Quick Guide for GroupWise 2012 July 2013 Training:

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2 GroupWise 2012 GroupWise Login 1. Double-click the GroupWise icon on the Desktop. 2. Enter the respective password in the Password field. 3. Click OK. Accessing your Mail Reading 1. After logging into GroupWise, click Mailbox in the folders list. a. The contents of the mailbox are displayed in the item list on the right. b. The unread message icon looks like the front of an envelope and the text is bold. 2. Double-click a message to read it. Creating Messages 1. Click the New Mail button on the toolbar. 2. In the To: field, type in the receiver s address. a. For IPFW faculty & staff, names appear automatically while typing in the last name. b. If multiple users have the same last name, use down arrow on the keyboard to cycle through the users. 3. To use the Address Book, click the Address button on the toolbar in the Mail To: window. a. Search the Novell GroupWise Address Book for faculty & staff. b. Double-click the correct name to add to the Selected field. i. Note: Select multiple recipients if necessary. ii. Note: See the Address Book section for further instructions. c. Click OK when finished. 4. Enter a subject in the Subject field. 5. Type a message. a. Note: To indent the body of the message, press CTRL + Tab. 6. Press Send in the Toolbar. a. To save the without sending: close the window and click Yes > OK. b. Draft will be saved to the Work in Progress folder. Attachments Attaching a File to a New Message 1. Follow steps 1-5 of Creating Messages. 2. Click the Attach a File icon. 3. Browse for the desired file and select it. a. Note: To attach several files, hold down CTRL while clicking the files. 4. Click OK. 5. Click Send in the Toolbar. a. To Save the without sending, close the window and click Yes > OK. b. Draft will be saved to the Work in Progress folder. View, Open, or Print an Attached File 1. Open a received message with an attachment. 2. Click the desired attachment at the bottom of a message. Saving an Attachment 1. Open a received message with an attachment. 2. At the bottom of the message window, right-click the desired attachment. 3. Click Save As 4. Choose desired folder and file name. 5. Click Save. Signature A Signature is short text that is added to the end of messages. 1. To add a signature, click Tools > Options > Environment > Signature. 2. Check the Signature box to activate it. 3. Type the desired text/ signature in the Signature box. 4. Click the preferred signature option: a. Automatically add. b. Or, Prompt before adding- asks to add it before sending. 5. Click OK > Close. Deleting/Undeleting Deleting Items 1. Click the desired item (mail or folder) to delete. a. To select multiple items, hold down CTRL while clicking each item. 2. Right-click the highlighted message(s) > click Delete. a. Note: Mail will be moved to the Trash folder. 3. To purge all deleted messages, click the Trash folder. 4. Click Empty Trash to purge all messages. 5. Click Yes. Undeleting Items 1. Click the Trash folder. 2. Click the desired item to undelete. Help Desk: helpdesk@ipfw.edu Page 1

3 a. To select multiple items, hold down CTRL while clicking each item. 3. Right-click one of the selected items > click Undelete. a. The undeleted item(s) appear in the folder it was originally deleted from. Archiving GroupWise automatically archives mail that is more than 60 days old. o Note: GroupWise creates identical folders from the cabinet in archive. GroupWise deletes calendar items that are more than 60 days old. o To change settings: Click Tools > Options > Environment > Cleanup. Select Auto-Archive after and enter the number of days > OK > Close. Archiving Items 1. Click the item to archive. a. To select multiple items, hold down CTRL while clicking each item. 2. Right-click one of the selected items > click Archive. a. Item(s) will appear in the archive folder. Viewing Archived Items 1. Click Online above the folder list > Archive. a. Note: Archived item(s) are removed from the mail server and saved on the local hard drive. Un-archiving Items 1. Open the Archive folder. 