NOVEL GROUPWISE 6.5 User Manual

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Page 1

Messaging - (n.) A verbal, written, or

recorded communication sent by one person to another. (v.) Send a message to, especially by email.

Architects - (n.) People responsible for

the invention or realization of something. (v.) Design and make a program or system.

One Stop Email Shop - Applications

that enable organizations of all sizes

Your One Stop Email Shop

to truly leverage the power of their messaging infrastructure.

www.gwtools.com

Novell GroupWise 6.5 Quick Reference Card

GroupWise Main Window:

GroupWise¨ 6.5 Main Window is your primary work area and consists of five different

sections: Toolbar, Folder and Item List Headers, Folder List Box, Item List Box, and the QuickViewer.

Toolbar Provides quick access to frequently used tools. To include the tools you need most, right-click the Toolbar and choose Customize

Toolbar...

Folder List Box Header -

Choose your desired access mode, open your Archive or Backup mailboxes, or gain Proxy access to other users mailboxes.

Item List Box Header Specifies the folder to which the items displayed belong. Specifically categorized items can be selected using the Show drop down selector.

iewer

QuickV

Displays the contents of a selected item.

Context Sensitive Toolbar - Direct access to actions commonly associated with the selected message.

Folder List Box:

Mailbox - All incoming items

are placed in your Mailbox as they are received.

Sent Items - Copies of all sent items are kept in this folder.

Contacts - Gives you direct access to one of your Address Books.

Calendar - Opens your calendar to display all calendar items for the specified day, week, or month.

Checklist - Items moved into this folder can be prioritized and checked off once completed.

Documents - Contains both personal and shared documents that have been stored within GroupWise.

Primary Toolbar:

Quick and easy access to the most frequently used tools.

Work In Progress - Place items in this folder that you have begun work on, but want to finish later.

Cabinet - Default location for creating personal or shared folders.

Find Results Folder - Created using pre-defined or custom search criteria.

Shared Folder - Place items that need to be shared with other GroupWise users.

Personal Folder - Folders created to store and organize personal content and messages.

Junk Mail - Items that are marked as Junk Mail are automatically placed here upon receipt.

Trash - By default, deleted items are stored in your Trash for 7 days.

ABCDE

A - Open the Address Book B - Display the Proper ties of the selected item or folder C - Print your GroupWise Calendar D - Find any item in GroupWise (Ctrl + F) E - Create and send a New Mail message (Ctrl + M) F - Schedule a new group Appointment (Ctrl + Shift + A) G - Assign a Task to another GroupWise user (Ctrl + Shift + T)

FGHIJKLM

H - Create a new GroupWise Document (Ctrl + D). I - View Main Window as Details J - View Discussion Thread K - View Main Window as Calendar L - Toggle the QuickV iewer on/of f (Ctrl +Q). M - Open a GroupWise Calendar view.

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Sending email:

Creating a new email message:

1) Click the icon on the Toolbar or choose File > New > Mail (Ctrl + M). Note: You can choose the view by clicking the down-arrow on the right side

of the New Mail button.

Advanced control

of the Send

Options for this

message.

Send the message

from your account

or from a user’s

account to which

you have Proxy

access.

Recipient names

are entered in the

To field.

Message text Toolbar allows

you to improve

the appearance

of your message

(HTML only).

To attach files, click the Attach icon ( ) on the Toolbar and select the

file to be attached; click OK. Repeat until all files have been attached.

Attached files or messages appear in the Attachment Window.

messages using

allows graphics

and more design

or a blind copy (BC),

Spell check your

2) Enter the recipients name in the To field. You can also open the Address Selector by clicking the button on the toolbar.

3) Move to the Subject field by pressing the Tab key on your keyboard and type a descriptive subject for the new message.

4) Move to the Message area and type the details of your message.

5) Click the button on the Toolbar.

Compose

HTML or Plain

Text. HTML

capabilities.

