Novell GROUPWISE 7 WINDOWS CLIENT USER GUIDE

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GroupWise 7 Windows Client User Guide

Novell GroupWise®

novdocx (en) 10 March 2008

March 14, 2008

www.novell.com

WINDOWS CLIENT USER GUIDE

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Contents

About This Guide 17

1 Getting Started 19

1.1 Starting the GroupWise Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

1.1.1 Running the Setup Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

1.1.2 Starting GroupWise 7 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

1.2 Getting Acquainted with the Main GroupWise Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

1.2.1 Nav Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

1.2.2 Toolbar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

1.2.3 Panels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

1.2.4 Folder and Item List Header . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

1.2.5 Folder List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

1.3 Understanding the Home View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

1.4 Understanding Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

1.4.1 Bolded Items in Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

1.4.2 Icons Appearing Next to Items in Your Mailbox, Sent Items Folder, and the

Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

1.4.3 Viewing Options in Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

1.5 Using Different GroupWise Modes (Online, Caching, and Remote) . . . . . . . . . . . . . . . . . . . . 35

1.5.1 Online Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

1.5.2 Caching Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

1.5.3 Remote Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

1.6 Using Panels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

1.6.1 Customizing Your Panels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

1.6.2 Creating a New Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

1.6.3 Resizing a Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

1.7 Using the Nav Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

1.7.1 Customizing the Nav Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

1.8 Using the Toolbar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

1.8.1 Customizing the Toolbar Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

1.9 Using Shortcut Keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

1.10 Learning More . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

1.10.1 Online Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

1.10.2 GroupWise 7 Documentation Web Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

1.10.3 End-User Training Web Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

1.10.4 GroupWise Cool Solutions Web Community . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

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2 Logging In to GroupWise 45

2.1 Logging In . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

2.1.1 Logging In to Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

2.1.2 Logging in to Your Mailbox from Another User’s Workstation . . . . . . . . . . . . . . . . . . 46

2.1.3 Logging in to Your Mailbox from a Shared Workstation . . . . . . . . . . . . . . . . . . . . . . 46

2.2 Assigning Passwords to Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

2.2.1 LDAP Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

2.2.2 Adding, Changing, and Removing Your Password . . . . . . . . . . . . . . . . . . . . . . . . . . 48

2.2.3 Bypassing Your GroupWise or LDAP Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

2.2.4 Proxies and Mailbox Passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

2.2.5 Mailbox Passwords and Remote Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

2.2.6 Mailbox Passwords and Caching Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Contents 5

3 Working with Items in Your Mailbox 51

3.1 Understanding GroupWise Item Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

3.2 Sending and Receiving Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

3.2.1 Sending Mail Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

3.2.2 Sending Phone Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

3.2.3 Changing the Font of Items You Send. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

3.2.4 Formatting Bulleted and Numbered Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

3.2.5 Adding a Signature or vCard to Items You Send. . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

3.2.6 Spell-Checking Items You Send . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

3.2.7 Undoing the Last Text Action. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

3.2.8 Delaying Delivery of an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

3.2.9 Using Custom Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

3.3 Using Routing Slip . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

3.3.1 Creating a Routed Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

3.3.2 Requiring a Password before Marking a Routed Item Completed. . . . . . . . . . . . . . . 65

3.3.3 Completing a Routed Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

3.3.4 Addressing a Routed Item with an Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

3.4 Notifying Recipients About an Item You Have Sent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

3.5 Downloading POP3 and IMAP4 Accounts to GroupWise . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

3.5.1 Adding POP3 and IMAP4 Accounts to GroupWise . . . . . . . . . . . . . . . . . . . . . . . . . . 67

3.5.2 Configuring POP3 and IMAP4 Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

3.5.3 Using POP3 and IMAP4 Accounts in Online Mode . . . . . . . . . . . . . . . . . . . . . . . . . . 68

3.5.4 Using POP3 and IMAP4 Accounts in Remote and Caching Modes . . . . . . . . . . . . . 68

3.5.5 Storing Items on the IMAP4 or POP3 Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

3.5.6 Understanding IMAP4 Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

3.5.7 Using the GroupWise E-Mail Importer Utility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

3.5.8 Using POP3 and IMAP4 in GroupWise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

3.6 Attaching Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

3.6.1 Attaching a File to an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

3.6.2 Attaching a Document Reference to an Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

3.6.3 Embedding an OLE Object in an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

3.6.4 Viewing Attached Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

3.6.5 Opening Attached Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

3.7 Managing Sent Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

3.7.1 Confirming Delivery of Items You Send. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

3.7.2 Displaying Sent Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

3.7.3 Resending Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

3.7.4 Retracting Items You’ve Sent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

3.7.5 Checking the Status of Your Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

3.7.6 Receiving Notification About Items You Send . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

3.7.7 Requesting a Reply for Items You Send . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

3.7.8 Changing the Subject of a Sent Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

3.8 Managing Received Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

3.8.1 Reading Items You Receive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

3.8.2 Changing the Font of Items You Receive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

3.8.3 Replying to Items You Receive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

3.8.4 Forwarding Items to Other Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

3.8.5 Printing Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

3.8.6 Using Categories to Organize Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

3.8.7 Changing the Subject of an Item You’ve Received . . . . . . . . . . . . . . . . . . . . . . . . . . 97

3.8.8 Creating a Checklist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

3.8.9 Delegating Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

3.8.10 Handling Unwanted Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

3.8.11 Changing Item Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

3.8.12 Viewing and Composing Items in HTML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

3.8.13 Viewing the Source of External Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

3.9 Changing the Encoding of an Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

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6 GroupWise 7 Windows Client User Guide

3.9.1 Changing the Encoding for All Items You Send. . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

3.9.2 Changing the Encoding for One Item You Are Sending . . . . . . . . . . . . . . . . . . . . . 116

3.9.3 Changing the Encoding for an HTML Item You Are Reading . . . . . . . . . . . . . . . . . 116

4 Using GroupWise Messenger from Within GroupWise 117

4.1 Using GroupWise Messenger from Within GroupWise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

4.1.1 Displaying the GroupWise Messenger Presence . . . . . . . . . . . . . . . . . . . . . . . . . . 118

4.1.2 Sending an Instant Message From the GroupWise Messenger Presence . . . . . . . 118

4.1.3 Sending an Instant Message From the File Menu . . . . . . . . . . . . . . . . . . . . . . . . . . 118

4.1.4 Displaying the GroupWise Messenger Contact List . . . . . . . . . . . . . . . . . . . . . . . . 118

4.1.5 Adding Contacts from GroupWise to GroupWise Messenger . . . . . . . . . . . . . . . . . 118

4.1.6 Specifying Whether or Not to Start GroupWise Messenger When GroupWise

Starts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

4.1.7 Displaying GroupWise Messenger Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

5 Scheduling Group and Posted Items 121

5.1 Scheduling Appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

5.1.1 Scheduling an Appointment for Other Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

5.1.2 Rescheduling an Appointment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

5.1.3 Rescheduling Recurring Appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

5.1.4 Cancelling an Appointment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

5.1.5 Scheduling an Appointment for Yourself . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

5.1.6 Checking When Everyone Is Available . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

5.1.7 Formatting Your Appointments in ICAL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

5.2 Sending Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

5.2.1 Assigning a Task to Other Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

5.2.2 Assigning a Task to Yourself . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

5.2.3 Marking Tasks Completed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

5.3 Sending Reminder Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

5.3.1 Scheduling a Reminder Note for Yourself . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

5.3.2 Scheduling a Reminder Note for Other Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

5.4 Accepting or Declining Scheduled Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

5.4.1 Accepting or Declining Resource Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

5.5 Accepting or Declining Internet Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

5.6 Specifying a Time Zone for an Appointment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

5.7 Scheduling Recurring Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

5.7.1 Scheduling a Recurring Item by Dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

5.7.2 Scheduling a Recurring Item by Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

5.7.3 Scheduling a Recurring Item Based on Another Day of the Week . . . . . . . . . . . . . 137

5.7.4 Scheduling a Recurring Item Based on the Last Day of the Month . . . . . . . . . . . . . 137

5.7.5 Scheduling Auto-Dates by Formula . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

5.7.6 Using Auto-Date Formula Functions and Operators . . . . . . . . . . . . . . . . . . . . . . . . 138

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6 Using Your Calendar 143

6.1 Viewing Your Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

6.1.1 Opening the Calendar Folder or a Calendar View . . . . . . . . . . . . . . . . . . . . . . . . . . 144

6.1.2 Navigating in the Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145

6.1.3 Creating a Calendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146

6.1.4 Changing a Calendar’s Color. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146

6.1.5 Selecting Calendars to Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

6.1.6 Viewing As Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

6.1.7 Understanding the Icons Appearing Next to Items in Your Calendar . . . . . . . . . . . 147

6.1.8 Understanding the Shading on Calendar Appointments . . . . . . . . . . . . . . . . . . . . . 147

6.2 Reading an Item in Your Calendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

Contents 7

6.3 Saving an Item in Your Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

6.4 Using the Multi-User Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

6.4.1 Viewing the Calendars of Multiple Users or Resources. . . . . . . . . . . . . . . . . . . . . . 148

6.4.2 Modifying a Multi-User List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

6.4.3 Creating a Multi-User Calendar View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

6.5 Printing Calendar Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

6.5.1 Printing Your Calendar, Task List, or Reminder Note List . . . . . . . . . . . . . . . . . . . . 150

6.5.2 Printing the Calendars of Multiple Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

6.6 Changing the First Day of the Week in Your Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

6.7 Viewing a Different Date in the Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

6.8 Viewing All Day Events in the Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

6.9 Setting Alarms for Calendar Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

6.9.1 Setting the Default Alarm. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153

6.9.2 Setting an Alarm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153

6.9.3 Specifying How Long Before an Event the Alarm Sounds. . . . . . . . . . . . . . . . . . . . 153

6.9.4 Sending an Alarm to an Electronic Pager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154

7 Managing Your Mailbox 157

7.1 Using the Folder List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

7.1.1 Displaying the Full Folder List or Simple Folder List . . . . . . . . . . . . . . . . . . . . . . . . 159

7.1.2 Modifying the Folder List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

7.1.3 Renaming Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

7.1.4 Deleting Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

7.1.5 Creating a Personal Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160

7.1.6 Creating a Shared Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160

7.1.7 Moving or Linking an Item to Another Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160

7.1.8 Understanding Find Results Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161

7.1.9 Changing or Deleting Folder Display Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162

7.2 Using Shared Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162

7.2.1 Sharing an Existing Folder with Other Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

7.2.2 Posting a Message to a Shared Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164

7.2.3 Viewing Discussion Threads in a Shared Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . 164

7.3 Managing Contacts Through Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164

7.3.1 Managing Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165

7.3.2 Managing Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168

7.3.3 Managing Resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169

7.3.4 Managing Organizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170

7.3.5 Changing the Address Book for the Contacts Folder . . . . . . . . . . . . . . . . . . . . . . . 171

7.3.6 Sending a Mail Message from a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171

7.3.7 Changing the Display Name of a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172

7.3.8 Viewing All Correspondence with a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

7.4 Using Mailbox Storage Size Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176

7.4.1 Viewing Your Mailbox Size Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177

7.4.2 Deleting Items from Your Mailbox by Using Mailbox Storage Size Information. . . . 177

7.4.3 Archiving Items from Your Mailbox by Using Mailbox Storage Size Information . . . 178

7.5 Running Notify . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178

7.5.1 Starting Notify . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179

7.5.2 Starting Notify When GroupWise Starts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179

7.5.3 Reading an Item from Notify . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179

7.5.4 Sending an Alarm to an Electronic Pager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179

7.5.5 Displaying the Notify Dialog Box When You Receive Notification . . . . . . . . . . . . . . 180

7.5.6 Turning Off Notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180

7.5.7 Setting How Often Notify Checks for New Items . . . . . . . . . . . . . . . . . . . . . . . . . . . 180

7.5.8 Setting Which Folders to Check for Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . 180

7.5.9 Setting How to Be Notified. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181

7.5.10 Setting the Alarm Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181

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8 GroupWise 7 Windows Client User Guide

