Using the GroupWise Client

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1 Spring 2006 (Our appreciation to Jennifer Sherouse for her assistance in editing and improving this document) Page 1 of 15

2 What is the GroupWise Client The GroupWise client is a program that installs on a computer to provide the user with access to his or her on the Lowndes County Schools server. The advantages of the GroupWise client include better sorting capabilities, an improved spell checker, support for viewing and composing HTML s, and greater ease of use. Also, the GroupWise client enables the user to manage his or her mailbox size, identifying large messages and deleting them or archiving them to the user s home directory on the school server. Using the GroupWise client is an option. Users can continue to use the web access as they have been doing. You can access your through the web or by using the GroupWise client. Just remember that any change you make using one client affects the other. That is, if you delete a message using the web client, it will be gone when you access later using the GroupWise client. Installing the GroupWise Client To install the GroupWise Client on the school network, first reboot the computer and then login with your username and password. After logging in, there should be an Install Groupwise icon in the Novell Application Launcher window. Double-click this icon. The first part of the installation will take place, and then you will see a message that the computer needs to restart. Click OK. After the computer restarts and you log back in with your username and password, the installation will complete and you will see a Groupwise icon on the desktop. Logging in to the Network To use GroupWise you must first log in to the network using your username instead of a generic room login. Type your Novell Password in the password box. Example: User name: jsmith Password: ******* Page 2 of 15

3 Creating your Archive Folder You will need to set up an archive folder in your H drive. Click START at the bottom of the screen, select RUN, type H: in the box and click OK. Your H drive should open. Right click on the white screen, select NEW, select FOLDER. Name the folder your initials then gwarchive. Ex. JSgwarchive Logging Into GroupWise Once you have logged in to the school network, you can start GroupWise by double-clicking the GroupWise icon on the desktop. If you do not see the GroupWise icon on the desktop, you can also start GroupWise by double-clicking the GroupWise icon in the Novell application Launcher window. Page 3 of 15

4 When prompted, enter your user ID and password. This will take you into GroupWise. Setting Up your Archive Location and Default Views [You will set your archive location ONLY ONCE. After you have set up your archive location during training, there is no need to go change this setting.] In GroupWise, click TOOLS. Then click OPTIONS. Page 4 of 15

5 Click Environment. Click the File Location tab. Select the folder for Archive Directory then browse to H: under My Computer. Select the folder you created as your archive folder. Click OK, if a message appears about creating a directory on C: click OK. Next, with the Environment dialog still open, click the Views tab. Change the Default Compose View and Default Read View to HTML. [This permits you to view colors and images in s to you and provides you the tools to change the appearance of your text in your ]. Click OK and then click Close. Basics Viewing Options Opening the folder list while working within GroupWise makes for easier navigation. To view your folder list click VIEW in the task panel then click folder list. If the folder list is already open, this will remove it. Page 5 of 15

6 Creating Messages To create a message to send, click NEW MAIL at the top of the screen. Your name automatically comes up in the FROM box. Type the recipient s name in the TO box. There are several ways to do this: - If the the recipient is within the Lowndes County system you may type his/her user name, i.e. jsmith. OR - Begin typing his/her name and the name will display automatically as you type matching letters, i.e. John Smith. OR - Type the complete address, i.e. or Next, be sure to include a subject as a courtesy to the recipient. Enter names for Courtesy Copy (CC) or Blank Copy (BC) to others as appropriate. Those recipients may be entered just as you did in the TO box. Type your message in the text box and click SEND. messages default to plain text. This means that you cannot change font, bold characters, underline, etc. If you want to add these things to your message you can do so by clicking VIEW and then clicking HTML. Now your message box will resemble a Word document. Attaching Documents If you want to attach a document to an you are sending, click the paper clip in the menu. This will open a screen for you to select the document from a location. Once the document is located, click it, and then click OK. You will see an icon at the bottom of your message box that shows your document has been attached. Page 6 of 15

7 Reading Messages To read your messages, click MAILBOX and your list of messages within your mailbox will appear. Double click on the message you want to view and it will open. Opening Attachments When a message is opened that contains an attachment, the attachments will appear at the bottom of the message screen. Click on the attachment icon to view it using the Groupwise attachment viewer. The attachment viewer does a decent job showing the contents of Word and Excel documents, but you may wish to open the attachment in its native program. To open the attachment, right-click on the attachment icon, choose Open With and then select the program for that file. For example, Microsoft Word to open a Word document. Replying to Messages If you want to reply to a message that was sent to you, click REPLY. A prompt will appear and you will choose to reply to the sender or to the sender and all the other recipients. Choose the one you want to reply to then click OK. Warning: If you reply to all, everyone who was sent the original message will also be sent your reply. Using the GroupWise Client Page 7 of 15

8 Type your message in the text box and then click send. Forwarding If you would like to forward a message you receive to someone, click FORWARD. Type the person you would like to forward the message to in the TO box and then add any text you wish to include in the text box. Click SEND and your message will be sent to the recipient. Sorting Messages While viewing your , you may sort it in many ways to make your messages easier to view. Click FROM and your messages will be listed alphabetically according to the sender s name. By clicking SUBJECT you can view your messages alphabetically by subject. Click DATE and your messages will be sorted by date received. Click DATE again and the order will be reversed. Page 8 of 15

