GroupWise: Tips & Tricks

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1 GroupWise: Tips & Tricks Objectives: Participants will: Set up a Home Page with Panels Customize the toolbar Sort message by Sender, Subject, and Date in ascending or descending order Assign Categories to GroupWise items and use Category filters Add columns to the Main Window Hide/Show the Folder List Resend and retract Sent Items Create Groups in his/her Personal Address Book Set up Archiving and view/retrieve Archived items Assign Default actions Create a Signature Assign Proxy Access rights View another user s GroupWise through Proxy Access rights Perform a Busy Search prior to sending an appointment Topics: Sorting Messages Categories Main Window: Home, Columns, Folders, Favorites Working with Sent Items GroupWise Tips & Tricks LBrodeur Page 1

2 Creating a Group Tools, Options: Environment, Security, Documents Archiving: Setup, Reading, Retrieving Items Proxy Access Rules Busy Search Notes: GroupWise Tips & Tricks LBrodeur Page 2

3 Sorting Messages Sort items in the Item List Box to organize or find particular items: 1. Right click on the column (field) by which you want to sort, for example: Subject 2. Choose either Ascending or Descending. Categories Categories allow you to color-code mail items, appointments, tasks and notes. 1. Right-click on the item (in the From column) and select a category: Follow-Up, Low Priority, Urgent) (You can also select the item (highlight it) and then go to the Actions menu and choose Categories.) 2. You may also create your own categories by clicking on More in the Categories List Box. Filtering by Categories When items are coded by category, they can be filtered from the rest of your items. 1. See Find at the top right of the window. Folders 1. View/Hide Folders 2. Create Folders 3. Delete Folders Columns 1. Adding Columns Sent Items 1. Set what happens when you double-click on a Sent Item.Tools.Options 2. Reread set option. 3. Resend with corrections Right-click.QuickMenu.Resend..Make changes.click Send Dialog Box with option to Retract. GroupWise Tips & Tricks LBrodeur Page 3

4 4. Retract messages before recipients read them only if recipients haven t opened them yet Rightclick QuickMenu Delete Dialog Box Select appropriate action. Groups creating new groups 1. Click on Address Book button ( or Tools menu choose Address Book) 2. In the pane at left, click on your personal Address Book the one with your name. 3. Click on the New button and select Group. 4. Give your Group a descriptive name that will have meaning for you.team, English9, etc. 5. Click on the Add button. 6. Select the names, one at a time, from the Novell GroupWise address book double-click to add them. 7. Click OK after all names have been added. 8. When you have finished, you will be back at the dialog window where you named the group. Click OK. Groups from an existing with multiple recipients 1. Open the that shows multiple recipients, click on the Reply to All button. 2. Click on the Address Book button in the message not the Address button in the GW main window. 3. Be sure that YOUR Address Book (with your name) is selected in the upper left 4. Click on the Save Group button. 5. Give the Group a name. 6. Click OK. Address Book Filters 1. Select an Address Book either the Novell GroupWise address book (showing the entire district) or your personal Address Book. 2. Click on View, Filter for 3. This is an easy way to hide addresses you don t need while searching for groups. Tools, Options 1. From the Tools menu, choose Options. 2. The Options window shows controls for Environment, Send, Documents, Security, Certificates, Date & Time. >> At this time DO NOT make any adjustments/changes to Documents or Certificates options. GroupWise Tips & Tricks LBrodeur Page 4

5 Tools, Options Environment: File Location Archiving 1. This is a one-time process once you have created your Archives, GroupWise will automatically store your messages for you that are 90 days old or older. 2. From the Tools menu, choose Options. 3. In the Options window choose Environment. 4. Click on the File Location tab. 5. In the empty field at the top under the words Archive Directory, type: H:\GroupWise *** If these steps prompt a message about creating a new directory, click YES. 6. Click on the Cleanup tab at the top of the Environment window. 7. Check the settings you wish to have in place for Mail and Phone, Calendar, and auto-archive, as you wish. >>REMEMBER: The Millard GroupWise server deletes everything from your Inbox and folders after 90 days. If you want to archive items before the server cleans up, choose a setting less than or equal to 90 days. Choose a setting that works for you! Tools, Options Environment: File Location Archiving 1. In the main GroupWise window, go to the File menu choose Open Archive. 2. All of the items in your Archive directory are displayed. 3. To read an item, double-click it. 4. When you open an Archived item, the word Archive is displayed in the title bar. 5. To exit the Archive, go to the File menu.choose Open Archive again this removes the check mark before that option. Tools, Options Environment: File Location Archiving 1. In the main GroupWise window, go to the File menu choose Open Archive. 2. Right-click the item you would like to retrieve (send back to your Mailbox) 3. Choose Archive from the QuickMenu this remove the check mark before that option. 4. To exit the Archive, go to the File menu choose Open Archive again this removes the check mark before that option. 5. Your item will be returned to its respective place in your Mailbox. GroupWise Tips & Tricks LBrodeur Page 5