7.5.11 Setting How to Be Notified When Outgoing Messages Change Status. . . . . . . . . . 181

7.5.12 Setting Notify Options for Return Status Messages . . . . . . . . . . . . . . . . . . . . . . . . 182

7.5.13 Setting How to Be Notified of Items in Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . 182

7.5.14 Being Notified of Someone Else’s Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182

7.6 Archiving the Items in Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183

7.6.1 Archiving an Item in Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184

7.6.2 Viewing Archived Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184

7.6.3 Unarchiving Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184

7.6.4 Archiving Items Automatically . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185

7.7 Printing Items in Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185

7.7.1 Printing GroupWise Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186

7.7.2 Printing Status Information about an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186

7.7.3 Printing Calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187

7.8 Creating Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187

7.8.1 Actions a Rule Can Perform . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188

7.8.2 Events That Trigger a Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189

7.8.3 Creating a Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189

7.8.4 Creating a Vacation Rule or Auto Reply . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190

7.8.5 Creating a Rule to Forward All Mail to a Private Mail Account . . . . . . . . . . . . . . . . 191

7.8.6 Copying a Rule to Make a New Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192

7.8.7 Editing a Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192

7.8.8 Deleting a Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192

7.8.9 Limiting Items Affected by a Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192

7.8.10 Running a Rule Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193

7.8.11 Enabling or Disabling a Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193

7.9 Giving Other People Access to Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194

7.9.1 Receiving Proxy Rights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194

7.9.2 Assigning Proxy Rights to Another User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194

7.9.3 Adding and Removing Proxy Names and Rights in Your Access List . . . . . . . . . . . 195

7.9.4 Managing Someone Else’s Mailbox or Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . 196

7.9.5 Adding and Removing Users in Your Proxy List . . . . . . . . . . . . . . . . . . . . . . . . . . . 196

7.9.6 Marking an Item Private. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197

7.10 Saving Items in Your Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197

7.10.1 Saving an Item to Disk or to a GroupWise Library. . . . . . . . . . . . . . . . . . . . . . . . . . 197

7.10.2 Saving Status Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198

7.10.3 Saving an Unfinished Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199

7.11 Owning Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199

7.11.1 Accepting and Declining Resource Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199

7.11.2 Receiving Notification for Another User or Resource . . . . . . . . . . . . . . . . . . . . . . . 200

7.11.3 Creating a Rule for a Resource . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

7.12 Opening and Emptying the Trash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201

7.12.1 Opening Your Trash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201

7.12.2 Undeleting an Item in the Trash. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201

7.12.3 Saving an Item That Is in Your Trash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201

7.12.4 Emptying the Trash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202

7.12.5 Emptying Selected Items from the Trash. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202

7.12.6 Emptying the Trash Automatically . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202

7.13 Deleting Items from Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203

7.13.1 Deleting an Item from Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203

7.13.2 Deleting and Emptying Items from Your Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . 203

7.14 Backing Up Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203

7.14.1 Backing Up Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204

7.14.2 Restoring Items from Backup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204

7.15 Finding Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204

7.15.1 Finding an Item By Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205

7.15.2 Finding an Item Using Search Criteria. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205

7.15.3 Saving the Results of a Find . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207

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Contents 9

7.15.4 Finding a Document and Creating a Reference to It in Your Mailbox . . . . . . . . . . . 208

7.15.5 Using Advanced Find to Finding an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208

7.16 Finding Text in Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

7.17 Filtering Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

7.17.1 Creating a New Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211

7.17.2 Creating a New Filter Using Advanced Filter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212

7.17.3 Selecting a Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213

7.17.4 Clearing a Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214

7.17.5 Deleting a Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214

7.17.6 Narrowing Your Filter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214

7.17.7 Using Filter and Rule Wildcard Characters and Switches . . . . . . . . . . . . . . . . . . . . 215

7.17.8 Using Filter and Rule Operators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216

7.17.9 Understanding Filter and Rule Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217

7.18 Using the Columns in Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221

7.18.1 Changing Columns in Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222

7.18.2 Sorting Items in Your Mailbox by Column . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222

7.19 Repairing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223

7.19.1 About Your GroupWise Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223

7.19.2 Installing GroupWise Check . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224

7.19.3 Analyze/Fix Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224

7.19.4 Structural Rebuild . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225

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8 Using the Address Book 227

8.1 Understanding Address Books. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227

8.1.1 Using the Address Book, the Address Selector, and the Contacts Folder . . . . . . . 228

8.1.2 System Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231

8.1.3 Frequent Contacts Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231

8.1.4 Personal Address Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231

8.1.5 LDAP Address Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232

8.1.6 Shared Address Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232

8.2 Quick Info . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232

8.3 Searching for Users and Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234

8.3.1 Searching for User, Resource, Organization, and Group Addresses . . . . . . . . . . . 235

8.3.2 Using Filters to Narrow an Address Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235

8.3.3 Defining Name Completion Search Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235

8.4 Using LDAP in the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236

8.4.1 Adding a Directory Service to an Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . 236

8.4.2 Searching for a Person Through a Directory Service . . . . . . . . . . . . . . . . . . . . . . . 236

8.4.3 Establishing a Secure Connection to a Directory Service . . . . . . . . . . . . . . . . . . . . 237

8.4.4 Modifying the Properties of a Directory Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . 238

8.4.5 Specifying the Search Criteria a Directory Service Uses. . . . . . . . . . . . . . . . . . . . . 238

8.4.6 Changing the Length of Time a Directory Service Searches . . . . . . . . . . . . . . . . . . 238

8.5 Using Groups to Address Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238

8.5.1 Creating and Saving a Personal Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239

8.5.2 Addressing Items to a Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241

8.5.3 Adding and Removing Contacts from a Personal Group or Corporate Distribution

List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242

8.5.4 Viewing Group Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242

8.5.5 Deleting a Group from a Personal Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . 243

8.6 Importing and Exporting Addresses and Address Books. . . . . . . . . . . . . . . . . . . . . . . . . . . . 243

8.6.1 Importing Addresses into a Personal Address Book . . . . . . . . . . . . . . . . . . . . . . . . 244

8.6.2 Exporting Addresses from the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244

8.6.3 Importing Third-Party Address Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244

8.7 Changing How Information Displays in the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . 246

8.7.1 Opening and Closing Address Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247

8.7.2 Specifying the Columns to Display in an Address Book . . . . . . . . . . . . . . . . . . . . . 247

10 GroupWise 7 Windows Client User Guide

8.7.3 Sorting an Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248

8.7.4 Viewing Links to the System Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248

8.7.5 Choosing the Display Format of Names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248

8.8 Printing Labels and Lists from the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249

8.8.1 Printing Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249

8.8.2 Printing Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250

8.9 Using the Address Selector and Address Book to Send Messages. . . . . . . . . . . . . . . . . . . . 251

8.9.1 Using the Address Selector to Address an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . 251

8.9.2 Sending Mail from the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252

8.10 Using Frequent Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252

8.10.1 Using Frequent Contacts to Address Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253

8.10.2 Setting Frequent Contacts Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253

8.10.3 Using Predefined Filters for the Frequent Contacts Address Book . . . . . . . . . . . . . 254

8.11 Creating Personal Address Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254

8.11.1 Creating a Personal Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255

8.11.2 Deleting a Personal Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255

8.11.3 Editing a Personal Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256

8.11.4 Synchronizing Address Book Entries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258

8.12 Setting Personal Address Book Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258

8.12.1 Viewing an Address Book’s Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259

8.12.2 Sharing an Address Book with Another User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260

8.13 Viewing Groups, Organizations, or Resources in the Address Book . . . . . . . . . . . . . . . . . . . 260

8.14 Advanced Address Book Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261

8.14.1 Defining Copy Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262

8.14.2 Changing Your MAPI Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262

novdocx (en) 10 March 2008

9 Using Remote Mode 263

9.1 Remote Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264

9.2 Remote Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264

9.3 Remote Connection Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264

9.4 Remote Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264

9.5 Smart Docking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264

9.6 Preparing to Use Remote. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265

9.6.1 Setting Up Your Remote Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265

9.6.2 Setting Up Multiple Remote Mailboxes on a Shared Computer . . . . . . . . . . . . . . . 266

9.6.3 Specifying Remote Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267

9.7 Sending and Retrieving Items in Remote Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269

9.7.1 Downloading Items, Rules, Addresses, and Documents to Your Remote Mailbox . 269

9.7.2 Sending Items in Remote Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271

9.7.3 Viewing Pending Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271

9.7.4 Retrieving Items That Were Not Completely Downloaded. . . . . . . . . . . . . . . . . . . . 272

9.7.5 Using Busy Search in Remote Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272

9.7.6 Filtering the System Address Book for Your Remote Mailbox . . . . . . . . . . . . . . . . . 273

9.7.7 Deleting Items from Your Remote Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274

9.8 Configuring Your Remote Connections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274

9.8.1 Connections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275

9.8.2 Creating a Modem Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276

9.8.3 Creating a TCP/IP Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278

9.8.4 Creating a Network Connection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278

9.8.5 Copying a Remote Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279

9.8.6 Editing a Remote Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279

9.8.7 Deleting a Remote Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279

9.8.8 Specifying Your Remote Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279

Contents 11

10 Using Caching Mode 281

10.1 Caching Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282

10.2 Setting Up Your Caching Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282

10.3 Synchronizing Your Caching Mailbox with Your Online Mailbox . . . . . . . . . . . . . . . . . . . . . . 283

10.4 Deleting Items in Your Caching Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283

10.5 Opening a Different Version of a Document in Your Caching Mailbox. . . . . . . . . . . . . . . . . . 284

10.6 Viewing Pending Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284

10.7 Connection Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284

11 Using Newsgroups 285

11.1 Adding a News Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285

11.2 Deleting a News Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286

11.3 Subscribing to a Newsgroup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287

11.4 Posting a New Discussion to a Newsgroup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287

11.5 Replying to a Message in a Newsgroup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287

11.6 Adding a Signature to All Newsgroup Items You Send . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288

11.7 Changing the Display Name for Newsgroup Postings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288

11.8 Updating the Local Newsgroup Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289

11.9 Deleting an Item in a Newsgroup from Your GroupWise Item List. . . . . . . . . . . . . . . . . . . . . 289

11.10 Collapsing or Expanding All Threads in a Newsgroup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289

11.11 Performing a Search on a Newsgroup Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290

11.12 Marking Items in a Newsgroup According to Your Interests . . . . . . . . . . . . . . . . . . . . . . . . . 290

11.13 Specifying Download Settings for Individual Newsgroups . . . . . . . . . . . . . . . . . . . . . . . . . . . 290

novdocx (en) 10 March 2008

12 Sending S/MIME Secure Message 291

12.1 Secure Message Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291

12.2 Digitally Signing or Encrypting an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293

12.3 Digitally Signing or Encrypting All Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293

12.4 Obtaining a Security Certificate from a Certificate Authority . . . . . . . . . . . . . . . . . . . . . . . . . 294

12.5 Selecting a Security Service Provider . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295

12.6 Selecting a Security Certificate for Digitally Signing Items. . . . . . . . . . . . . . . . . . . . . . . . . . . 295