Send a carbon

copy (CC),

of the message to another user. Other recipients cannot see that a BC was sent.

message.

Advanced Send Options:

1) While creating a new message, click on the Send Options tab.

2) Select desired Send Option(s).

3) Finish composing your message and click .

Category - Categorize your items

as you send them out.

Priority - In the recipients’

mailboxes, High priority items

appear red, Standard priority items appear black, and Low

priority items appear gray.

Classification - Inform recipients

of the nature of the message.

Status Tracking - Define how much information is repor ted on this item

in the Sent Items folder.

Security - Enable Encr yption and/or Digital Signatures for this message.

Reply Requested - When enabled,

requests a reply before the

recipient can delete the item.

MIME Encoding - Only modify

if recipients outside of your

GroupWise system have problems

seeing/accessing attachments

you have sent.

Expiration Date - Removes

message from the recipients’

mailboxes after a defined

period of time.

a specified number of days or

Until a defined date and time.

Delay Delivery - Delays

message delivery for

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Managing Messages:

Sent Items Folder:

Keeps a copy of every item you send out. You can perform various actions on your sent items.

1) Click on the Sent Items folder in the Folder List Box and perform the desired action.

Open: Displays the sent item properties or content. View: Opens the GroupWise viewer to display

the sent item.

Save As: Saves the message and/or attachments

outside of GroupWise.

Print: Prints the message and/or attachments. Filter: Enables the Filter to see only items similar

to the one highlighted (e.g., same name, subject and/or date).

Junk Mail: Enables Junk Mail Handling. Forward/For ward as Attachment: Forwards the

highlighted item to another recipient.

Delete/Delete and Empty: Moves the highlighted

item to the Trash or deletes it from the system altogether.

Resend: Resends the item with the necessary

changes, including forgotten attachments, corrected spelling, etc.

Change to: Changes the type and resends the item. Move to Checklist Folder: Moves the item

to the Checklist folder.

Move to Archive: Archives the item. Categorize: Classifies the item in a pre-defined

or a custom created Category.

Read Later: Marks the item as unread.

Personalizing GroupWise Items:

With GroupWise 6.5 you can personalize the subject of received items so that it is displayed in all folders.

1) Open the item you wish to personalize by double-clicking it.

2) Select the Personalize tab.

You can categorize items fr

within this window.

(See Categorizing GroupW

Items below).

ise

3) Type a new subject in the My Subject field.

4) Click to save the personalized changes on the item.

Categorizing GroupWise Items:

Categorize your items to improve how your information is organized. You can assign a category to any item type, including documents and contacts. In addition to the pre-defined categories, you can create other categories to fit your own specific needs.

To Categorize an item in any folder:

1) Right-click the item and choose

Categories.

2) From the cascading menu, select the desired category.

To create your own categories:

1) Right-click the item and choose Categories.

2) From the cascading menu, select More.

3) Enter the new category name.

4) Click the Add button.

5) Select Edit Color to choose a color for your new category.

6) Click OK to save, and begin using the new category.

Managing Messages, continued on page 4...

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Finding Items in your GroupWise Mailbox:

The Find feature lets you quickly locate items in your Mailbox, a folder, or a library using the search criteria you have specified.

Using the Find option:

1) Click the button on the Toolbar.

2) Specify the criteria you want to use for your search. For specific text, select the

Full Text field; select Subject field for Subject searches. For specific names,

use the From or To fields. Search for items based on Item type or source. Optionally, specify a Date range to search. Specify search areas: your mailbox, a Proxy’s mailbox, and/or a GroupWise Library.

3) Click OK. GroupWise places results of the search in the GroupWise

Find Results folder and opens it.

Address Book:

The GroupWise 6.5 Address Book can be used to manage your business and personal contacts. In addition to the automatically created address books (Novell GroupWise Address Book, Frequent Contacts, and your own named book), you can create as many personal address books as you need.

1) To open the GroupWise Address Book, click the icon on the Toolbar.

Creates New contacts in

the active Address Book.