6 Tools, Options Environment: Default Actions Tools, Options Environment: Signature Tools, Options Security Change your password Tools, Options Security Proxy Access, Viewing Proxy Rights, Multi-User Calendar View Before you can act as a proxy for someone, that person must give you proxy rights in his or her Access List. As a mailbox owner, you can assign each user different rights to your calendaring and messaging information. For example, if you want to let users view specific information about your appointments when they do a busy search on your Calendar, give them Read access for appointments. Keep in mind the following when setting up Proxy access to your mailbox: Proxies cannot see your Contacts folder at any time. Proxies cannot archive items from your mailbox because the archive directory is typically a local directory that a proxy cannot access. After a proxy user opens a mail message, the message is displayed both to the proxy user and to the mailbox owner as having been opened. If a mailbox owner wants messages that have been opened by a proxy user to be displayed as not having been read, then the mailbox owner can ask the proxy user to mark items as Read Later after the proxy user has viewed a message. There is no way for a mailbox owner to know if a proxy user has opened a message. To grant another user proxy rights to your mailbox: 1. Click Tools > Options. GroupWise Tips & Tricks LBrodeur Page 6

7 2. Double-click Security, then click the Proxy Access tab. 3. To add a user to the list, type the name in the Name field, then when the full name appears, click Add User. 4. Click a user in the Access List. 5. Select the rights you want to give to the user. Read: Read items you receive. Write: Create and send items in your name, including applying your signature (if you have one defined). Assign categories to items, change the subject of items, perform tasklist options on items, and delete items. Subscribe to my alarms: Receive the same alarms you receive. Receiving alarms is supported only if the proxy is on the same post office you are. Subscribe to my notifications: Receive notification when you receive items. Receiving notifications is supported only if the proxy is on the same post office you are. Modify options/folders: Change the options in your Mailbox. The proxy can edit any of your Options settings, including the access given to other users. If the proxy also has Mail rights, he or she can create or modify folders. Read items marked Private: Read the items you marked Private. If you don t give a proxy Private rights, all items marked Private in your Mailbox are hidden from that proxy. 6. Repeat Step 4 and Step 5 to assign rights to each user in the Access List. You can select All User Access in the Access List and assign rights to all users in the Address Book. For example, if you want all users to have rights to read your mail, you would assign Read rights to All User Access. 7. To delete a user from the Access List, click the user, then click Remove User. 8. Click OK. Protecting Private Items as a Mailbox Owner You can limit a proxy s access to individual items in your Mailbox or Calendar by marking items Private. GroupWise Tips & Tricks LBrodeur Page 7

8 When you mark an item Private, you prevent unauthorized proxies from opening it. Proxies cannot access items marked Private unless you give them those rights in your Access List. If you mark an item Private when you send it, neither your proxies nor the recipient s proxies can open the item without rights. If you mark an item Private when you receive it, it cannot be read by your unauthorized proxies, but it can be read by the sender s proxies. Appointments marked Private display in Busy Search according to the status you selected when you accepted the appointment. 1. In an open item, click Actions > Mark Private. (Or in your Calendar, click an item in the Appointments, Reminder Notes, or Task List, then click Actions > Mark Private.) Becoming a Proxy User in Another User s Mailbox 1. In the Main Window, click File > Proxy. 2. To add a user, type the name in the Name field, then click OK. The user s Mailbox is opened. The name of the person for whom you are acting as proxy is displayed at the top of the Folder List. If the user has not yet given you proxy rights in his or her Access List, the name is added to the Proxy List but the user s Mailbox is not opened. 3. To remove a user, click the name, then click Remove. 4. To return to your own Mailbox, click the folder list header drop-down list, then click your name. HINT: You can work with several Mailboxes open at one time. (Click Window, click New Main Window, then switch to the Mailbox you want.) You can tell the Mailboxes apart by looking for the Mailbox owner s name, which appears as the root folder label for each Mailbox. Removing a user from your Proxy List does not remove your rights to act as proxy for that user. The user whose Mailbox you access must change your rights in his or her Access List. Rules Rules may be used to respond to items when you are out of the office, automatically file mail into folders and more! 1. From the Tools menu choose Rules. 2. Click on the New button. 3. Name your rule be brief, but descriptive. GroupWise Tips & Tricks LBrodeur Page 8

9 4. Make choices about the event when the item is received and new 5. Set conditions, if applicable. 6. Add an action Most Rules are set for Out of the Office replies. 1. From the Add Action list, select Reply. 2. Check the box to include message received from sender as a courtesy. 3. Add a subject usually Out of the Office 4. Compose a generic message that states you are out of the office. It is usually a good idea to note how long you will be unavailable, as well as to give the name/ of someone who may be contacted in your place, if appropriate. 5. Click Save. 6. Be sure that the rule is checked if you want it Active. Click Close. 7. GroupWise does not send a reminder that you have an active Rule running. You must go back into Tools choose Rule and De-activate a rule by unchecking it. Busy Search Before sending an appointment, it is best to perform a Busy Search. This will help you to schedule meetings at the most opportune time for all involved. 1. Set up your Appointment 2. Click on the Busy? button in the Appointment window. 3. If there are conflicts with your scheduled time, you can use Auto-Select to find a time with no conflicts. GroupWise Tips & Tricks LBrodeur Page 9

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