2. Click the desired item to un-archive. a. To select multiple items, hold down CTRL while clicking each item. 3. Right-click one of the selected items > click Archive to deselect the archive. a. Item(s) will be restored. Creating Rules to Automatically Handle Mail Creating a rule to move 1. Click Tools > Rules. 2. Click New. 3. In the Rule name field, enter the name of the rule. 4. In the When event is section, check any type of conditions for the rule event. 5. Choose the desired application of the rule: mail, appointments, tasks, reminder notes, and/or phone messages. 6. Click Define Conditions. 7. The rule will need to know what to look at in the item, click subject for the class in the first field. 8. Select [] Contains in the first drop-down menu. 9. Type in what the subject should contain. 10. Click OK > Add Action > Move to Folder. 11. Open the cabinet folder to select a folder. 12. Check the box next to the selected folder. 13. Click Move > Save. a. A new rule is automatically activated by default and is checked. 14. Click Close. Vacation Rules 1. Click Tools > Vacation Rule Check Activate my vacation rule. 3. In the Subject field, enter the desired subject. 4. In the Message field, enter the desired message. 5. If desired, check Reply to External Users 6. In the Start Date field, click the Calendar icon to set the start date. 7. In the End Date field, click the Calendar icon to set the end date. 8. Click Save. Junk Mail Handling Automatically moves unwanted Internet out of the inbox. 1. Select the junk mail in the Inbox. 2. Right-click on the selected mail > click Junk Mail. 3. Click one of the options: a. Trust sender - the sender is safe. b. Junk sender - the items from the sender will be moved to Junk Mail. c. Block sender - items from the sender will no longer be delivered. Note: The Junk Mail folder can only hold 1000 messages. If it exceeds this limit, the items will be not appear and be immediately deleted. Junk Mail Settings 1. Click Tools > Junk Mail Handling. 2. Check the box next to Enable Junk List and Automatically delete items from the Junk Mail Folder. 3. Set Days to retain items after delivery. 4. Check the box next to Enable Block List. 5. Click OK. Address Book Editing a Contact in an Address Book 2. Right-click the contact > click Details. Help Desk: helpdesk@ipfw.edu Page 2

4 3. Click the Contact tab. 4. Edit the desired information. 5. Click Close when done. Creating a contact in an Address Book 1. Click Address Book in the Menu bar. 2. Click the desired Address Book. 3. Click the arrow next to New. 4. Select Contact. 5. Enter the information about the new contact. 6. Click Save when finished. Moving a Contact from One Book to Another 2. Find the contact to move. 3. Click and drag the contact to another Address Book. Creating a Mailing List 2. Click the desired Address Book to save the mailing list to. 3. Click the New drop-down menu > Group. 4. In the Name field, enter a name for the mailing list. 5. If desired, in the Comments field, enter comments for the mailing list. 6. Click Add to add addresses to the list. 7. Click Save to save changes. 8. Click Close when done. Editing a Mailing List 2. Click the Address Book the mailing list is in. 3. Double-click the mailing list. 4. To delete a member: a. Click the name of the contact. b. Click Remove. 5. To add a member: a. Click the Add button. b. Select the desired members. c. Click To. d. Click OK when done. 6. Click Save > Close. Creating a New Address Book 2. Click File > New Book. 3. In the Create address book field, enter a name 4. Click OK. Sharing an Address Book Note: Mailing lists cannot be shared, but the Address Book it appears in can be shared. 2. Right-click the desired Address Book and select Sharing 3. Click Shared with. 4. Enter the last name of the contact to share the Address Book with. a. Note: GroupWise will auto complete the names entered. b. Use the Up and Down arrows on the keyboard to cycle through users with the similar last names. 5. To assign different access levels for each person, click their name and click the radio button for the desired access. 6. Click OK. a. The Properties window will open. 7. This message will be sent to the Participants list. a. Note: This message can be edited. 8. Click OK. Frequent Contacts Configuring frequent contacts 2. Right-click the Frequent Contacts folder. 3. Select Properties > Options. 