12.7 Searching for Recipient Encryption Certificates Using LDAP . . . . . . . . . . . . . . . . . . . . . . . . 296

12.8 Selecting the Method Used for Encrypting Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296

12.9 Checking If the Digital Signature of an Item Was Verified . . . . . . . . . . . . . . . . . . . . . . . . . . . 297

12.10 Viewing Security Certificates You Have Received and Changing the Trust . . . . . . . . . . . . . 298

12.11 Viewing Your Own Security Certificates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298

12.12 Importing or Exporting Security Certificates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299

13 Creating and Working with Documents 301

13.1 Managing Your Documents in GroupWise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301

13.1.1 Storing Documents in Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 302

13.1.2 Understanding Document References. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303

13.1.3 Specifying Document Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304

13.2 Creating Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305

13.2.1 Creating a Document Using an Application’s Template . . . . . . . . . . . . . . . . . . . . . 306

13.2.2 Creating a Document Using a GroupWise Template. . . . . . . . . . . . . . . . . . . . . . . . 306

13.2.3 Creating a Document Using a File as a Template . . . . . . . . . . . . . . . . . . . . . . . . . . 307

13.2.4 Making Any Document a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308

13.2.5 Creating a Reference to a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308

13.3 Organizing Your Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 309

12 GroupWise 7 Windows Client User Guide

13.3.1 Specifying When Document References Are Added to the Documents Folder. . . . 310

13.3.2 Changing the Maximum Number of References in the Documents Folder . . . . . . . 311

13.4 Importing Documents into a GroupWise Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312

13.4.1 Specifying Files to Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312

13.4.2 Choosing an Import Method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312

13.4.3 Importing Documents Using Quick Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312

13.4.4 Importing Documents Using Custom Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314

13.5 Sharing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316

13.5.1 Specifying Users Who Can Share the Document . . . . . . . . . . . . . . . . . . . . . . . . . . 317

13.5.2 Specifying Default Sharing Rights for Documents. . . . . . . . . . . . . . . . . . . . . . . . . . 317

13.5.3 Specifying Users’ Rights to the Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318

13.5.4 Giving a User Rights for All Document Versions . . . . . . . . . . . . . . . . . . . . . . . . . . . 318

13.5.5 Giving a User Rights to a Specific Document Version. . . . . . . . . . . . . . . . . . . . . . . 319

13.5.6 Giving Users Rights to Modify the Sharing Settings for a Document. . . . . . . . . . . . 319

13.5.7 Preventing Other Users from Accessing Your Document . . . . . . . . . . . . . . . . . . . . 320

13.6 Publishing Documents to the Web with WebPublisher . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 320

13.6.1 Publishing a Document to the Web . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321

13.6.2 Unpublishing a Document from the Web . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322

13.7 Viewing the History of a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323

13.7.1 Viewing the Activity Log for Deleted Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . 323

13.7.2 Viewing the Activity of a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323

13.7.3 Viewing Who Has a Document Open or Checked Out . . . . . . . . . . . . . . . . . . . . . . 324

13.8 Checking Out Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324

13.8.1 Checking Out a Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325

13.8.2 Checking Out Multiple Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325

13.8.3 Viewing All the Documents You Have Checked Out . . . . . . . . . . . . . . . . . . . . . . . . 326

13.8.4 Updating a Checked-Out Document Without Checking It In . . . . . . . . . . . . . . . . . . 326

13.9 Checking In Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327

13.9.1 Checking in a Document and Leaving a Copy in the Check-Out Location . . . . . . . 328

13.9.2 Checking in an Unchanged Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329

13.9.3 Checking in a Document and Deleting It from the Check-Out Location . . . . . . . . . 329

13.9.4 Checking In a Document and Making It a New Version . . . . . . . . . . . . . . . . . . . . . 330

13.10 Deleting Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 330

13.10.1 Deleting Groups of Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 331

13.10.2 Deleting a Document Reference from Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . 331

13.10.3 Deleting a Specific Version of a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 331

13.10.4 Deleting All Versions of a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 331

13.11 Copying Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332

13.11.1 Copying a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332

13.11.2 Copying a Document to Another Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332

13.12 Saving Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333

13.12.1 Saving Items as Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333

13.12.2 Saving Changes to a Document’s Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333

13.12.3 Saving Documents Outside of the GroupWise Library . . . . . . . . . . . . . . . . . . . . . . 333

13.13 Opening Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334

13.13.1 Opening a Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 335

13.13.2 Opening Multiple Versions of a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 335

13.14 Storing Multiple Versions of a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 335

13.14.1 Creating a New Version of a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336

13.14.2 Viewing Version Information for a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 337

13.14.3 Specifying the Official Version of a Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 337

13.15 Managing Groups of Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 337

13.15.1 Preparing for a Mass Operation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338

13.15.2 Selecting Documents for the Mass Operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338

13.15.3 Acting as the Librarian . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339

13.15.4 Copying a Group of Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340

13.15.5 Moving a Group of Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343

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Contents 13

13.15.6 Changing the Properties of a Group of Documents . . . . . . . . . . . . . . . . . . . . . . . . . 346

13.15.7 Changing Sharing for a Group of Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350

13.15.8 Deleting a Group of Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354

13.16 Viewing Documents When Your Network or GroupWise Is Unavailable . . . . . . . . . . . . . . . . 356

13.16.1 Enabling Document Echoing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357

13.16.2 Deleting Unneeded Documents from Your Remote Library . . . . . . . . . . . . . . . . . . 358

13.17 Integrating GroupWise with Your Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358

13.17.1 Integrating Applications During Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 359

13.17.2 Integrating Applications After Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 359

13.17.3 Turning Off Integrations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 359

13.17.4 Turning On Integrations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360

13.17.5 Using Non-Integrated Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361

13.18 Returning Documents to the Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 363

13.18.1 Using Reset Document Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 363

13.18.2 Using Reset Document Status in Remote/Caching Mode . . . . . . . . . . . . . . . . . . . . 364

13.18.3 Using the Unreturned Documents Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365

13.19 Replacing a Document with a File from Backup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365

14 Customizing GroupWise 367

14.1 Delaying Delivery of an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 368

14.2 Getting a Return Receipt for Items You Send . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 368

14.3 Requesting a Reply for All Items You Send . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 369

14.4 Specifying Where Archived Items Are Stored . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 370

14.5 Changing the Priority of Items You Send . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 371

14.6 Customizing Headers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 371

14.7 Changing the GroupWise Interface Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372

14.8 Changing Your Default Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372

14.9 Specifying How Long Before an Event an Alarm Sounds . . . . . . . . . . . . . . . . . . . . . . . . . . . 373

14.10 Automatically Spell-Checking Every Message You Send . . . . . . . . . . . . . . . . . . . . . . . . . . . 374

14.11 Setting the Sent Items Default View Action . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374

14.12 Setting the Web Browser Behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374

14.13 Setting the File Attachment Behavior. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375

14.14 Setting Your Default Start Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375

14.15 Setting the Message Attachment Behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375

14.16 Setting the QuickViewer Default Behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375

14.17 Allowing Offline Send/Receive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375

14.18 Displaying HTML External Images. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375

14.19 Setting Your Default Plain Text Reply Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376

14.20 Setting Your Default HTML Reply Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376

14.21 Selecting a GroupWise Scheme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376

14.22 Customizing Individual GroupWise Appearance Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . 377

14.23 Changing the Background for Calendar Areas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379

14.24 Customizing Your Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379

14.25 Customizing Your Library Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381

14.25.1 Setting the Default Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 382

14.26 Changing Your Display Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 382

14.27 Using Startup Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 382

14.27.1 Using a GroupWise Startup Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384

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14 GroupWise 7 Windows Client User Guide

15 GroupWise Frequently Asked Questions 385

A Documentation Updates 387

A.1 March 14, 2008 (GroupWise 7 SP 3) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387

A.2 April 15, 2007 (GroupWise 7 SP 2) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387

A.3 June 15, 2006 (GroupWise 7 SP 1) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387

A.4 November 30, 2005 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 388

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Contents 15

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16 GroupWise 7 Windows Client User Guide

About This Guide

This Novell® GroupWise® 7 Windows Client User Guide explains how to use the GroupWise Windows* client. The guide is divided into the following sections:

 “Getting Started” on page 19

 “Logging In to GroupWise” on page 45

 “Working with Items in Your Mailbox” on page 51

 “Using GroupWise Messenger from Within GroupWise” on page 117

 “Scheduling Group and Posted Items” on page 121

 “Using Your Calendar” on page 143

 “Managing Your Mailbox” on page 157

 “Using the Address Book” on page 227

 “Using Remote Mode” on page 263

 “Using Caching Mode” on page 281

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 “Using Newsgroups” on page 285

 “Sending S/MIME Secure Message” on page 291

 “Creating and Working with Documents” on page 301

 “Customizing GroupWise” on page 367

 “GroupWise Frequently Asked Questions” on page 385

Audience

This guide is intended for GroupWise users.

Feedback

We want to hear your comments and suggestions about this manual and the other documentation included with this product. Please use the User Comments feature at the bottom of each page of the online documentation, or go to www.novell.com/documentation/feedback.html and enter your comments there.

Documentation Updates

For the most recent version of the GroupWise 7 Windows Client User Guide, visit the Novell

GroupWise 7 documentation Web site (http://www.novell.com/documentation/gw7).

Additional Documentation

For additional GroupWise documentation, see the following guides at the Novell GroupWise 7

documentation Web site (http://www.novell.com/documentation/gw7):

 Installation Guide

 Administration Guide

About This Guide 17

 Multi-System Administration Guide

 Interoperability Guide

 Troubleshooting Guides

 GroupWise WebAccess Client User Guide

 GroupWise Cross-Platform Client User Guide

 GroupWise Client Frequently Asked Questions (FAQ)

Documentation Conventions

In Novell documentation, a greater-than symbol (>) is used to separate actions within a step and items in a cross-reference path.

A trademark symbol (

, TM, etc.) denotes a Novell trademark. An asterisk (*) denotes a third-party

trademark.

When a single pathname can be written with a backslash for some platforms or a forward slash for other platforms, the pathname is presented with a backslash. Users of platforms that require a forward slash, such as Linux* or UNIX*, should use forward slashes as required by your software.

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18 GroupWise 7 Windows Client User Guide

Getting Started

GroupWise® is a robust, dependable messaging and collaboration system that connects you to your universal mailbox anytime and anywhere. This section gives you an overview of the GroupWise client to help you start using GroupWise quickly and easily.

 Section 1.1, “Starting the GroupWise Client,” on page 19

 Section 1.2, “Getting Acquainted with the Main GroupWise Window,” on page 20

 Section 1.3, “Understanding the Home View,” on page 28

 Section 1.4, “Understanding Your Mailbox,” on page 29

 Section 1.5, “Using Different GroupWise Modes (Online, Caching, and Remote),” on page 35

 Section 1.6, “Using Panels,” on page 36

 Section 1.7, “Using the Nav Bar,” on page 39

 Section 1.8, “Using the Toolbar,” on page 39

 Section 1.9, “Using Shortcut Keys,” on page 41

novdocx (en) 10 March 2008

 Section 1.10, “Learning More,” on page 43

1.1 Starting the GroupWise Client

To begin using GroupWise, you or your system administrator must install GroupWise on your computer. Your system administrator might prompt you to install GroupWise by using ZENworks

This section contains the following topics:

 Section 1.1.1, “Running the Setup Program,” on page 19

 Section 1.1.2, “Starting GroupWise 7,” on page 19

1.1.1 Running the Setup Program

1 If you are not automatically prompted to install GroupWise, contact your system administrator

to find out the location of the GroupWise client Setup program, setup.exe.

2 Make sure you are logged in as yourself on your computer.

3 Click Start > Run, browse to the file location, select setup.exe, then click OK.

4 Follow the instructions in the Setup Wizard.

1.1.2 Starting GroupWise 7

1 Double-click on your desktop to display the GroupWise Main Window.

Getting Started

1.2 Getting Acquainted with the Main GroupWise Window

Your main work area in GroupWise is called the Main Window. From the Main Window of GroupWise, you can read your messages, schedule appointments, view your Calendar, manage contacts, change the mode of GroupWise you’re running in, open folders, open documents, and much more.

The basic components of the Main Window are explained below.

1.2.1 Nav Bar

Figure 1-1 The GroupWise Nav Bar

Nav Bar

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The Nav Bar provides quick access to your most commonly used folders. By default, the Home, Mailbox, Calendar, Sent Items, and Contacts are on the Nav Bar. You can add to the Nav Bar. For more information about the Nav Bar, see Section 1.7, “Using the Nav Bar,” on page 39.

20 GroupWise 7 Windows Client User Guide

1.2.2 Toolbar

Figure 1-2 The GroupWise Toolbar

Toolbar

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The toolbar lets you quickly accomplish common GroupWise tasks, such as opening the Address Book, sending mail messages, and filtering items. For information about the toolbar, see Section 1.8,

“Using the Toolbar,” on page 39 and Section 14.24, “Customizing Your Toolbar,” on page 379.

Getting Started 21

1.2.3 Panels

Figure 1-3 The GroupWise Panels

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Panels

The panels display your frequently used information in a quick glimpse. You can add additional panels from a list of preconfigured panels, or you can create new panels and display the information you want. For more information about panels, see Section 1.6, “Using Panels,” on page 36.

1.2.4 Folder and Item List Header

The Folder and Item List header provides a drop-down list where you can select the mode of GroupWise you want to run (Online, Caching, Remote, or Remote (Offline), select to open your archived or backup mailbox, and select a proxy mailbox. For information about these features, see

Section 1.5, “Using Different GroupWise Modes (Online, Caching, and Remote),” on page 35, Section 7.6, “Archiving the Items in Your Mailbox,” on page 183, Section 7.14, “Backing Up Your Mailbox,” on page 203, and Section 7.9, “Giving Other People Access to Your Mailbox,” on page 194.

This header also provides the Show drop-down list, from which you can select to see only items of a specific category. For information about categories, see “Using Categories to Organize Items” on

page 93.

The new Filter icon ( ) is also on this header, giving you convenient access to predefined and custom filters. For information about filtering, see Section 7.17, “Filtering Items,” on page 210.

22 GroupWise 7 Windows Client User Guide

To change how information displays in headers, right-click the header and choose options. For more information, see Section 14.6, “Customizing Headers,” on page 371.

1.2.5 Folder List

Figure 1-4 The GroupWise Folder List

Folder list

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The Folder List at the left of the Main Window lets you organize your GroupWise items. You can create new folders to store your items in. Next to any folder (except for shared folders), the number of unread items is shown in square brackets. Next to the Sent Items folder, the number in square brackets shows how many items are pending to be sent from Caching or Remote mode. For information about the different GroupWise folders, see Section 7.1, “Using the Folder List,” on

page 157.

There are two different Folder Lists, the Full Folder List and the Simple Folder List. The Full Folder List displays all folders, while the Simple Folder List displays only folders that pertain to the folder you are currently in. For example, if you are in the Mailbox folder, the Cabinet folders are displayed, and if you are in the Calendar folder, the Calendar folders are displayed.

You can close your folder list to leave more room for other views, such as the Calendar, in the Main Window. Click the Folders List icon in the upper right corner to open or close the Folder List display.