9 Searching for a Message It may become necessary to search for a message within your mailbox. You may do this by clicking on the magnifying glass on the task menu panel. You will see the menus below appear. Here you may search by any of the topics listed such as the type of document, the text within the document, the sender, etc. Address Book Selecting Recipients from the Address Book Click ADDRESS BOOK at the top of the screen and the GroupWise Address Book will be opened. Page 9 of 15

10 You may search for a GroupWise member s address by typing the name in the box next to Look for: or you may use the scroll bar to move within the list. Click the recipient(s) you want to send a message to and then click the arrow beside the word ACTION. Choose the type of message you d like to send by clicking and the message box will open. If you want to choose a recipient that is in your address book but not within the GroupWise Address Book click Your Name under the word Online. This is your personal address book therefore; it will not contain addresses unless you add them to it. Choose an address just as you would if you were using the GroupWise Address Book. Adding Addresses to the Address Book Saving addresses to your address book allows for quick access to those addresses. Once a person is in your address book, you can begin typing the name of the person and the name will automatically appear. Adding New Addresses First, select your address book. From any screen within GroupWise, click ADDRESS BOOK. Select your address book by clicking your name under the word Online. Click NEW and you will be prompted with a New Entry box. Select contact if you want to add an individual or group if you want to add a group. Page 10 of 15

11 Adding Individual Contacts Click CONTACT and then OK in the new entry screen (shown above). Enter the information you want to include, i.e. first and last name, address (make sure you click Add after entering an address!), and choose how you want the name to display. Click OK. This contact should be added and will appear in your address book. Creating Groups At the new entry screen, select GROUP and then click OK. The screen below will appear. Type the name of the group you d like to create, ex. 3 rd Grade Teachers. Comments are not necessary. Click the Members tab. Page 11 of 15

12 This will open the GroupWise Address Book for you to choose members to add to the group. Choose each member you want to add by locating the name and then clicking TO. You can remove names added by clicking them and then REMOVE. You can also create Courtesy Copy or Blank Copy recipients for this group if appropriate. Once you have all the members listed you want in the group, click OK. You will be taken back to the NEW GROUP screen that is shown above but the members will have been added. If correct, click OK and this group will be added to your address book. Adding Addresses from Messages Received You can quickly add an address of a person who sends you a message to your frequent contacts folder. First, open the message that was sent. Right click on the sender s name and select Add to Frequent Contacts. This will open another menu in which you can add additional information about the person. Once done, click OK and that person is now in your Frequent Contacts in your address book. If you want, you can open your address book, click on Frequent Contacts, then click on the name you added and drag it into the address with your name (your personal address book). Page 12 of 15

13 Managing Your Mailbox Organizing your mailbox One good habit to get into is organizing the messages you decide to keep. The best way to accomplish this goal is to create folders in your cabinet. For example, you might want to create folders for staff development, parent contacts, or family. With the Folder View open, right-click on the cabinet icon and choose new folder. Accept the default of Personal Folder and click Next. Then type a brief name for the folder and click Next. Accept the default folder settings and click Finish. You can create folders within folders as well! When you are done, your cabinet might look something like this: Organizing your messages is VERY simple with the GroupWise client. Click back on your Mailbox so you can see your messages. Then, click on a message, hold down the left mouse button, drag the message to the desired folder, and then release the mouse button. You can select multiple files by holding down the CTRL key while clicking on individual files. Page 13 of 15

14 Archiving messages Space on our mail server is not limitless, so we do have quotas on how much mail users can store on the server. When you exceed your allocated storage, you cannot send until you reduce your mail store to below your quota. Of course, you can delete messages to make room, but with the GroupWise client you can archive messages to your home folder on your local school server so that you keep the message while freeing up space on the mail server. NOTE! To archive messages, you must be logged in to the school server using your username and password. Also, once a message has been archived, you can read it at school using the GroupWise client, but it will NOT be accessible away from school using web access. To archive a message, right-click on the sender s name on the message in the list of messages in your mailbox. Then choose Move to Archive. You can also select multiple s by holding down the CTRL key as you click on individual messages. It is always best to organize your messages first into folders in your cabinet BEFORE archiving (so that your archives remain organized). When you archive a message, GroupWise automatically recreates the folder structure in the archive. For example, if we archive this message stored in our Staff Development folder, then the folder will be recreated in the Archive. Page 14 of 15

15 To access your Archive, click at the top left of your screen where you see Online and change the drop down to highlight Archive. Then you will see all your archived messages in their organized folders. To return to your live mailbox, click on Archive and choose your name at the drop down to return to Online. Checking Mailbox Size Sometimes it s hard to tell which messages are taking up the most space. To check your mailbox, and work with your largest messages, click the Mailbox Size % at the bottom of the GroupWise window. This will open a window that sorts your messages by size and category: You can browse through Trash, Sent, and Received items, which are sorted with the largest on top. In the picture above the top message is taking up over 2 megs of storage space. The user can double-click the message here to read it. And then the user has options to delete or to archive the highlighted message to make up space. Page 15 of 15

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