GroupWise

Address Books:

(System,

Frequent Contacts,

Personal, and

Shared).

Shows Details

about the selected

contact.

Creating a Personal Address Book:

1) Open the Address Book.

2) Select File > New Book.

3) Define a name for the new address book.

4) Click OK.

Sharing a Personal Address Book:

1) Open the Address Book.

2) Follow the steps for Creating a Personal Address Book.

3) Right-click the new/existing address book.

4) Select the Sharing tab, and choose Shared with.

5) To change the access rights, highlight the user and select desired rights.

6) Click OK to accept the sharing of this address book.

Deletes the contact from your Personal

Address Book(s).

Perfor ms Actions

(Email, Appointment, Task, Note)

on a selected contact.

Name Completion

indicator: Shows the

status of the name completion settings

for this address

book.

You can use the

Address Book applet

as your Personal

Information Manager

by keeping it active

on your desktop.

Select the desired

rights you wish to

grant the user.

Address Book, continued on page 5...

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Updating Personal Contact Information:

1) Open the Address Book.

2) Select a personal address book.

3) Double-click the Contact you

wish to modify.

4) Select the specific tab you wish to update.

5) Click OK to accept

the updated information

Select the tab you

wish

to update.

The Certificate tab displays

all associated security

certificates for this contact.

The History tab displays your interactions

with the selected contact (only available

from the Contacts tab in the Main Window).

Calendaring & Task Management:

Calendar:

1) To display your GroupWise Calendar, click the icon

in the Folder List Box.

Print Calendar () to get a hard-copy of

your calendar.

Use the Navigation

Toolbar to find

and display

specific dates.

Click on any date to display the calendar

for that day.

Right-click any item to perfor m actions on it.

Select the Calendar view you

want: Day, Week, Month, Year,

or Multi-User.

To reschedule an appointment,

just drag it to the updated

date or time.

Schedule Group Appointments:

1) Click on the button on the T

oolbar.

2) Enter the recipient name(s) in the To field. Type the meeting location

3) in the Place field. Enter the

4) Enter the

t date

Star

and time.

Duration for the meeting.

6) Type a Subject and message for the appointment, then click

Double-click any

existing item to open

it and view details.

Double-click any item area

to create a new Appointment,

Task, or Note.

Calendaring & Task Management, continued on page 6...

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Recurring Appointments, Tasks & Notes:

Use Auto-Date to schedule recurring appointments, tasks, and reminder notes. Auto-Dates can occur on the same day every week (e.g., every Monday), the same day(s) of the month (e.g., the 14th and last day), or any other defined series of dates. You can also use Auto-Date to schedule irregular or infrequent events, such as holidays.

1) Select New Mail, New Appointment, or New Task button on the Toolbar.

2) Select the start date icon in the Start Date field.

3) Click on Select Recurring at the bottom of the window.

Formula - Define a formula that

produces the desired dates.

Dates - Select the desired

dates of the recurring item

in the display calendar.

Performing a Busy Search:

When scheduling group appointments, GroupWise gives you the ability to search other users’ calendars to find time blocks available for all desired attendees.

1) Schedule a group appointment by clicking the button on the Toolbar.

2) Enter the recipients name(s) in the To field.

3) Type the location where the meeting will be held in the Place field.

4) Enter the target Star t date and time

Time slots that users

have already booked in

their calendars.

Appointment time selector:

drag to select desired time

for your appointment.

5) Click the button on the Toolbar. When the Choose Appointment Time dialog box displays, you can: Manually find a time when everyone is available by dragging the time selector to the desired time.

Click the Auto Select button to select the time automatically.

6) Click OK to have the selected time updated in the Appointment To dialog box.

7) Complete your appointment and click .

If you have Proxy access

rights to the user’s calendar,

user’s appointment details

are displayed here.

Auto Select chooses the earliest time slot that all

users are available.