Getting Started 23

Here is what you’ll find in each of the default folders:

 “Home Folder” on page 24

 “Mailbox Folder” on page 24

 “Sent Items Folder” on page 24

 “Calendar Folder” on page 25

 “Contacts Folder” on page 25

 “Checklist Folder” on page 25

 “Cabinet” on page 26

 “Documents Folder” on page 26

 “Work in Progress Folder” on page 27

 “Junk Mail Folder” on page 27

 “Trash Folder” on page 27

 “Shared Folders” on page 27

 “IMAP4 Account Folder” on page 27

 “NNTP Newsgroup Account Folder” on page 28

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Home Folder

Your Home folder (indicated by your name) represents your GroupWise database. All folders in you Main Window are subfolders of your user folder. The Home folder is where you go to access the Home view. For more information about the Home view, see Section 1.3, “Understanding the Home

View,” on page 28.

Mailbox Folder

The Mailbox displays all the items you have received, with the exception of scheduled items (appointments, tasks, and reminder notes) you have accepted or declined. Accepted scheduled items and tasks are moved to the Calendar.

Sent Items Folder

The Sent Items folder displays all sent items from the Mailbox and Calendar. The Sent Items folder in versions prior to GroupWise 6.5 was a query folder, which had some differences from the current Sent Items folder.

The following table is a comparison between the previous Sent Items query folder and the current Sent Items folder.

Table 1-1 Comparison of the New and Old Sent Items Folder

Sent Items Folder (Current) Sent Items Query Folder (Previous)

A system folder that cannot be deleted. A Find Results folder that can be deleted and re-

24 GroupWise 7 Windows Client User Guide

created. (For more information about Find Results folders, see “Understanding Find Results Folders”

on page 161.)

Sent Items Folder (Current) Sent Items Query Folder (Previous)

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All sent items reside in this folder unless they are moved to a folder other than the Mailbox or Calendar. If a sent item is moved to another folder, it no longer displays in the Sent Items folder.

You can resend, reschedule, and retract sent items from this folder.

No items actually reside in this folder. This folder is a Find Results folder, which means a Find is performed when you click the folder and the results of the Find (all sent items) are displayed in the folder. If you delete an item from this folder, the original item remains in its original folder and redisplays the next time you open this folder.

You can resend, reschedule, and retract sent items from this folder.

Calendar Folder

The Calendar folder shows several calendar view options. If you hide your Folder List by clicking View > Folders List, the Main Window shows a better view of your Calendar. The Calendar folder contains any additional folders that you have created. You can use the Folder List to choose which calendars to display. The selected calendars are displayed in the calendar view.

Contacts Folder

The Contacts folder , by default, represents the Frequent Contacts address book in the Address Book. (You can change the folder properties so that it represents a different address book in the Address Book. For information, see “Changing the Address Book for the Contacts Folder” on

page 171.) Any modification you make in the Contacts Folder is also made in the Frequent Contacts

address book.

From this folder, you can view, create, and modify contacts, resources, organizations, and groups.

Your proxies never see your Contacts folder.

Checklist Folder

Use the Checklist folder to create a task list. You can move any items (mail messages, phone messages, reminder notes, tasks, or appointments) to this folder and arrange them in the order you want. Each item is marked with a check box so that you can check off items as you complete them.

If you want another folder to work the way the Checklist folder does, click the folder, click the Display drop-down list on the toolbar, then select Checklist. The folder then has a Checklist area at the top of the folder where you can drag items.

The following table is a comparison between the Checklist folder and the Task List query folder found in previous versions of GroupWise.

Table 1-2 Comparison of the Checklist Folder and the Old Task List Query Folder

Checklist Folder Task List Folder

A system folder that cannot be deleted. A Find Results folder that can be deleted and re-

created. (For more information about Find Results folders, see “Understanding Find Results Folders”

on page 161.)

Getting Started 25

Checklist Folder Task List Folder

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This folder contains the following items:

 Items you have moved to this folder

 Items you have created in this folder

 Items in other folders that you have

marked Show in Checklist

No items actually reside in this folder. This folder is a Find Results folder, which means a Find is performed when you click the folder and the results of the Find (all scheduled tasks) are displayed in the folder. If you delete an item from this folder, the original item remains in its original folder and redisplays the next time you open this folder.

 Items that are part of a checklist that you

have created in another folder

Any item type can reside in this folder. Only tasks show in this folder. Tasks are scheduled

items that are associated with a due date.

To mark an item completed, click the check box next to the item in the Item List.

To set a due date, open the item, click the Checklist tab, then specify a date.

To set the priority of an item, drag the task to a new position in the checklist.

Checklist items do not display in the Task List of the Calendar.

If a checklist item is due today, the check box in the Checklist is green. If a checklist item is past due, the check box is red.

To mark an item completed, open the item, then click Completed.

Due dates are set by the person who sent you the task. If you post a task for yourself, you can set a due date.

To set the priority of an item, open the item, then type a priority in the Priority field.

Tasks display in the Task List of the Calendar and can be marked Completed from the Calendar.

Tasks that are past due show as red in the Calendar.

Cabinet

The Cabinet contains all of your personal folders. You can rearrange and nest folders by clicking Edit > Folders. To sort the folders in the Cabinet alphabetically, right-click the Cabinet folder, then click Sort Sub Folders.

Documents Folder

Your document references are organized in the Documents folder so you can easily locate them.

Any document references you create or open are added to the Documents folder; if you specify, any document references you view or import are also added. You can also specify that none of these actions adds a document reference to the Documents folder.

The Documents folder can contain only documents. If any other type of item is moved to this folder by a GroupWise client older than version 5.5 (for example, from an older version of GroupWise Remote), the item is deleted.

The Documents folder contains, by default, your 20 most recent document references. You can change this number from 0 to 5000 document references. After the maximum number is reached, the oldest document reference is deleted. You can also manually delete document references from the Documents folder.

The Documents folder has two Find Results folders. Authored contains document references for all the documents which you are the author of. Default Library contains document references for all the documents you have access to in the default library. You can change or delete the Author and

26 GroupWise 7 Windows Client User Guide

Default Library folders. You can create other document Find Results folders according to your needs. For example, you can create a Find Results folder for a specific library, subject, author, or document type.

Work in Progress Folder

The Work In Progress folder is a folder where you can save messages you have started but want to finish later.

Junk Mail Folder

All e-mail items from addresses and Internet domains that are junked through Junk Mail Handling are placed in the Junk Mail folder . This folder is not created in the folder list unless a Junk Mail option is enabled.

While Junk Mail options are enabled, this folder cannot be deleted. However, the folder can be renamed or moved to a different location in the folder list. If all Junk Mail options are disabled, the folder can be deleted. The folder can also be deleted if the Junk Mail Handling feature is disabled by the system administrator.

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To delete items from the Junk Mail Folder, right-click the Junk Mail folder, click Empty Junk Mail Folder, then click Yes .

For more information about Junk Mail Handling, see “Handling Unwanted Mail” on page 104.

Trash Folder

All deleted mail and phone messages, appointments, tasks, documents, and reminder notes are stored in the Trash folder . Items in the Trash can be viewed, opened, or returned to your Mailbox before the Trash is emptied. (Emptying the Trash removes items in the Trash from the system.)

You can empty your entire Trash, or empty only selected items. Items in the Trash are automatically emptied according to the days entered in the Cleanup tab in Environment Options, or you can empty the Trash manually. The system administrator can specify that your Trash is emptied automatically on a regular basis.

Shared Folders

A shared folder is like any other folder in your Cabinet, except other people have access to it. You can create shared folders or share existing personal folders in your Cabinet. You choose whom to share the folder with, and what rights to grant each user. Users can post messages to the shared folder, drag existing items into the folder, and create discussion threads. You can’t share system folders, which include the Cabinet, Trash, and Work In Progress folders.

If you place a document in a shared folder, people with rights to the shared folder don’t automatically have rights to edit the document. Before they can edit the document, you must give them Edit rights on the Document Sharing tab.

IMAP4 Account Folder

If you add a folder for an IMAP4 account, a icon displays in your Folder List.

Getting Started 27

NNTP Newsgroup Account Folder

If you add a folder for an NNTP newsgroup account, a icon displays in your Folder List.

1.3 Understanding the Home View

The Home View is a quick view of your most important information. The Home View uses panels to display information in sections. By default, the Home View displays your calendar for the day, your checklist items, your unread messages, and the QuickViewer on the right side of the window. The panels are organized in a two-column view.

For an interactive tutorial about the Home View, click Help > Interactive Tutorial.

Figure 1-5 The Home View

Nav Bar Toolbar Folder list Panels

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However, the Home View is fully customizable. You can create additional panels that display the information you need. In addition, you can select to have only a one-column view. This stacks the panes into one column instead of the default two columns. As well as showing panels, you can display your folder list and the QuickViewer. For information on how to customize your Home View, see Section 1.6, “Using Panels,” on page 36

28 GroupWise 7 Windows Client User Guide

1.4 Understanding Your Mailbox

Your received items are stored in your GroupWise Mailbox. You can quickly change what is displayed by clicking a setting on the Display drop-down list. You can further restrict which items display in your Mailbox by using filters. See Chapter 7, “Managing Your Mailbox,” on page 157 for more information.

You can organize your messages by moving them into folders within your Cabinet, and you can create new folders as necessary. See Section 7.1, “Using the Folder List,” on page 157 for more information.

You can also organize your messages by assigning them categories. Each category displays as a different color in your Mailbox. You can filter on categories. See “Using Categories to Organize

Items” on page 93 for more information.

 Section 1.4.1, “Bolded Items in Your Mailbox,” on page 29

 Section 1.4.2, “Icons Appearing Next to Items in Your Mailbox, Sent Items Folder, and the

Calendar,” on page 29

 Section 1.4.3, “Viewing Options in Your Mailbox,” on page 31

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1.4.1 Bolded Items in Your Mailbox

All unopened items in your Mailbox are bolded to help you easily identify which items and documents you have not yet read. The icon appearing next to an item also indicates if it is unopened.

Collapsed discussion threads are marked with bold text to show that there are items in the thread that are unread. This saves you the time of expanding each thread to check if there are newly posted items.

Sent items in the Sent Items folder are also bolded to show when they are queued but not uploaded, status information has not been received about the item being delivered, or they have not yet been transferred to the Internet.

1.4.2 Icons Appearing Next to Items in Your Mailbox, Sent Items Folder, and the Calendar

The icons that appear next to items in your Mailbox, Sent Items folder, and the Calendar show information about the items. The following table explains what each icon means.

Table 1-3 Icon Descriptions

Icon Description

Next to an item you have sent in Remote or Caching mode, the icon indicates that the item has been queued, but the queue has not been uploaded. After the item has been uploaded, this icon indicates that status information has not been received about the item being delivered to the destination post office or transferred to the Internet.

Next to the Sent Items folder, the icon indicates that there is at least one item that has been queued but the queue has not been uploaded.

Getting Started 29

Icon Description

Appears next to an item you have sent. If the item has been opened by at least one person, this icon appears until all recipients have 1) opened the mail, phone message, or reminder note; 2) accepted the appointment; or 3) completed the task.

Appears next to an item you have sent. The item couldn’t be delivered to the destination post office or it failed to transfer to the Internet.

Appears next to an item you have sent. Next to an appointment or task, this icon indicates that at least one person has declined/deleted the item. Next to a mail message, phone message, or reminder note, this icon indicates that at least one person has deleted the item without opening it.

One or more attachments are included with the item.

One or more sound annotations are included with the item, or the item is a voice mail message.

Draft item.

Appears next to an item you have sent.

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Appears next to an item you have replied to.

Appears next to an item you have forwarded.

Appears next to an item you have delegated.

Appears next to an item you have replied to and forwarded

Appears next to an item you have replied to and delegated.

Appears next to an item you have forwarded and delegated.

Appears next to an item you have replied to, forwarded, and delegated

Posted item.

Specific version of a document.

Official version of a document.

Unopened mail message with a low, standard, or high priority.

Opened mail message with a low, standard, or high priority.

Unopened and opened appointment with a low, standard, or high priority.

Unopened and opened task with a low, standard, or high priority.

Unopened reminder note with a low, standard, or high priority.

Opened reminder note with a low, standard, or high priority.

Unopened phone message with a low, standard, or high priority.

Opened phone message with a low, standard, or high priority.

The sender has requested that you reply to this item. The item can be a low, standard, or high priority.

30 GroupWise 7 Windows Client User Guide

Icon Description

This icon appears in a Busy Search. If it appears to the left of a username or resource, you can click a scheduled time across from the username or resource on the Individual Schedules tab to display more information about the appointment in the box below. However, the user or resource owner must give you appointment Read rights in the Access List before this icon appears. See “Adding and Removing

Proxy Names and Rights in Your Access List” on page 195.

