MODIFYING ENTRIES You can modify an entry in an address book to add additional information or make corrections. To modify an address book entry: Locate the entry in the address book Double-click the item Select the tab that contains the information to add/modify Make the changes Click OK DELETING ENTRIES If you wish to remove an entry from an address book or need to remove an invalid or duplicate entry, you can do so quite easily. To delete an address book item: Locate the item in the address book Select (click on) the item Tap the Delete key COPYING FROM MESSAGES One way to add an entry to a personal address book is to extract it from the message header of a received item. To copy an address from a message: Open the message containing the address to copy Right-click the desired address from the message header Choose Add to Address Book Select the desired book 25
GROUPS/PERSONAL DISTRIBUTION LISTS Groups let you define a list of recipients that you can send to all at once. You can include anyone who is listed in an address book (that is available to you) in a group. The method for creating Groups listed below is slightly different from what is included in the GroupWise Help system, but is, in general, the fastest and easiest way to create a personal group. To create a group: Open a New Mail window Enter the recipients (members of the group) in the To field of the message Click the Address button on the New Mail window Click the Save Group button in the lower-right and choose with book to save this group in Enter a Name for the Group Click Save and Close 26
TRASH Whenever you delete items within GroupWise (except for Address Book items), they will go into the Trash folder. No matter where an item is within your GroupWise account, it counts toward your total mailbox size. When you delete an item, it remains in your trash (and takes up space) until you remove it from the trash or 7 days (whichever comes first). UNDELETING If you delete an item by mistake, you can recover that item as long as it is still in your Trash. To undelete an item: Select the Trash folder Locate and select the desired item Click the Undelete button The item will be restored to its previous location EMPTYING TRASH You should delete your trash on a regular basis. Not only will this free up space in your account, but also it will make it easier for you to locate items that you delete by mistake. To empty the trash: Select the Trash folder Click the Empty Trash button in the toolbar Once an item is emptied from the Trash, it is UNRECOVERABLE! You can also empty individual items in the trash by selecting those items and tapping the Delete key. 27
USING MAILBOX SIZE WINDOW If you exceed your mailbox capacity, you will no longer be able to send from or add items in your account. You will still receive items sent to you. If you try to create something new and your mailbox is full, the Mailbox Storage Size Information window will open, letting you know that you have exceeded your capacity. You can also manually open the Mailbox Storage Size Window by choosing Tools, Check Mailbox Size. You can also use the Mailbox Storage Size Information window to help clean out your account. The Storage Size window initially sorts the items so that the largest items are at the top of the list. When you delete items from this window, they are NOT put in the trash they are ERASED. To view your mailbox storage size information: Choose Tools, Check Mailbox Size While viewing your storage size, you can select items and erase them (they are gone forever). The Mailbox Size window displays the largest items first so that you can free up the most space. The Mailbox Size window groups items in the following categories: Trash Items in your trash that are still taking up space in your mailbox. Sent Items Items you have sent. Unless you truly need proof that you sent an item or it is a calendar item, you should be able to safely Erase these items. Received Items Items you have received. You ll need to decide whether or not you still need to keep the items. Posted/Draft Items Message you saved without sending AND items you added directly to your own calendar. Be cautious! You don t want to delete your upcoming appointments. Typically, you can free up enough space by deleting the items in your Trash and Sent Items. 28
QUIGLEY/MEYER CENTER CONFERENCE ROOMS Conference Rooms at the Quigley and Meyer centers are reserved through GroupWise. You can book a room immediately by sending an appointment request to that room. If the room is available, it will be reserved for you. You can reserve a room a year in advance or 5-minutes prior to using the room (if it s available). If you will need an Internet and/or network connection in the room, you will need to contact the IT Assistance Line at (312) 534-5227 to submit a request at least 3 days in advance. You will need to either fill out a Maintenance Request Form at http://update.archchicago.org/forms or send an e- mail request to Building Operations at least 3 days in advance if you need any of the following items: VCR, Overhead Projector, Data/Video Projector, Projection Screen, Television, PA System, Wireless Microphone and Special Room Setup Do not assume that the additional requests will be available until you receive a positive confirmation. 29