Shared Folders:

Items placed in a GroupWise Shared Folder are instantly available to ever yone with access to that folder: users can share messages, appointments, notes, tasks, files/documents, and participate in Discussions.

Creating a Shared Folder:

1) Right-click on and select New Folder.

2) Select Shared Folder and click Next.

3) Give your new folder a Name and, if desired, a Description , then click Next .

4) In the Name field, enter the name(s) of the person you wish to share the folder with and click Add User. Repeat until all users have been added to the Share list.

5) By default, all users are granted Read and Add rights. To grant or take away rights for a particular user, highlight the user and select/deselect the specific rights for that user.

Shared Folders, continued on page 7...

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Enter the name of each

user who will have access

to the shared folder.

To grant additional rights or take away rights for a user,

highlight the user and

select/deselect the specific

rights for that user.

Add rights allows the

user to place new items

into the shared folder.

To Remove a user from the Share list, highlight

that user and click

Remove User.

Edit rights allows the

user to modify an

item placed in the

shared folder.

Delete rights

allows the user to

delete an item

from the shared

6) Define the default view settings for the shared folder. After the folder is created in their mailboxes, individual users can modify their own view rights.

Setting name is

automatically

selected.

Type a Description

for the display

setting (optional).

Select Item types

to be displayed.

Select desired

View by settings:

Calendar - Folder contents

display in calendar format.

Checklist - Items display in a checklist format with checklist features enabled.

Discussion Thread - Items are sorted by topic and date.

Details - Standard item list display.

folder.

Turn QuickViewer

on or off.

Define the criteria

for sorting the

item list.

Choose the columns and the order in which they will be displayed.

7) Click Finish to complete the creation of the new shared folder.

8) GroupWise sends a Shared Folder Notification item to the recipients

and automates the creation of the folder in their respective mailboxes.

Proxy:

The Proxy feature allows you to access another user's GroupWise account or enables others to access your GroupWise account.

Establishing an Access List to give users access to your mailbox:

1) Select Tools > Options from the Menu Bar.

2) Double-click the Security ( ) icon.

3) Select the Proxy Access tab.

4) In the Name field type the name of the

person you want to have Proxy rights and click to add user to the Access List.

5) Select the users and check the boxes that correspond to the access rights you want to give to the selected user. Repeat Steps 4-5 until you have added all users and granted them the respective rights.

6) To remove proxy rights from a particular user, select that user and click Remove User.

7) When finished modifying rights, click OK.

8) To remove all proxy rights from a particular

, select that user and choose

user

9) When Finished modifying rights, click OK.

Remove User.

NOTE: Rights granted to the All User Access entr

y in the

Access List

will give the marked rights to all users in your entire GroupWise system.

Proxy, continued on page 8...

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Accessing another userÕs account through Proxy:

Before you can act as a proxy for another user, you must be added to that individual’s Access List that grants you Proxy rights to his/her mailbox.

To proxy into another userÕs account:

1) Select File > Proxy .

2) Enter the person’s name that you want to access.

3) Click OK.

4) Click the Folder List header drop down list and select the name of the person whose Mailbox you want to access.

Header drop

down list.

Sending a new item from a Proxy account:

In GroupWise 6.5, you can send a new item from your mailbox either from your account or from a proxy account without having to change the view. In the From field of the item, select the name that will display as the sender of the item.

To order additional GroupWise¨ 6.5 Quick Reference Cards or if you need more

information, please call: 1-866-GWS-0101 (288)

Essential GroupWise Productivity Tools

ANTI-SPAM & ANTI-VIRUS MESSAGING FIREWALL

www.gwtools.com/nospam

EMAIL STORAGE MANAGEMENT

www.gwtools.com/backup

MOBILE MESSAGING

www.gwtools.com/gomobile

INTELLIGENT FAX GATEWAY

www.gwtools.com/smartfax

REAL-TIME WEB PUBLISHING

www.gwtools.com/goweb

LEARNING & SUPPORT SYSTEM

www.gwtools.com/learn

www.gwtools.com