This icon appears on your Calendar. An alarm is set for the item.

This icon appears on your Calendar. The item is a group appointment, reminder note, or task.

This icon appears on your Calendar. The item is marked private.

This icon appears on your Calendar. You declined the item but didn’t delete it.

1.4.3 Viewing Options in Your Mailbox

You can view the items in your Mailbox five different ways, depending on how you want the information organized. Details, Discussion Threads, Panels, As Calendar, and As Checklist are all found on the View menu.

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You can choose to have the display settings be temporary or permanent.

To permanently set your display settings:

1 Right-click the folder you want to change the display settings for, then click Properties.

2 Click the Display tab, then click More Display Settings.

3 Select the display setting from the View By drop-down list.

4 Click OK twice.

To temporarily set your display settings:

1 Click View > Display Settings, then the display setting you want.

Details

Details displays a list of your items and information about them in columns, including Subject, Date, CC, Priority, Document Type, Due Date, Size, Version#, and many other categories. Details is the default Mailbox view if you have not changed your Mailbox properties. For information about adding or rearranging columns, see Section 7.18, “Using the Columns in Your Mailbox,” on

page 221.

Getting Started 31

Figure 1-6 Details View

Discussion Threads

Discussion Threads shows the e-mail discussion of an original item and all its replies grouped in hierarchical order. By default, only items that are received are displayed in a discussion thread.

Figure 1-7 Discussion Threads View

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By default, only items that are in the folder are displayed in a discussion thread. You can add other types of items to the folder to be viewed in the discussion thread. For example, sent items can be added to the folder to complete the discussion thread.

To display sent items in a discussion thread:

1 Right-click the folder that is displaying discussion threads, then click Properties.

2 Click the Display tab, then click More Display Settings.

3 Select Sent under Choose item source.

4 Click OK twice, then specify a name for the display setting.

5 Click OK.

Panels

A panel displays a customized view of information in GroupWise. For example, the default Home view, includes an Unread Messages panel. That panel displays a list of items you have not read. The Checklist panel is another default panel on the Home view.

The Checklist panel displays items that are in your checklist folder.

32 GroupWise 7 Windows Client User Guide

Figure 1-8 Panels

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As Calendar

The As Calendar view displays all scheduled items saved in a particular folder. This is useful if you organize all your appointments and other items for a specific project in one folder.

Getting Started 33

Figure 1-9 Calendar View

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As Checklist

The As Checklist view displays a checklist area at the top of your Item List where you can create a checklist from items in your Item List. Each item that is dragged to the checklist area displays with a check box so that you can mark it completed. You can assign due dates, priorities, and more to checklist items. Any items you move to the checklist area also display in the Checklist folder in the Folder List.

For more information about creating a checklist, see “Creating a Checklist” on page 98.

Figure 1-10 Checklist View

Group Labels

When the check box Show Group Labels is selected in the display settings, items are listed in groups according to the column you are sorting on.

34 GroupWise 7 Windows Client User Guide

For example, if you are sorting by date received, messages that were received on the same day are grouped together with a heading today such as Wednesday April 27, 2005. Group Labels can display in any folder as well as in any panel.

1.5 Using Different GroupWise Modes (Online, Caching, and Remote)

GroupWise provides four different ways to run the GroupWise client: Online mode, Caching mode, Remote mode, and Remote (Offline) mode.

You might be able to run GroupWise in any of the four modes, or your system administrator might require that you use only a certain mode.

Most GroupWise features are available in all four GroupWise modes, with some exceptions. Subscribing to other users’ notifications is not available in Caching mode. Subscribing to other users’ notifications and Proxy are not available in Remote mode. Any feature that requires a connection, such as to the GroupWise system or to an IMAP4 account, is not available in Remote (Offline) mode.

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 Section 1.5.1, “Online Mode,” on page 35

 Section 1.5.2, “Caching Mode,” on page 35

 Section 1.5.3, “Remote Mode,” on page 36

1.5.1 Online Mode

When you use Online mode, you are connected to your post office on the network. Your mailbox displays the messages and information stored in your network mailbox (also called your Online Mailbox). Online mode is connected to your network mailbox continuously. In Online mode, if your Post Office Agent shuts down or you lose your network connection, you temporarily lose your connection to your mailbox.

You should use this mode if you do not have a lot of network traffic, or if you use several different workstations and do not want to download a local mailbox to each one.

1.5.2 Caching Mode

Caching mode stores a copy of your network mailbox, including your messages and other information, on your local drive. This allows you to use GroupWise whether or not your network or Post Office Agent is available. Because you are not connected to the network all the time, this mode cuts down on network traffic and has the best performance. A connection is automatically made to retrieve and send new messages. All updates are performed in the background so your work is not interrupted.

You should use this mode if you have enough disk space on your local drive to store your mailbox.

Several users can set up their Caching Mailboxes on a single shared computer.

If you run Caching Mode and Remote Mode on the same computer, the same local mailbox (also called the Caching Mailbox or Remote Mailbox) can be used to minimize disk space usage.

If disk space is limited, you can restrict the items that are downloaded to your local mailbox. You can specify to get the subject line only or specify a size limit.

Getting Started 35

For more information about setting up Caching Mode, see Chapter 10, “Using Caching Mode,” on

page 281.

1.5.3 Remote Mode

Remote mode is familiar to GroupWise users on the road. Similar to Caching mode, a copy of your network mailbox, or the portion of the mailbox you specify, is stored on your local drive. You can retrieve and send messages on a periodic basis with the type of connection you specify (modem, network, or TCP/IP). If you do not want a complete copy of your network mailbox, you can restrict what is retrieved, such as only new messages or only message subject lines.

For more information about setting up Remote Mode, see Chapter 9, “Using Remote Mode,” on

page 263.

1.6 Using Panels

A panel is a customized view of information in GroupWise. For example, by default in the Home view, you see an Unread Messages panel. The Unread Messages panel displays a list of items you have not read. The Checklist panel is another default panel on the Home view. The Checklist panel displays items that are in your checklist folder.

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A panel can be created to display a multitude of information, from unread items to a summary calendar. A predefined list of panels has been created, but you can also create your own custom panels.

1.6.1 Customizing Your Panels

1 Right-click the folder that you want to modify the panels for, then click Properties.

2 Click the Display tab.

3 Select Panels from the Vie w B y drop-down list.

4 Click Customize Panels.

36 GroupWise 7 Windows Client User Guide

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5 Select whether you want to view the panels in one or two columns.

6 Select from the list of available panels, or create your own panels by clicking New Panel.

7 Click Add next to the column you want the column to display in.

8 (Optional) Click Move Up or Move Down to position the column where you want it to display.

9 Click OK.

1.6.2 Creating a New Panel

1 Click the panel drop-down arrow, then click Add Panel.

2 Click New Panel.

Getting Started 37

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3 Type the panel name in the Name the new panel field.

4 Select whether you want the panel to display a folder or the Address Book.

If you select a folder, click Change Folder to select the folder to display the contents of.

If you select Address Book, use the drop-down list to select the address book you want to display.

5 Select a display setting from the Choose display settings drop-down list.

Calendar: Displays the panel as a graphical calendar.

Checklist: Displays the panel as a checklist.

Details: Displays the details for items in the panel.

Discussion Thread: Displays the items in the panel grouped according to threads.

Click More Display Settings for additional display settings.

6 (Optional) Click Filter to add a filter to the panel.

7 Click OK, then click Add to display the panel.

1.6.3 Resizing a Panel

You might want to resize the height of a panel to display more or less information. To change the height of a panel, move your mouse cursor to the top of the line until displays, then drag the mouse cursor up or down to resize the panel.

38 GroupWise 7 Windows Client User Guide

1.7 Using the Nav Bar

The Nav Bar is located at the top of the GroupWise window. It is designed for quick access to the folders you use the most. By default the Nav Bar contains the Home, Mailbox, Calendar, Sent Items, and Contacts.

However, the Nav Bar is customizable, so you can add the folders you use the most.

1.7.1 Customizing the Nav Bar

1 Right-click the Nav Bar, then click Customize Nav Bar.

2 Select the folders you want to display on the Nav Bar.

3 Select a color scheme for the Nav Bar.

4 Click OK.

1.8 Using the Toolbar

Use the toolbar to access many of the features and options found in GroupWise. The toolbar at the top of a folder or item is context sensitive; it changes to provide the options you need most in that location.

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You can customize each toolbar by adding and deleting buttons, choosing button order, and placing separators between buttons.

1.8.1 Customizing the Toolbar Display

1 If the toolbar is not displayed, click Vi ew > Toolbar.

2 Right-click the toolbar, then click Customize Toolbar.

3 Click the Show tab.

Getting Started 39

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4 Click how you want the toolbar to display.

5 Select if you want a single row of buttons, or multiple rows of buttons if necessary.

6 Click the Customize tab.

7 To add a button, click a category in the Categories list box, click a button in the Controls box,

then click Add Button.

Categories are menu titles in the Main Window. The buttons in the Controls box correspond to features found under the menu title. For example, the buttons for the File category are actions under the File menu (opening views, printing, saving, and so on).

8 To remove a button, leave the Toolbar Properties dialog box open, then drag the button off the

toolbar in the Main Window.

9 To change the order of a button on a toolbar, leave the Toolbar Properties dialog box open, then

drag the button to a new location on the toolbar in the Main Window.

10 To add space between buttons, leave the Toolbar Properties dialog box open, then drag one

button away from the other button.

To remove space between buttons, leave the Toolbar Properties dialog box open, then drag one button toward another button.

11 Click OK.

40 GroupWise 7 Windows Client User Guide

1.9 Using Shortcut Keys

You can use a number of shortcut keys in GroupWise for accessibility or to save time when you perform various operations. The table below lists some of these keystrokes, what they do, and the context where they work.

Table 1-4 Shortcut Keys

Keystroke Action Where It Works

F1 Open online help Main Window, Calendar, item, dialog box

F2 Search for text In an item

F4 Open the selected item Item List

F5 Refresh the view Main Window, Calendar

F8 Mark the selected item Private Item List

F9 Open the Font dialog box In an item

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Ctrl+A Select all items; select all text Item List; text

Ctrl+B Bold text In text

Ctrl+C Copy selected text In text

Ctrl+D Open a new document

management document

Ctrl+F Open the Find dialog box Main Window, Calendar, item, dialog box

Ctrl+G Go to today’s date Calendar

Ctrl+I Italicize text In text

Ctrl+L Attach a file to a message In a new item

Ctrl+M Open a new mail message Main Window, Calendar, item, dialog box

Ctrl+N Normal text In text

Ctrl+O Open the selected message Item List

Ctrl+P Open the Print dialog box Main Window, item

Ctrl+Q Turn the QuickViewer on and off Main Window, Calendar

Ctrl+R Mark the selected item unread Item List

Ctrl+S Save a draft in the Work in

Progress folder

Main Window, Calendar, item, dialog box

In an item

Ctrl+U Underline text In text

Ctrl+V Paste selected text In text

Ctrl+X Cut selected text In text

Ctrl+Z Undo the last action In text

Ctrl+Enter Open the selected item Item List

Getting Started 41

Keystroke Action Where It Works

Ctrl+Del Delete an item In an item

Ctrl+F1 Open the Spell Checker In an item

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Ctrl+Up-arrow

Ctrl+Down-arrow

Ctrl+Shift+Left-arrow

Ctrl+Shift+Rightarrow

Ctrl+Shift+L Insert a numbered or bulleted list In text

Ctrl+Shift+A Open a new appointment Main Window, Calendar, item, dialog box

Ctrl+Shift+D Open a new document reference Main Window, Calendar, item, dialog box

Ctrl+Shift+T Open a new task Main Window, Calendar, item, dialog box

Ctrl+Shift+R Open a new reminder note Main Window, Calendar, item, dialog box

Ctrl+Shift+P Open a new phone message Main Window, Calendar, item, dialog box

Alt+F4 From the Main Window or

Open the previous or next item In an item

Select text one word at a time In text

Main Window, Calendar, item, dialog box

Calendar, exit GroupWise.

From an item, exit the item.

From a dialog box, exit the dialog box.

Alt+F6 Toggle between the Main Window

and the most recently opened item

Alt + [letter] Activate the menu bar (Use the

underlined letters in the menu names)

Alt + D Send item In a new item

Alt+Enter Display the properties of the

selected item

Shift+Left-arrow

Shift+Right-arrow

Shift+End

Shift+Home

Select text one character at a time In text

Select text to the end or beginning of a line

Main Window, item

Main Window, Calendar, item

Item List

In text

42 GroupWise 7 Windows Client User Guide

Keystroke Action Where It Works

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Shift + [letter] In the Folder List, Shift + the first

letter of a subfolder name goes to the subfolder.