4. Select Auto-Saving on. a. Check the box next to Save addresses of items that are received. b. Check the box next to the desired options. c. Check the box next to Save addresses of items that are sent. d. Check the box next to the desired options. 5. Click OK. Disabling Name Completion Note: Old addresses are never purged in GroupWise. 2. Click File > Name Completion Search Order 3. Click Frequent Contacts and click <<Remove<< 4. Click OK. Folders Creating Personal Folders 1. Click File > New > Folder 2. Ensure Personal folder is selected. 3. Click Next. 4. In the Name field, enter a name for the folder. 5. Click the buttons on the right to adjust the placement of the folder. 6. Click Next. 7. Modify any additional options. Help Desk: helpdesk@ipfw.edu Page 3

5 8. Click Finish. Creating Shared Folders 1. Click File > New > Folder 2. Click Shared folder > Next. 3. In the Name field, enter a name for the folder. 4. Click the buttons to the right to adjust the placement of the folder. 5. Click Next. 6. In the Name field, enter the last name of the person to share the folder with. a. Note: GroupWise will auto complete the names entered. b. Use the Up and Down arrows on the keyboard to cycle through users with similar last names. 7. Click Add User. 8. To assign different access levels for each person, click their name and check the different access level boxes. 9. Repeat steps 6-8 for each additional user. 10. Click Next. 11. Click Finish. a. Note: Users will receive a notification of shared folder access. They should accept the shared folder and follow the prompts to add the folder to their folder list. Sharing Existing Folders 1. Right-click the desired folder > click Sharing 2. Click Shared with. 3. Enter the last name of the person to share the folder with. a. Note: GroupWise will auto complete the names entered. b. Use the Up and Down arrows on the keyboard to cycle through users with similar last names 4. Click Add User. 5. To assign different access levels for each person, click their name and check the different access level boxes. 6. Repeat steps 3-5 for each additional user. 7. Click OK. a. Note: Users will receive notification of shared folder access. They should accept the shared folder and follow the prompts to add the folder to their folder list. Rearranging Folders 1. In the Menu bar, click Edit > Folders a. The Folders window will open. 2. Click the desired folder. 3. Click the Move buttons to the right to adjust the placement of the folder. 4. Click OK when done. Posting a Discussion or Note to a Specific Folder 1. Locate and click the desired folder in the folder list (usually on the left pane). 2. Right-click on a blank area. 3. Click New > Discussion/Note. 4. In the Subject field, enter a subject. 5. In the Main Message field, enter the desired message. 6. Click Post. Note: Other individuals may open the message and add additional information to the same post or create a new message. Changing Message Subjects 1. Open the desired message. 2. Click the Personalize tab. 3. In the My Subject field, enter the desired subject. a. If desired, click the Category drop-down menu and select a category to color the text. 4. Close the message. a. Note: New subject and color will appear. Note: When replying or forwarding the message, the subject in the forwarded/replied message will revert to the original subject. Appointments Creating an Appointment 1. Click Calendar. 2. Click the desired date for the appointment. 3. Click New Appt. 4. In the To field, enter invitees. 5. In the Place field, enter a place. 6. In the Start Date field, verify the date is correct. 7. Next to the Date field, click the Clock icon. 8. Click and drag the left slider to the desired start time. 9. Click and drag the right slider to the desired end time. 10. Click OK. 11. If the appointment lasts the entire day, check All Day Event. 12. In the Subject, enter a subject. 13. Enter information about the appointment. a. If desired, click the Send Options tab. b. Click the Category drop-down menu to select the desired category. 14. Click Send. Help Desk: helpdesk@ipfw.edu Page 4