CREATING THE MULTI-USER CALENDAR Your first step in being able to book conference rooms at the Pastoral Center is to configure a calendar view that displays the conference room calendars. This is something you only need to do once. You will configure a view of the calendar that shows the schedules for ALL conference rooms and your own personal calendar in one screen by creating a new Multi-User Calendar view. To create the conference room calendar view: Select your Calendar folder Choose Edit, Add Calendar Tab Enter the desired tab name (such as Conference Rooms ) Choose Multi-User as the view Click OK to create the view Click OK to switch to the new view Click the address book icon next to the name box Locate and double-click the desired conference rooms from the Novell GroupWise Address Book to add them to the Selected list Click OK Add a checkmark to your own account (if necessary) Click an item in the user list and use the up/down arrows to change the position, if necessary Click OK Quigley conference rooms start with Q CR. Meyer rooms start with M CR. The number in brackets is the standard capacity of the room. Due to the number of conference rooms at each building, you may need to create additional calendars if you want to be able to access ALL of the conference rooms. Otherwise, simply add the rooms you are likely to reserve. 30
BOOKING A ROOM Once your multi-user view is configured, it s very easy to reserve a conference room at the Pastoral Center. To reserve a conference room: Open your Conference Rooms calendar view Navigate to the day you need to book a room on Use the single arrows to move one day at a time Choose View, Go To Date to jump to a specific date Find an available room for the desired time Drag over the time IN THAT ROOM until the entire desired time is highlighted (making sure you don t overlap any existing bookings) Click the New Appt button Add your name to the To field of recipients (so that it will also appear in your own calendar to make it easier to cancel the room, if needed) Enter the subject for the meeting AND include your username and phone extension in the subject Click Send As long as your booking doesn t overlap any existing bookings, the room should automatically be reserved for you. It is possible (but highly unlikely) that you and another user will try to book the same room during the same time. If that happens, the person who clicks Send first will get the room. 31
CANCELING A ROOM In the event that you discover you no longer need a conference room, or if you book a room by mistake, you should be able to cancel the reservation on your own. To cancel a conference room: Locate the copy of the booking in YOUR personal GroupWise Calendar Right-click your copy and choose Delete When prompted to Delete this item from all other recipient s mailboxes, keep that checked and click OK If you are unable to cancel a conference room reservation, please contact the receptionist at either Meyer or Quigley or call the switchboard at 312-534-8200. 32
GROUPWISE OPTIONS To open the GroupWise Options window: Choose Tools, Options Double-click the desired option group ENVIRONMENT/GENERAL 33
Setting Suggested Setting Description Interface language EN English Lets you choose the language of the GroupWise interface (does NOT translate your e-mails). Takes effect when you restart GroupWise. Read next after accept, decline or delete UNCHECKED When checked, deleting an open message or accepting/declining a calendar item will automatically open the next item in that folder. Open new view after send UNCHECKED When checked, opens a new, blank mail message when you send a message. Prompt on empty filter/find CHECKED Notifies you when a filter/find runs, but doesn t find anything. Check spelling as you type CHECKED Runs the quick speller to indicate misspelled words. Check spelling before you send CHECKED or UNCHECKED Runs a spell check automatically when you send or post an item. Launch Notify at startup CHECKED Launches the Notify application when GroupWise is stated. Notify gives pop-up windows when new items arrive and gives reminders for appointments. 34
ENVIRONMENT/VIEWS 35
Setting Suggested Setting Description Default Compose View & Font HTML Specifies whether you are composing items using the HTML toolbar or the plain text toolbar. Using the HTML toolbar makes the SpellCheck button more accessible. Default Read View & Font HTML Specifies that when viewing messages, use HTML view as the default. For the default views, you can also set the default font face and size (both need to be specified for them to take effect). Change these settings if you have problems reading e-mails due to font size. 36
ENVIRONMENT/CLEANUP 37
Setting Suggested Setting Description Mail and phone Manual delete and archive Specifies that GroupWise will NOT automatically delete any mail messages (sent or received) Appointment, task and reminder note Auto-delete after ## days Specifies that GroupWise will automatically delete CALENDAR items ## days after they occur. Empty trash Automatic after 7 days Items will remain in your trash until you delete them or 7 days (whichever comes first). Do NOT use your Trash as permanent storage. 38
ENVIRONMENT/SIGNATURE A signature is text you can automatically add at the end of messages when you send them. To create a signature block: Click the Signature checkbox Click New Enter a name for the signature In the Signature box, enter the text of your signature Choose whether to Automatically add the signature or to Prompt you before adding the signature Click OK ACCESSING GROUPWISE REMOTELY You can log into your GroupWise account from outside the Pastoral Center network using GroupWise WebAccess. To connect to GWWA, visit http://portal.archchicago.org and click the Login to GroupWise icon. Instructional materials and other tips are also available on the GroupWise Portal. 39
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Direct any questions or comments to the IT Assistance Line at (312) 534-5227.