Tab Cycle through fields, buttons, and

areas

Shift+Tab Reverse the order of cycling

through fields, buttons, and areas

Ctrl+Tab In text, indent the text.

In a tabbed dialog box, open the next tab.

Folder list

Main Window, Calendar, dialog box, item

In text, dialog box

1.10 Learning More

You can learn more about GroupWise from the following resources:

 Section 1.10.1, “Online Help,” on page 43

 Section 1.10.2, “GroupWise 7 Documentation Web Page,” on page 43

 Section 1.10.3, “End-User Training Web Page,” on page 43

 Section 1.10.4, “GroupWise Cool Solutions Web Community,” on page 43

1.10.1 Online Help

Complete user documentation is available in Help. In the Main Window, click Help > Help Topics, then use the Contents tab, Index tab, or Search tab to locate the help topics you want.

1.10.2 GroupWise 7 Documentation Web Page

For a complete set of GroupWise user and GroupWise administration documentation, go to the GroupWise 7 area on the Novell Documentation Web site (http://www.novell.com/documentation/

lg/gw7/docui/index.html).

This user guide is also available in the GroupWise client by clicking Help > User’s Guide.

1.10.3 End-User Training Web Page

Various tutorials, training materials, and tips are available at the GroupWise End-User Training Web

site (http://www.novell.com/products/groupwise/brainstorm_training/index.html).

This link is also available in the GroupWise client by clicking Help > Interactive Tutorial.

1.10.4 GroupWise Cool Solutions Web Community

At the Cool Solutions Web site (http://www.novell.com/coolsolutions/gwmag), you’ll find tips, tricks, feature articles, and answers to frequent questions.

Getting Started 43

The link is also available in the GroupWise client by clicking Help > Cool Solutions Web Community.

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44 GroupWise 7 Windows Client User Guide

Logging In to GroupWise

This section tells you about GroupWise® login options and GroupWise passwords.

 Section 2.1, “Logging In,” on page 45

 Section 2.2, “Assigning Passwords to Your Mailbox,” on page 47

2.1 Logging In

When you start GroupWise, you might be prompted to type information such as your password, TCP/IP address of your post office agent, and so forth. This Startup dialog box changes, depending on the information GroupWise needs to be able to open your Mailbox, and the GroupWise mode that you log in to.

Your system administrator might restrict the GroupWise modes you can log in to.

You can use a startup option to force the Startup dialog box to be displayed when you start GroupWise.

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 Section 2.1.1, “Logging In to Your Mailbox,” on page 45

 Section 2.1.2, “Logging in to Your Mailbox from Another User’s Workstation,” on page 46

 Section 2.1.3, “Logging in to Your Mailbox from a Shared Workstation,” on page 46

2.1.1 Logging In to Your Mailbox

1 Start GroupWise.

If you have not specified a password for your Mailbox and GroupWise needs no additional information, you bypass the Startup dialog box and GroupWise is displayed.

To force the GroupWise Startup dialog box to be displayed, right-click the GroupWise icon on the desktop, click Properties, click the Shortcut tab, in the Tar ge t field, after the GroupWise executable, type a space, type /@u-?, then click OK.

For information about other startup options, see Section 14.27, “Using Startup Options,” on

page 382.

2 If you are prompted for a password, type the password in the Password field.

3 Click the mode of GroupWise you are logging in to and type additional information necessary,

such as the path to the post office, the TCP/IP address and port of the post office agent, the path to your Caching or Remote mailbox.

If you do not know the required information, contact your system administrator.

4 Click OK.

Logging In to GroupWise

2.1.2 Logging in to Your Mailbox from Another User’s Workstation

You must be on the same post office as the other user to log into your own Mailbox from his or her workstation.

1 Log in to the network with your own user ID.

2 Start GroupWise.

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3 Type your user ID in the User ID field.

4 Click the Password field, type your password, then click OK.

2.1.3 Logging in to Your Mailbox from a Shared Workstation

If you use the same workstation for multiple people, it is highly recommended that each user have a separate login for the workstation. When GroupWise saves the display settings for a user, they are saved to the current user’s registry. This allows GroupWise to display the settings for the user who is currently logged in to the workstation, so each user can have a customized view.

When a user finishes using the workstation, that user should log out of the workstation completely. This allows the next user to log in to the system with his or her GroupWise settings.

However, there are circumstances when having a different login for each user on the workstation is not a viable option. In these cases there are some steps you should perform to properly set up GroupWise.

 “Using the Login Screen Startup Switch” on page 47

 “Using Notify On a Shared Workstation” on page 47

46 GroupWise 7 Windows Client User Guide

Using the Login Screen Startup Switch

For the login screen startup switch to work properly, you must be on the same post office as the other user to log into your own Mailbox from his or her workstation.

1 Right-click the GroupWise icon on the desktop, click Properties, then click the Shortcut tab. In

the Targe t field, after the GroupWise executable, type a space, type /@u-?, then click OK.

2 Start GroupWise.

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3 Type your user ID in the User ID field.

4 Click the Password field, type your password, then click OK.

Using Notify On a Shared Workstation

To use Notify on a shared workstation, you need to configure Notify to start when GroupWise is opened.

1 In GroupWise, click Too ls > Options, then double-click Environment.

2 On the General page, select Start Notify at startup.

This starts Notify when GroupWise starts and closes Notify when GroupWise is closed.

3 Click OK, then click Close.

2.2 Assigning Passwords to Your Mailbox

You can assign a password to your Mailbox. GroupWise passwords are case sensitive (for example, Wednesday is not the same as WEDNESDAY). If you forget your password, you cannot access any of your items.

 Section 2.2.1, “LDAP Authentication,” on page 48

 Section 2.2.2, “Adding, Changing, and Removing Your Password,” on page 48

 Section 2.2.3, “Bypassing Your GroupWise or LDAP Password,” on page 49

 Section 2.2.4, “Proxies and Mailbox Passwords,” on page 49

 Section 2.2.5, “Mailbox Passwords and Remote Mode,” on page 50

 Section 2.2.6, “Mailbox Passwords and Caching Mode,” on page 50

Logging In to GroupWise 47

2.2.1 LDAP Authentication

If your system administrator has turned on LDAP authentication, your LDAP password is used to access your Mailbox instead of a GroupWise password. With LDAP authentication, you are required to have a password and you cannot remove your password.

If your system administrator has disabled changing your LDAP password in GroupWise, you might need to use a different application to change your password. Contact your system administrator for more information.

2.2.2 Adding, Changing, and Removing Your Password

 “Adding a Password” on page 48

 “Changing Your Password” on page 48

 “Removing Your Password” on page 48

Adding a Password

If your system administrator has turned on LDAP authentication, your LDAP password is used to access your Mailbox instead of a GroupWise password, and you cannot add a password using this method.

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1 In the Main Window, click Too ls > Options.

2 Double-click Security, then click the Password tab.

3 In the New password field, type the password.

4 In the Confirm new password field, type the password, click OK, then click Close.

Changing Your Password

If your system administrator has turned on LDAP authentication and has disabled changing your LDAP password in GroupWise, you might need to use a different application to change your password using a different application. Contact your system administrator for more information.

1 In the Main Window, click Too ls > Options.

2 Double-click Security, then click the Password tab.

3 In the Old password field, type the password you want to change.

4 In the New password field, type the new password.

5 In the Confirm new password field, type the new password again, click OK, then click Close.

Removing Your Password

If your system administrator has turned on LDAP authentication, you are required to have a password and you cannot remove it.

1 Click To ol s > Options.

2 Double-click Security, then click the Password tab.

3 Type your old password, then click OK.

4 Click Clear Password.

48 GroupWise 7 Windows Client User Guide

5 Click OK, then click Close.

2.2.3 Bypassing Your GroupWise or LDAP Password

If you have a password but do not want to be prompted for it every time you start GroupWise, you have several options. The availability of these options depends on the platform on which you run GroupWise, the options your system administrator has set, and other products you have installed.

Remember My Password

When you run GroupWise on Windows 98 or higher, are logged in to the network as yourself, and have selected Remember My Password in Security Options or during login, you are not prompted for your password on the current workstation. Windows remembers the password.

No Password Required With eDirectory

When you are logged in to Novell No password required with eDirectory in Security Options, you are not prompted for your password. Because eDirectory has identified you, the password is not required.

eDirectoryTM as yourself on any workstation and have selected

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Use Single Sign-On

When you are logged in to eDirectory as yourself on any workstation where Novell SecureLogin is installed and you have selected Use single sign-on in Security Options or during login, you are not prompted for your password. Single sign-on locates your stored password. If other users log in to GroupWise on your workstation, they should deselect this option during login. This does not turn the option off, but makes sure the other password is not stored in place of yours.

Bypassing Your GroupWise Password

The availability of these options depends on the platform on which you run GroupWise, the options your system administrator has set, and other products you have installed.

1 Click To ol s > Options.

2 Double-click Security, then make sure the Password tab is selected.

3 Select No password required with eDirectory.

Type your password, type a new password, type the new password again, then select Remember Password or Use single sign-on.

4 Click OK, then click Close.

You can also select Remember my password or Use single sign-on in the Startup dialog box at login.

2.2.4 Proxies and Mailbox Passwords

Setting a password for your Mailbox does not affect a proxy’s ability to access your Mailbox. A proxy’s ability to access your Mailbox is determined by the rights you assign him or her in your Access List.

Logging In to GroupWise 49

2.2.5 Mailbox Passwords and Remote Mode

To use Remote mode, you must assign a password to your Online Mailbox. If you assign a password when you’re running Remote, the password you create affects only your Remote Mailbox. For example, if you are running Remote mode at home and you create a password in Security Options, the password you create affects only your Remote Mailbox. The password does not affect your Online Mailbox at the office.

Changing Your Online Mailbox Password from Remote Mode

If your system administrator has turned on LDAP authentication and has disabled changing your LDAP password in GroupWise, you might need to use a different application to change your password. Contact your system administrator for more information.

1 Click Accounts > Account Options, then select your GroupWise account.

2 Click Properties, then click Server.

3 Change the password in the Online mailbox password field.

4 Click OK.

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2.2.6 Mailbox Passwords and Caching Mode

To use GroupWise in Caching mode, you must assign a password to your Online Mailbox. If you assign a password when you’re in Caching mode, the password you create affects only your Caching Mailbox. For example, if you are running in Caching mode and you create a password in Security Options, the password you create only affects your Caching Mailbox. The password does not affect your Online Mailbox.

Changing Your Online Mailbox Password from Caching Mode

If your system administrator has turned on LDAP authentication and has disabled changing your LDAP password in GroupWise, you might need to use a different application to change your password. Contact your system administrator for more information.

1 Click Accounts > Account Options, then select your GroupWise account.

2 Click Properties, then click Advanced.

3 Change the password in the Online mailbox password field.

4 Click OK.

50 GroupWise 7 Windows Client User Guide

Working with Items in Your

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Mailbox

GroupWise® provides many options for sending and receiving different kinds of e-mail.

 Section 3.1, “Understanding GroupWise Item Types,” on page 51

 Section 3.2, “Sending and Receiving Items,” on page 52

 Section 3.3, “Using Routing Slip,” on page 64

 Section 3.4, “Notifying Recipients About an Item You Have Sent,” on page 67

 Section 3.5, “Downloading POP3 and IMAP4 Accounts to GroupWise,” on page 67

 Section 3.6, “Attaching Files,” on page 76

 Section 3.7, “Managing Sent Items,” on page 81

 Section 3.8, “Managing Received Items,” on page 86

 Section 3.9, “Changing the Encoding of an Item,” on page 115

3.1 Understanding GroupWise Item Types

Every day you communicate in a variety of ways. To accommodate these needs, GroupWise delivers your items using a variety of item types. Each item type is explained below.

Mail

A mail message is for basic correspondence, such as a memorandum or letter.

Appointment

An appointment lets you invite people to and schedule resources for meetings or events. You can schedule the date, time, and location for the meeting. You can use posted appointments to schedule personal events such as a doctor’s appointment, a reminder to make a phone call at a certain time, and so forth. Appointments display on the Calendar. See Section 5.1, “Scheduling Appointments,”

on page 121.

Task

A task lets you place a to-do item on your own or on another person’s Calendar after it has been accepted. You can schedule a due date for the task and include a priority (such as A1). Uncompleted tasks are carried forward to the next day. See Section 5.2, “Sending Tasks,” on page 128.

TIP: You can also create a checklist that is not associated with your Calendar. In this type of checklist, any item type (mail, appointment, task, reminder note, phone message) can be used. For information, see “Creating a Checklist” on page 98.