6 Creating an Appointment Using Busy Search If uncertain whether the invitees are available. 1. Before sending the appointment, click the Busy Search button from the Tool bar. 2. Click the Available Times tab to see conflicts and available times. 3. All invitees as well as their Individual Schedule will be seen. Busy times will be blocked out in gray. a. Note: The busy legend appears on the bottom left of the Choose Appointment Time window. 4. If conflicts occur, click the Auto-Select button. 5. Click OK > Send. Creating Regularly Recurring Calendar Entries 1. Follow steps 1-10 for Creating an Appointment. 2. Click the Recurrence drop-down menu and select the desired recurrence type. a. A window with options will appear. 3. Under the Pattern section, select the desired pattern. 4. Select the desired Range. 5. Click Done. 6. In the Subject field, enter a subject. a. If necessary, compose a message. b. If desired, click the Send Options tab. 7. Click the Category drop-down menu to select the desired category. 8. Click Send. Creating Irregularly Recurring Appointments 1. Follow steps 1-10 for Creating an Appointment. 2. Click the Recurrence drop-down menu and select Custom a. The Auto-date window appears. 3. Click all desired dates a. Selected dates will be bolded. 4. Click OK. 5. In the Subject field, enter a subject. 6. If necessary, compose a message. a. If desired, click the Send Options tab. b. Click the Category drop-down menu to select the desired category. 7. Click Send. Editing an Appointment 1. Right-click the calendar appointment and click Edit. a. Choose This Instance to edit only this appointment. b. Choose All Instances to edit all recurring appointments. 2. Edit the appointment and click Send. Note: The recipients have to Accept or Decline the edited appointment. Confirming Appointments with Others Note: Normally, confirmations won t be sent when invitees accept appointments. 1. Before sending the appointment, click the Send Options tab. 2. Click the Status Tracking icon. 3. In the Return notification section: a. Click the When opened drop-down menu and select the desired option. b. Click the When accepted drop-down menu and select the desired option. c. Click the When declined drop-down menu and select the desired option. 4. Click Send. Posted Appointments Scheduled events on the calendar that can be used as a personal reminder. Creating a Posted Appointment 1. Click Calendar. 2. Select the desired date for the appointment. 3. Next to New Appt, click the down arrow. 4. Click Posted Appointment. 5. In the Subject and Place field, enter a subject and place. 6. Verify the start date. 7. Click the clock icon. a. Note: Check All Day Event if the appointment is the whole day. 8. Click and drag the left slider to the desired start time. 9. Click and drag the right slider to the desired end time. 10. Click OK. 11. Enter information about the appointment. 12. Click Post. Deleting a Posted Appointment Note: Before deleting an appointment, it is advised to make a hard copy of the original calendar. 1. Click Calendar. 2. Right-click the desired appointment > click Delete. Editing a Posted Appointment 1. Double-click the appointment. 2. Edit it the desired fields 3. Click Post. a. The calendar appointment is updated. Help Desk: helpdesk@ipfw.edu Page 5

7 Archiving Calendar Entries Automatically Archive 1. Click Tools > Options. 2. Double-click Environment. 3. Click the Cleanup tab. 4. In the Appointment, task, and reminder note section, click Auto-archive after 5. Set the number of days. 6. Click OK > Close. Manually Archive 1. Right-click the desired appointment. 2. Click Move to Archive. Note: The items will be removed from the active calendar and placed on the archived calendar. Tasks Creating a New Task 1. Click New Task. 2. Enter recipients in the To field. 3. In the Start Date and Due on fields, click the calendar icon in the respective fields to set the start and due dates. 4. Enter the subject in the Subject Field. 5. Enter a message in the Main field. a. If desired, click the Send Options tab. b. Click the Category drop-down menu to select the desired category. 6. Click High Priority, Standard Priority, or Low Priority. 7. If necessary, check Expiration date and enter the days of Expiration. 8. Click Send. a. Note: The member(s) need to accept the task. Creating a Subtask 1. Click Tasklist. 2. Right-click the desired task and click New Subitem. 3. Enter a name for the subtask. 4. Press Enter in the keyboard. 