Information Technology www.trentu.ca/it it@trentu.ca GroupWise Workshop Agenda Winter 2013 Introduction Part I - Calendar Creating appointments & busy search Checking status of sent appointments Respond to Meeting Invitation Recurring appointments Tasks and Reminders Calendar Sharing (via Proxy) Multi-user View Part II - Email Creating/Maintaining address groups (distribution lists) Copy & paste from Excel Creating Folders to Organize Mail/Improve performance Sharing Folders Archiving Auto-archiving vs. Manual
GroupWise at Trent Enterprise email & collaboration system for all faculty and staff Currently hosts 2000+ mailboxes & calendars Support for desktop client and webaccess via mytrent portal (www.trentu.ca/mytrent) WebAccess supports basic functionality Desktop Client provides full function
WebAccess mytrent > Email
Desktop Client Start > All Programs > Novell GroupWise > GroupWise
Desktop Client GroupWise version 8 is recommended To check your version: Click Help > About Groupwise
Desktop Client To upgrade to version 8 see instructions in the GroupWise section of: http://www.trentu.ca/it/userguides.php Click Upgrade Desktop Client to GroupWise 8
Part I - Calendar
Appointments Two Types: Posted Appointment items for your calendar only Appointment used when scheduling meetings with others Creating a new appointment: Click Calendar tab on navigation bar to open your calendar -or- click Window > Calendar > Week (optional) from top menu bar Right-click in desired time slot and select New > Appointment To change date/time of existing appointment click and drag
Busy Search Useful when booking meetings with several people to resolve scheduling conflicts Click Busy Search button when filling in the Appointment form to access scheduling grid Use mouse pointer in grid to drag meeting to free time slot to resolve conflicts
Checking Status Status of sent calendar items (responses) is found under the appointment s Properties tab Double-Click the appointment to open, then click Properties tab and see status under Action heading
Respond to Meeting Invitation Meeting invitations will appear in two places: as an appointment message in your mailbox and as an italicized appointment in your calendar To respond: Open the email in your mailbox -or- open the italicized time slot in your calendar Click Accept button or Decline button to respond (use pulldown for extra options)
Tasks A task is an item to be completed by a specified date that displays on the Calendar. Remains outstanding until completed. Like a To do list. Two Types: Posted Task date sensitive items for yourself Task date sensitive items assigned to others When you assign a task to another user, the user can accept or decline the task, but until it is declined or completed, the task appears in the user s Calendar each day.
Creating a Posted Task: Tasks cont d Click Calendar tab on navigation bar to open your calendar > select Day view -or- click Window > Calendar > Day Double-click in Tasks pane to open a new posted task Creating a Task: Click Calendar tab on navigation bar to open your calendar > select Day view -or- click Window > Calendar > Day Right-click in Tasks pane select New > Task to open new task form Assign user, complete details. Use Send Options tab for additional settings like High Priority flag.
Reminder Notes Reminder notes are small messages scheduled for a particular day and appear on the Calendar for that date. You can use reminder notes to show vacations, holidays, pay days other special events. Two Types: Posted Reminder Note: reminder to self appears in your calendar Reminder Note: reminder sent to others - appears in their calendar
Reminder Notes cont d Creating a Posted Reminder Note: Click Calendar tab on navigation bar to open your calendar > select Day view -or- click Window > Calendar > Day Double-click in Notes pane to open a new posted note Creating a Reminder Note: Click Calendar tab on navigation bar to open your calendar > select Day view -or- click Window > Calendar > Day Right-click in Notes pane select New > Reminder Note to open new note form Address To:, complete details and send!
Recurring Items You can schedule recurring items for events that occur on certain future dates or a specific day each month etc. Can be used for appointments, tasks, and reminder notes. Click on calendar icon at the end of the date field on form or click Actions > Auto-Date on menu bar of a new appointment, task or reminder form
Sharing your Calendar Done by assigning Proxy access to another user(s) To access Proxy manager: Click Tools > Options > Security > Proxy Access Enter name or search addressbook Select name in Access list and assign rights
Accessing another calendar Can only access if the other person has granted you Proxy Access Rights to their calendar items Must switch to Proxy Mode or Multi-user To switch to proxy mode click Mode button testthi and select Proxy Enter name or search addressbook Selected names will be saved to your proxy list
Multi-user View Allows multiple calendars to be displayed at once Must have at least proxy read rights to calendar items To access, Open calendar and click Multi-User button xxxxxxxx to add users to the view
Part II - Email
Address Groups Address Groups are email distribution lists Stored in an Address Book External (non-groupwise) email addresses must be added to an Address Book before they can be included in a Group. Note: TrentU students are external to GroupWise as well as Gmail, Hotmail, fleming.on.ca etc Can have many Groups in an Address Book or just one for logical grouping
Address Groups cont d Can be created separately in the Address Book: Open Address Book from main window, select a Book, click New > Group Enter Name and then click +Add button
Address Groups cont d Or can be created on-the-fly when composing a new message: Enter recipient addresses in BC: field Click Address > Save Group > select target Address Book to save Can copy/paste list of addresses from Excel into BC: field Click Address > Save Group > select target Address Book to save
Folders Organize your mail into folders Keep primary Mailbox small (ie. < 100 messages) if possible access is faster To create a folder: Right-click Cabinet > New Folder folder, click Next Enter a Name, click Next Click Finish Select Personal
Sharing Folders Very easy to do To share: Right-click on target folder > Sharing Select > Shared with Enter target Name or look-up in address book to add to Share list Select user & assign Access Rights Click OK
Archiving Offloads older, less critical messages from primary Mailbox to secondary mailbox on H: drive Improved performance when searching Access to archived folders is fast Can be done manually or automatic Need to setup Environment initially to define location of archive directory Switch to Archive via Mode button
Archiving cont d Manual method: Right-click item, select Move to Archive Auto-Archiving is optional need to set preferences To setup auto-archiving: Click Tools > Options > Environment > Cleanup Must Un-Archive message to Reply/Forward it
Please Shutdown your PC before leaving the lab. Thank you!
More Info Online GroupWise User Guide and How-To Videos: http://www.trentu.ca/it/userguides.php (Above includes a copy of this PowerPoint presentation)