Working with Items in Your Mailbox

Reminder Note

A reminder note is posted on a specific date on your own or another person’s Calendar. You can use reminder notes to remind yourself or others of deadlines, holidays, days off, and so forth. Posted reminder notes are useful as reminders for birthdays, vacations, pay days, and so forth. See

Section 5.3, “Sending Reminder Notes,” on page 132.

Phone Message

A phone message helps you inform someone of a phone call or visitor. You can include such information as caller, phone number, company, urgency of the call, and so forth. You cannot answer your phone from a phone message. See “Sending Phone Messages” on page 54.

3.2 Sending and Receiving Items

This section contains the following topics:

 Section 3.2.1, “Sending Mail Messages,” on page 52

 Section 3.2.2, “Sending Phone Messages,” on page 54

 Section 3.2.3, “Changing the Font of Items You Send,” on page 55

 Section 3.2.4, “Formatting Bulleted and Numbered Lists,” on page 57

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 Section 3.2.5, “Adding a Signature or vCard to Items You Send,” on page 58

 Section 3.2.6, “Spell-Checking Items You Send,” on page 60

 Section 3.2.7, “Undoing the Last Text Action,” on page 63

 Section 3.2.8, “Delaying Delivery of an Item,” on page 63

 Section 3.2.9, “Using Custom Views,” on page 63

3.2.1 Sending Mail Messages

A mail message has a primary recipient, subject line, date, and can be carbon copied and blind copied to other users. You can also attach files, document references, sounds, movies, and OLE objects to your mail messages.

CC (Carbon Copy)

Carbon copy recipients (CC) receive a copy of an item. CC recipients are users who would benefit from the information in an item, but are not affected by or directly responsible for it. All recipients can see that a carbon copy was sent. They can also see the names of the CC recipients.

BC (Blind Copy)

Blind copy recipients (BC) receive a copy of an item. Other recipients receive no information about blind copies. Only the sender and the blind copy recipient know that a blind copy was sent. If a recipient replies and chooses Reply to All, the blind copy recipient does not receive the reply.

1 Click on the toolbar.

You can select a different mail view by clicking the down-arrow in .

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2 In the To field, type a username, then press Enter. Repeat for additional users. If necessary, type

usernames in the CC and BC fields.

To select usernames from a list, click Address on the toolbar, double-click each user, then click OK.

3 To change the From name (to another account or proxy), click , then click a name.

4 Type a subject.

5 Type a message.

You can specify many options, such as making this message a high priority, requesting a reply from recipients, and more, by clicking the Send Options tab.

Working with Items in Your Mailbox 53

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If you want, you can change the font of the message text. For information, see “Changing the

Font of Items You Send” on page 55.

6 Include any attachments by clicking on the toolbar.

7 Click Send on the toolbar.

3.2.2 Sending Phone Messages

A phone message is a note you can send to notify other GroupWise users of calls they received while they were out of the office or unavailable. Phone messages are stored in the recipient’s Mailbox. You cannot answer your phone from a phone message.

You can change the phone messages you receive into tasks, reminder notes, or other posted item views. This way, you can leave a record of the conversation on the date it was held (reminder note) or create a to-do item to complete at a later date (task). See “Changing Item Types” on page 112.

1 Click File > New > Phone Message.

You can place a New Phone Message button on the toolbar. See “Customizing the Toolbar

Display” on page 39.

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2 In the To field, type a username, then press Enter. Repeat for additional users. If necessary, type

usernames in the CC and BC fields.

To select usernames from a list, click Address on the toolbar, double-click each user, then click OK.

3 Type the name, company, and phone number of the caller.

4 Select the check boxes that apply to this phone message.

5 Type the message in the Message field.

If you want, change the font of the message text. For information, see “Changing the Font of

Items You Send” on page 55.

6 To change the From name (to another account or proxy), click , then click a name.

7 Click Send on the toolbar.

3.2.3 Changing the Font of Items You Send

The recipient of an item sees the changes you make in Plain Text view if he or she views the item in Plain Text view. The recipient of an item sees the changes you make in HTML view if he or she views the item in HTML view. You might want to let the recipient know which view you composed the item in.

Working with Items in Your Mailbox 55

This section contains the following topics:

 “Changing the Font in Plain Text View” on page 56

 “Changing the Font in HTML View” on page 56

Changing the Font in Plain Text View

1 In an open item you are composing, click Vie w > Plain Text.

2 Click the Message field.

3 Click Edit > Font, then click Font again.

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4 Click a font and a font style.

5 Click a size.

6 Click any other options you want to change, then click OK.

You can also bold, italicize, or underline portions of text using toolbar buttons.

Changing the Font in HTML View

1 In an open item you are composing, click Vie w > HTML.

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2 Use the HTML toolbar to change the font, add background colors, add images, and more.

You might need to re-size the item view horizontally to see all the buttons on the HTML toolbar.

You can set a default font for items you compose in HTML view. For information, see “Viewing and

Composing Items in HTML” on page 114.

3.2.4 Formatting Bulleted and Numbered Lists

You can easily include bulleted and numbered lists in messages.

 “Formatting Lists in Plain Text View” on page 57

 “Formatting Lists in HTML View” on page 57

Formatting Lists in Plain Text View

In an open item you are composing in Plain Text view:

1 Press Ctrl+Shift+L to insert a bulleted list.

2 Press Ctrl+Shift+L again to change it to a numbered list.

3 Continue to press Ctrl+Shift+L to select from the six list formats available.

4 Type the list item, then press Enter to create the next item in the list.

5 Press Enter twice after the last list item to turn off the list formatting.

Formatting Lists in HTML View

In an open item you are composing in HTML view:

1 Use the HTML toolbar to insert a bulleted or numbered list

2 Type the list item, then press Enter to create the next item in the list.

Working with Items in Your Mailbox 57

3 Press Enter, then press Backspace after the last item to turn off the list formatting.

3.2.5 Adding a Signature or vCard to Items You Send

Use Signatures to insert a signature or tag line at the end of items you send. For example, you can have GroupWise automatically list your name, phone number, and e-mail address at the bottom of every item you send. If you have a number of different accounts, including POP3, IMAP4, and NNTP newsgroup accounts, you can create a different signature for each account. You can also create multiple signatures for the same account. Signatures are created in HTML, which allows you to add graphics and formatting to your signature. When you send a text message, the HTML signature is converted to text.

In addition to personal signatures, your system administrator can create a global signature for everyone to use. If the system administrator requires the global signature, it is automatically appended to all items that are sent. If the system administrator does not require the global signature, it is appended to your signature if you already use an existing signature. If you don’t have a signature, the global signature is not added to sent items if it is not required. When you resend an item, the global signature is not automatically added to the message.

You can also have GroupWise automatically add a vCard*, or virtual business card, to the end of messages. GroupWise searches the Address Book for your user information and places it at the end of any messages you send.

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This section contains the following topics:

 “Understanding vCard Files” on page 58

 “Viewing a vCard” on page 58

 “Creating a Signature” on page 58

 “Adding a Signature or vCard to Items” on page 59

Understanding vCard Files

vCards are electronic business cards formatted according to standards set by the Internet Mail Consortium. A vCard file has a .vcf extension, and you can add the file to your outgoing e-mail items. Third-party companies create software you can use to create vCards that include text, graphics, and sound. When you use GroupWise to generate your vCard, it uses the information from the fields in your Address Book listing.

Viewing a vCard

To view a vCard that has been attached to an item:

1 Right-click the vCard attachment, then click View Attachment.

For information about importing vCard information into an address book, see “Importing

Information from a vCard” on page 246.

Creating a Signature

1 Click To ol s > Options, then double-click Environment.

2 Click the Signature tab.

3 Select Signature, then click New.

58 GroupWise 7 Windows Client User Guide

4 Type a name for the signature, then click OK.

5 Create your signature in the HTML editor that is provided.

6 Select if you want this signature to be your default signature.

7 Click OK.

Adding a Signature or vCard to Items

1 To specify a signature for all items, click Too ls > Options, then double-click Environment.

2 Click the Signature tab.

3 Click Electronic business card (vCard) or Signature.

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4 If you selected Signature, the signature to use in the Signature name drop-down list.

If you selected vCard, either specify a .vcf file or leave the field empty to have the vCard use information from your listing in the Address Book.

5 Click a signature option.

6 Click OK.

You can have both a signature and a vCard at the same time.

Working with Items in Your Mailbox 59

3.2.6 Spell-Checking Items You Send

There are two ways to spell-check the items you send. Quick Speller checks the spelling as you type, and underlines the words that are spelled wrong. You run Spell Checker separately, either manually or by selecting to have it run when you click Send.

Both features check for misspelled words, duplicate words, and irregular capitalization in items you are creating.

When Quick Speller finds a misspelled word, you can replace it with a word Quick Speller suggests or always skip the word for that message. You can also add the word to a user word list.

When Spell Checker finds a misspelled word, you can replace it with a word Spell Checker suggests, edit the word manually, or skip the word. You can also define an automatic replacement for the word, or add the word to a user word list.

You use Environment Options to set up Spell Checker to automatically spell check your messages before you send them.

This section contains the following topics:

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 “Spell-Checking an Item with Quick Speller” on page 60

 “Disabling Quick Speller” on page 60

 “Spell-Checking an Item with Spell Checker” on page 60

 “Setting Spell-Checking Options for All Items” on page 61

 “Editing Your User Word List” on page 62

 “Configuring Spell Checker Language” on page 62

Spell-Checking an Item with Quick Speller

1 Right-click the misspelled word in the Subject or Message field.

2 Click the correctly spelled word.

Click Skip Always to skip the word in the rest of the message.

Click Add to Word List to add the word to your word list.

Disabling Quick Speller

1 Right-click the misspelled word in the Subject or Message field.

2 Click Disable Quick Speller.

To re-enable Quick Speller, right-click in the Subject or Message field, then click Enable Quick Speller.

Spell-Checking an Item with Spell Checker

1 Click the Subject or Message field.

60 GroupWise 7 Windows Client User Guide

Select the text to spell-check.

2 Click To ol s > Spell Check.

3 To specify a user word list to add words to, click the Add to drop-down list and select an option.

4 To specify a range of text to check, click the Check drop-down list and select an option.

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5 When Spell Checker stops on a word, click any of the available options, or edit the word

manually.

You can choose from the following options:

Replace: Replaces a misspelled word with a word Spell Checker suggests. To replace a misspelled word, double-click the word or click the word, then click Replace. To make your own corrections, edit the word in the Replace with field, then click Replace.

Skip Once: Skips the word one time. Spell Checker stops the next time it encounters the word.

Skip Always: Skips every occurrence of the word throughout the document. Spell Checker

ignores the word until the next time you spell-check.

Add: Adds the word to the current user word list, which stores supplemental words so that Spell Checker can recognize the word in future spell-checks.

QuickCorrect: Defines an automatic replacement for a word or phrase. When Spell Checker stops on a word, click QuickCorrect to replace the word with the text in the Replace with field and add the replacement to the user word list QuickCorrect* uses. Next time you type the word, QuickCorrect automatically replaces it.

Suggest: Displays additional words or phrases in the Replacements list box.

6 Click Ye s when spell-checking is complete.

Setting Spell-Checking Options for All Items

You can set GroupWise to automatically spell-check items every time you click Send.

1 Click To ol s > Options, then double-click Environment.

2 Toggle the check box for Check Spelling as you type and Check spelling before send, then click

OK.

Working with Items in Your Mailbox 61

Editing Your User Word List

Changes you make in a user word list are effective only if you have QuickCorrect turned on. In the Message box of an item you are creating, click To ol s > QuickCorrect, then make sure the Replace Words As You Type check box has a check mark.

For more information about user word lists, click Too ls > Spell Check in an item you have created. In the Writing Tools dialog box, click Customize, click User Word Lists, then click Help.

To make changes in your user word list:

1 In the Spell Checker, click Customize > User Word Lists, then click the list you want to modify.

If you haven’t added lists of your own, the default word list is the only list available.

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2 To add a new entry, type it in the Wor d/ Ph ra se field, then click Add Entry.

To delete an entry, select it, then click Delete Entry.

To change an entry, select it, make the changes, then click Add Entry.

3 Click Close when you have finished making changes.

Configuring Spell Checker Language

1 Click the Subject field or the Message field.

Select the text to spell-check.

62 GroupWise 7 Windows Client User Guide

2 Click To ol s > Spell Check.

3 Click Customize > Language.

4 Select the language to use, then click OK.

5 Click Close.

3.2.7 Undoing the Last Text Action

You can undo the last text action in the Subject or Message field of a message you are composing.