5. Double-click the new subitem to edit it. 6. Add subject, due date, etc. after creating the tasks. 7. Close the window when done. Completing a task 1. As a task is completed, it can be checked as completed. a. Note: Completing a higher task will complete the tasks below it. b. Note: Completing a Parent task will complete all subtasks. Granting Proxy Access 1. Click Tools > Options. 2. Double-click Security. 3. Click the Proxy Access tab. 4. In the Name field, type the last name of the person to grant access. a. Note: GroupWise will auto complete the names entered. b. Use the Up and Down arrows on the keyboard to cycle through users with similar last names. 5. Click Add User. 6. To assign different access levels for each person, click their name and in the Access rights section, check the different access level boxes. 7. Repeat step 4-6 to grant access to multiple persons. 8. When complete, click OK > Close. Accepting Proxy Access 1. Click Online > Proxy a. Proxy window will open. 2. Search for the resource in the Proxy list and click OK. Note: If proxy access is granted, the calendar will be visible. Note: If proxy access is not granted, an error will appear Access to user username@ipfw.edu denied. Customizing GroupWise with Panels Changing Mailbox Display Settings to Panels 1. Right-click the Mailbox in the folder list. 2. Click Properties. 3. Click the Display tab. 4. Click the View by drop-down menu and choose Panels. 5. Check Remember Folder List options. a. Check the box next to Display Folder List and Favorites. 6. Click Save As 7. In the Display settings name field, enter a name for the settings. 8. Click OK. 9. Click Customize Panels 10. In the Choose Layout section click the desired number of columns. 11. Under Available Panels click the desired item. 12. Click Add. 13. Repeat steps to add more items to a column. 14. To move items to another column, Help Desk: helpdesk@ipfw.edu Page 6

8 a. Under the column section, click the desired item and click the Move buttons to the right. 15. Click OK > OK. Add a Custom Panel 1. Follow the steps 1-9 for Changing Mailbox Display Settings to Panels. 2. Click New Panel. 3. In the Name the new panel field, enter a name. 4. Click Selected folder or Selected Web page a. To change the selected folder: i. Click Change Folder. ii. Click the desired folder. iii. Click OK. iv. Under Choose display settings, click the View by drop-down menu and choose the desired option. v. Click More Display Settings for additional display settings. vi. If desired, click Filter to add a filter to the panel. b. To change the selected Web page: i. In the Selected Web page field, type the URL of the desired Web page. ii. Under Choose display settings, check Automatically refresh Web page every _ minute(s). iii. Click the up and down arrows to modify the desired refresh time. 5. Click OK > OK. Webmail Access GroupWise on campus from another computer or off campus via the Internet. Reading Webmail 1. Open a Web browser. 2. In the address bar, navigate to webmail.ipfw.edu 3. Enter in your IPFW username and password. a. If using a public computer, leave the This is a public or shared computer radio button selected. b. If using a personal computer, click This is a private computer. 4. Click Login. 5. Click Mailbox in the folders list. a. The contents of the mailbox are displayed in the item list on the right. b. The unread message icon looks like the front of an envelope and the text is bold. 6. Double-click a message to read it. Creating New Mail, Appointment, Task, or Note 1. Click the arrow next to Mail and click the desired item. 2. Enter the recipient s address in the To field. a. For IPFW faculty & staff, names appear automatically as typing the last name. b. If multiple users have the same last name, use down arrow on the keyboard to find the desired contact. 3. Enter the subject in the Subject field. 4. Compose the message and click Send > Finish and Send. Attaching a File 1. Before sending a message, click the Attach button. 2. Navigate to the desired file. 3. Click Open. Webmail Inactivity As a security feature, Webmail will time-out after a 15-minute period if logging in from a public computer. If logging in from a private computer, the time-out will be 8 hours. Note: Writing a message for longer than 15 minutes from a public computer may disconnect Webmail. 