Olathe District Schools 1 of 11 GroupWise 7

Olathe District Schools 1 of 11 GroupWise 7

Creating an email group To create and save a personal group: 1. Click on the toolbar. 2. Click the personal address book you want to add this group to. 3. Click New on the toolbar > Group > OK. 4. Type a name for the group. 5. Type comments, such as a description of the group. 6. Click Add. 7. Click To, CC, or BC > double-click or Ctrl+click and drag the users and resources for your group. If the users you want to add are in a different address book, click the address book on the Look In drop-down list. To filter the list of entries by contacts, groups, or resources, click an option on the drop-down list. 8. To add an entry that is not in an existing address book, click New Contact > fill in the information > click OK > double-click the entry. 9. Click OK twice. Creating a Rule Or 1. Click Tools > Rules > New. 2. Type a name in the Rule Name box. 3. Click the When Event Is pop-up list > click an event to trigger the rule. 4. If you clicked New Item, Startup, Exit, or User Activated, click one or more sources for the item. For example, click Received and Posted. If you clicked Filed Item, Open Folder, or Close Folder, click the folder icon > a folder > OK to display the folder name. 5. Click one or more types of items you want the rule to act on in the Item Types list. If you want to further limit the items affected by the rule, click Define Conditions > click the appropriate conditions > OK. Olathe District Schools 2 of 11 GroupWise 7

6. Click Add Action > click the action you want the rule to perform Some actions such as Send Mail and Reply require you to fill in additional information. 7. Click Save. EXAMPLE: Create a folder in GW for each rule Tools Rules New Emails: Name Rule Received Mail Define Conditions From [ ] students email name new group OR From [ ] students email Continue until last student is added end Add action Move to folder Select folder > move Save Rule to be used Close To create folder: Right Click Cabinet New Folder Personal Folder > Next Name Folder Rule > Next Finish Olathe District Schools 3 of 11 GroupWise 7

Exporting addresses from your GroupWise Address Book 1. Click on the toolbar. 2. Click the address book from which you want to export names. 3. Select the addresses you want to export. If you want to export an entire address book, you don't need to select any names. Or 4. Click File > Export. 5. Click Entire Address Book if you want to export the entire address book. Click Selected Items if you want to export the addresses you have selected. Type a filename for the exported file > click a folder for the file to be saved to > click Save. The exported file is saved with a.nab extension (Novell Address Book). To stop the export, press Esc > click Yes. Importing addresses into a personal address book Or 1. If you have received a Novell personal address book as an attachment, right-click the attachment > click Save As > select the location you want to save it to > click Save. 2. Click on the toolbar. 3. Click the address book you want to import addresses into. Create a new personal address book to import the addresses into. 4. Click File > Import. 5. Select the address book *.NAB file > click Open. To stop the import, press Esc > click Yes. **You can also email the group to someone. They would need to save it before importing. Olathe District Schools 4 of 11 GroupWise 7

Importing contacts from GroupWise to Palm Desktop 1. Open your address book in GroupWise 2. Open the address book that you wish to import information from. 3. Select the contact(s) that you would like to import into Palm Desktop. *You can export the entire address book. 4. File > Export 5. Choose Selected Items Olathe District Schools 5 of 11 GroupWise 7

6. Name and export as a vcf file 7. 8. Double click on your.vcf file to open 9. Determine category that contacts will be saved. 10. They will be added to your contacts. Olathe District Schools 6 of 11 GroupWise 7

Email Clean-up All mail messages left in the Mailbox and Sent items will automatically be emptied after 120 days. Trash will automatically be emptied after 7 days. Messages deleted from the database cannot be recovered. To save important messages, follow the directions below before the message has lingered in your mailbox for three months! Setting up Archive (This only has to be done one time) 1. Open Groupwise. 2. Setup the archive path by clicking on Tools > Options > Environment > File Location. 3. In the textbox under Archive Directory, type h:\ then click OK. 4. Your GroupWise account is now set up to archive messages Setting up folders (This helps organize email) 1. Right-Click the Cabinet folder in the Folder List or select File > New > Folder on the Menu Bar 2. Select Personal Folder and click Next 3. Give your folder a name and a description (optional) and click Next 4. Click Finish. The folder now appears in the Cabinet tree structure. 5. Drag and drop mail items from the GroupWise Mailbox into the new personal folder. Olathe District Schools 7 of 11 GroupWise 7

Archiving an individual message 1. Select (highlight) the message you wish to save, or archive. It may be in your In Box, Out Box, or a Folder. 2. Click on Actions, Archive 3. The message will be saved to your home directory on the network. Automatically archiving messages 1. Click Tools > Options. 2. Double-click Environment > click the Cleanup tab. 3. Select Auto-Archive After for the item type you want. 4. Specify the number of days after the item is delivered or completed that you want it to be archived. 5. Click OK. Retrieving or opening an archived message 1. Click on Online > Archive or File, Open Archive. 2. Messages in the Achive mailbox will be displayed. 3. To return to your regular mailbox, click on Archive > your name or File, Open Archive. Olathe District Schools 8 of 11 GroupWise 7

Creating a Signature 1. Click Tools > Options, then double-click Environment. 2. Click the Signature tab. 3. Select Signature. 4. Click New. 5. Type the name of your signature, then click OK. 6. Use the editor to create your signature. 7. Select if you want to automatically add your signature or prompt before sending. 8. Select if you want this to be your default signature. 9. Click OK, then click Close. Using a filter 1. In the Toolbar, click, then the filter. You can select one of the predefined filters to filter for received items, sent items, posted items, or draft items. If you have a long list of filters, click, click More, then click the filter. To see a description of a filter before you select it, double-click then click the filter., click Open, 2. Choose OK after clicking the filter you want. Olathe District Schools 9 of 11 GroupWise 7

Accessing email from home http://gmail.olatheschools.com 1. You can login to your email account from any location outside the district by typing the following URL in your browser. 2. Type in your Username and Password just as you would at school and select Login. 3. GroupWise opens to a screen which allows you to double-click on an email to read it. Olathe District Schools 10 of 11 GroupWise 7

4. Choose New to send a new message. 5. Choose Address Book to look up an address. 6. The Calendar tab allows you to view and enter information. 7. Choose a view that you prefer for the Day > Week > Month. If you have questions or need assistance, please contact the Help Desk, ext. 8058 or email helpdesk@olatheschools.com. Olathe District Schools 11 of 11 GroupWise 7