1. If Webmail is disconnected while writing a message, click Send. 2. Click Cancel. a. New window will open with instructions to copy the text for future use or it will be lost. 3. Select all the text in the message and press CTRL + C to copy the text. 4. Log in to Webmail and click New to begin a new message. 5. Press CTRL + V to paste the text. 6. Enter the recipients and subject and click Send > Finish and Send. Address Book 1. Click Contacts. Accessing the Address Book in a Message 1. In a new message, click Address. 2. Enter the recipients Last Name in the input field and click Find. 3. Select the desired contact. 4. Click the To, CC, or BC button. 5. Click OK. 6. To remove a contact from the message: a. Check the box next to the desired name and click Remove. Help Desk: helpdesk@ipfw.edu Page 7

9 Adding Contacts to the Address Book 1. Click the Contacts button > Contact. 2. Click the Select Address Book drop-down list and select the desired Address Book. 3. Enter the necessary information and click Save & Close. Deleting Items 1. Navigate to the desired item. 2. Right-click the item > click Delete. Calendar 1. Click the Calendar tab. a. To view the calendar by day, click the 1 Day button. b. To view the calendar by week, click the 7 Week button. c. To View the calendar by month, click the 31 Month button. Resending an Appointment 1. Click Calendar. 2. Locate the entry to be modified. 3. Double-click the entry. 4. Click Resend. 5. Check the Retract Original Item checkbox. 6. Edit all the needed fields. 7. Click Send. 8. If spell check is successful, click OK. a. If spell check fails, correct or ignore the highlighted items. 9. Click Finish and Send. Adding a Folder to the Cabinet 1. Right-click the Cabinet folder. 2. Select Add Folder. 3. Enter a name for the folder. 4. Click OK. Mailbox Size Limitations Maintain only the most important messages in the mailbox folder (Mailbox, Cabinet, Calendar, Task List, etc.) Delete unimportant messages on a weekly basis in order to comply with Mailbox Size Limitations. The percentage used of allocated mailbox size is shown in the upper right corner. Creating a Signature 1. Click the Options icon on the top right corner > Options > Compose. 2. Scroll down to the Signature section. 3. Check the Enable Signature check box. 4. Enter the signature to be used. 5. Click either Automatically add signature or Prompt before adding signature. 6. Click Save > Close. Finding Messages 1. Click the folder to search in. 2. In the Search field, enter the search criteria. 3. Press the Enter key on the keyboard. a. Click the Find button for a more detailed search. 4. To clear the search results, click Mailbox. Creating a Simple Vacation Rule 1. Click the Options icon > Options > Rules. 2. In the Type drop-down menu, click Vacation. 3. Click Create. 4. Fill in the following fields: a. Rule name: b. Subject: c. Message: 5. Click Save > Save > Close. Using Spell Check 1. Before sending a message, click the Check Spelling button. a. GroupWise WebAccess will take a moment to check the document for spelling errors. 2. Click the words to replace it with the right word. 3. Click Finish and Send. Using Help GroupWise WebAccess provides an extensive help system built into the program. 1. In GroupWise WebAccess, click the Options icon > Help. a. A new window opens with options for Help, Contents, Index and Search. Troubleshooting In the event of difficulty logging into WebAccess, try logging into myipfw with the same login credentials to verify if the account is in good standing. Try accessing WebAccess by using the E- mail icon within my.ipfw.edu. If account is in good standing but WebAccess still seems inaccessible, try clearing the temporary internet files, cookies, and cached websites. o Click Start > Control Panel > Internet Options. Alternatively, click Start > Control Panel > Network and Internet > Internet Options. o o Under Browsing history, click Delete Uncheck the box next to Preserve Favorites website data. Help Desk: helpdesk@ipfw.edu Page 8

10 o Check the boxes for Temporary Internet files, Cookies, and History. o Click Delete. If the problem persists, try using a different Internet browser. If possible, try another computer or another network. Help Desk: helpdesk@ipfw.edu Page 9