1 Click Edit > Undo.

You can also undo an action by pressing Ctrl+Z. (For information about other shortcut keys, see

Section 1.9, “Using Shortcut Keys,” on page 41.)

3.2.8 Delaying Delivery of an Item

Delay Delivery allows you send an item at a different time than when you composed the item.

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1 From the new item window, click the Send Options tab.

2 Select Delay Delivery.

3 Specify the number of days to wait until delivery.

Specify the date and time to use for delivery.

4 Click Send.

3.2.9 Using Custom Views

Custom views make it possible to create an e-mail template, then save that template to use again. This is helpful when you want to frequently send an e-mail that has certain text or certain appearance. You can create an e-mail message with your desired look and feel, then save that e-mail message as a custom view.

Saving a Custom View

1 Click to create a new e-mail message.

2 (Optional) Type the subject of the e-mail message in the Subject field.

3 Type the message of the e-mail in the Message field.

4 Click File > Save View.

By default, a custom view is saved in the C:\Novell\Groupwise directory. Custom view files have a .vew file extension.

Opening a Custom View

1 Click the down-arrow next to the New Mail icon.

2 Select the custom view file you saved earlier.

The custom view opens, displaying the information you entered when you saved the custom view file.

Working with Items in Your Mailbox 63

3 Added any additional information as needed, then click Send.

3.3 Using Routing Slip

Use Routing Slip to send a mail message or task to several users consecutively. You determine the order of the route. When a user marks the routed item Completed, it is sent to the next user on the route.

If there are attachments to the routed item, each user on the route can view and add comments to them. When comments are added to an attachment, all subsequent users on the route see the comments. The final user on the route sees all the comments that were added.

You can track the status of a routed item you have sent by checking the item’s Properties. When you send a routed item to an external address, the item is automatically marked Completed (because the external recipient will not be able to mark it) and sent to the next user on the route.

If you want to prevent a proxy from marking routed items Completed, you can require a password to complete a routed item.

This section contains the following topics:

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 Section 3.3.1, “Creating a Routed Item,” on page 64

 Section 3.3.2, “Requiring a Password before Marking a Routed Item Completed,” on page 65

 Section 3.3.3, “Completing a Routed Item,” on page 66

 Section 3.3.4, “Addressing a Routed Item with an Address Book,” on page 66

3.3.1 Creating a Routed Item

1 Open a mail message or task.

2 Click Actions > Routing Slip.

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3 In the Route box, type a username, then press Enter. Repeat for each user included in the route.

Click Address on the toolbar to select usernames from the Address Selector dialog box.

You can also specify personal groups as recipients of a routed item. When you use the Address Selector dialog box, the group is expanded into its members so that you can specify the order of the users in the route.

4 Type a subject and message.

5 If you want to prevent a proxy from marking routed items Completed, you can require the

recipient’s GroupWise password to mark the item Completed. Click the Send Options tab, click Security, then select Require password to complete routed item.

6 Click Send on the toolbar.

3.3.2 Requiring a Password before Marking a Routed Item Completed

To require a password for all routed items you create:

1 Click To ol s > Options.

2 Double-click Security, then click the Send Options tab.

3 Select Require password to complete routed item.

4 Click OK.

For information on GroupWise passwords, see Section 2.2, “Assigning Passwords to Your

Mailbox,” on page 47.

Working with Items in Your Mailbox 65

3.3.3 Completing a Routed Item

1 When you are finished with the assignment or instructions in the routed item, open the item.

2 If you need to view and edit an attachment to the routed item, open the attachment in its

associated application, make your changes, then save the file.

The file is saved to your computer’s temporary files directory. Do not change the path, or your changes are not included when the routed item is sent to the next recipient. Close the application.

IMPORTANT: To be able to edit attachments in a routed item, you must have the GroupWise

5.5 Enhancement Pack or higher installed.

3 In the item, select Actions > Mark Completed, then click OK.

You can also select the Completed check box in the item header.

4 If the sender has required a password to complete the item, type your GroupWise password,

then click OK.

The item is sent to the next user on the route.

5 Click Close.

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3.3.4 Addressing a Routed Item with an Address Book

1 In a mail message or task, click Address on the toolbar.

2 Select the Routing Slip check box.

3 Ctrl+click names in the order you want to route the item, then click Route.

66 GroupWise 7 Windows Client User Guide

Double-click names in the order you want to route the item.

Use drag and drop to change the order of names in the list of addresses.

4 Click OK.

3.4 Notifying Recipients About an Item You Have Sent

1 To notify the recipients of one item, open an item view, then click the Send Options tab.

To notify the recipients of all items you send, click Too ls > Options > double-click Send.

2 Click Notify Recipients.

Users are automatically subscribed to Notify in Options. If they have deselected to receive alarms and notifications, they cannot be notified of messages you send. For more information, see To receive notification for another user or resource.

3 Click OK.

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3.5 Downloading POP3 and IMAP4 Accounts to GroupWise

If you have multiple e-mail accounts, you know that it’s inconvenient to change locations to look at each account. You can add your POP3 and IMAP4 Internet mail accounts to GroupWise so that you can read and send messages for all your accounts from GroupWise.

 Section 3.5.1, “Adding POP3 and IMAP4 Accounts to GroupWise,” on page 67

 Section 3.5.2, “Configuring POP3 and IMAP4 Accounts,” on page 68

 Section 3.5.3, “Using POP3 and IMAP4 Accounts in Online Mode,” on page 68

 Section 3.5.4, “Using POP3 and IMAP4 Accounts in Remote and Caching Modes,” on page 68

 Section 3.5.5, “Storing Items on the IMAP4 or POP3 Server,” on page 68

 Section 3.5.6, “Understanding IMAP4 Accounts,” on page 68

 Section 3.5.7, “Using the GroupWise E-Mail Importer Utility,” on page 68

 Section 3.5.8, “Using POP3 and IMAP4 in GroupWise,” on page 69

3.5.1 Adding POP3 and IMAP4 Accounts to GroupWise

Before you add a POP3 or IMAP4 account to GroupWise, you need to know the type of mail server being used (POP3 or IMAP4), your account name and password, and the name of the incoming and outgoing mail servers. You can get this information from your Internet Service Provider or LAN administrator. Microsoft* Secure Password Authentication is supported for accessing Exchange servers and MSN accounts.

Working with Items in Your Mailbox 67

3.5.2 Configuring POP3 and IMAP4 Accounts

The Accounts menu in the GroupWise Main Window allows you to access account features, such as adding an account, setting account properties, and sending and retrieving items from Internet mail accounts.

3.5.3 Using POP3 and IMAP4 Accounts in Online Mode

If the Accounts menu is not available in your Online Mailbox, your system administrator has specified that POP3 and IMAP4 accounts cannot be used in Online mode.

3.5.4 Using POP3 and IMAP4 Accounts in Remote and Caching Modes

While you are using Remote mode, you can check Internet mail accounts without connecting to GroupWise.

The Accounts menu is always available in Remote mode.

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If you are using GroupWise in either Remote mode or Caching mode, you have the option of not uploading a POP3 or IMAP4 account to your Online Mailbox. To make sure you don’t upload, click

Accounts > Account Options, select an account, click Properties, then deselect Upload this account to the GroupWise Online Mailbox.

3.5.5 Storing Items on the IMAP4 or POP3 Server

Your IMAP4 account items are always stored on the IMAP4 server. You can choose to have your POP3 account items stored on the POP3 server. If you store items on the server, you can read those items from more than one computer.

3.5.6 Understanding IMAP4 Accounts

When you add an IMAP4 account, the folder you see in GroupWise represents the folder on your IMAP4 server. Any actions in the GroupWise folder, such as creating, or deleting, are performed on the IMAP4 server as well.

When you delete an item, it is marked for deletion on the IMAP4 server. To remove the item, you need to purge it. You can download only the subject (header) of an item, or you can download the entire item. You can move items from another folder into an IMAP4 folder, and the items are created on the IMAP4 server.

If you use your IMAP4 account while you are in Remote mode, any changes you make are synchronized with the GroupWise server the next time you connect to your Online Mailbox.

Querying in IMAP4 folders is not supported. Proxy for IMAP4 folders is not supported.

3.5.7 Using the GroupWise E-Mail Importer Utility

The GroupWise E-Mail Importer Utility lets you import information from supported POP3 and IMAP4 clients into GroupWise. The Accounts menu > Account Options > Add option lets you create

68 GroupWise 7 Windows Client User Guide

new accounts. For information about importing accounts from supported e-mail clients, see

“Importing POP3 and IMAP4 Accounts” on page 73.

3.5.8 Using POP3 and IMAP4 in GroupWise

 “Adding a POP3 or IMAP4 Account to GroupWise” on page 69

 “Modifying Properties of a POP3 or IMAP4 Account” on page 70

 “Downloading Items from POP3 and IMAP4 Accounts” on page 70

 “Downloading New Items from POP3 and IMAP4 Accounts Automatically” on page 70

 “Downloading Only the Header (Subject) for IMAP4 Accounts” on page 71

 “Using GroupWise to Send POP3 and IMAP4 Mail” on page 72

 “Deleting an Item from a POP3 or IMAP4 Account” on page 72

 “Connecting to a POP3 or IMAP4 Server Using SSL” on page 73

 “Importing POP3 and IMAP4 Accounts” on page 73

 “Storing Your POP3 Items on a Mail Server” on page 75

 “Changing the Length of Time for POP3 and IMAP4 Server Timeouts” on page 75

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 “Subscribing and Unsubscribing to IMAP4 Folders” on page 75

 “Alphabetizing the Folders in an IMAP4 Account” on page 76

 “Downloading Voice Mail Attachments through an IMAP4 Account” on page 76

Adding a POP3 or IMAP4 Account to GroupWise

Make sure you know the type of mail server being used (POP3 or IMAP4), your account login name and password, and the name of the incoming and outgoing mail servers.

Contact your Internet Service Provider for this information.

1 Click Accounts > Account Options.

2 Click Add.

Working with Items in Your Mailbox 69

3 Follow the prompts.

Modifying Properties of a POP3 or IMAP4 Account

1 Click Accounts > Account Options.

2 Click the Account you want to modify.

3 Click Properties.

4 Click the tabs to find the properties you want to modify.

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5 Modify the properties, then click OK.

For IMAP4 accounts, if you change the account name, the name of the IMAP4 folder is also changed.

Downloading Items from POP3 and IMAP4 Accounts

1 To download items from one account, click Accounts > Send/Retrieve, then click the account

name.

To download items from all accounts in which Include this account when doing Send/Retrieve

on All Marked Accounts is selected in the account properties, click Accounts > Send/Retrieve > All Marked Accounts.

In Remote mode, if Include this account when doing Send/Retrieve on All Marked Accounts is selected in Remote Properties, you can download items from your Online Mailbox at the same time as your Internet mail accounts.

Downloading New Items from POP3 and IMAP4 Accounts Automatically

1 Click Accounts > Account Options.

2 Click General Options.

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3 To download items periodically, select Send/Retrieve All Marked Accounts every _ minutes.

Specify how often you want items to be sent and retrieved.

4 To download items every time you start GroupWise, select Send/Retrieve All Marked Accounts

at startup.

The settings affect all accounts that have Include this account when doing Send/Retrieve on All Marked Accounts selected in the account’s properties.

If you have created new items for these accounts and have not yet sent them, they are sent at the same time new items are downloaded.

To quickly turn this option on and off, click Accounts > Auto Send/Retrieve. It is active when a check mark is displayed.

Downloading Only the Header (Subject) for IMAP4 Accounts

1 Click Accounts > Account Options.

2 Click the IMAP4 account, then click Properties.

3 Click the Advanced tab.

Working with Items in Your Mailbox 71

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4 Select Download headers only.

5 Click OK, then click Close.

After downloading the headers (subjects) of items, you can download the complete item by opening the item while you are connected to the Internet.

Using GroupWise to Send POP3 and IMAP4 Mail

1 In an item you want to send, click Actions > Send Using, then click the account from which you

want to send.

Click , then click the account.

The From name associated with that account will be in the From box of this item.

To set the default account from which items are sent, click Accounts > Account Options, click an account, then click Set Default.

Deleting an Item from a POP3 or IMAP4 Account

1 To delete an item from an IMAP4 or POP3 account, click the item, then press Delete.

To delete an IMAP4 item from the IMAP4 server, drag the item from the IMAP4 folder and drop it in a regular GroupWise folder.

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To delete POP3 items from the POP3 server as they are downloaded, click Accounts > Account

Options, double-click the POP3 account, click the Advanced tab, make sure Leave a copy of messages on the server is deselected, then click OK.

If you select both Leave a copy of messages on the server and Remove from server after __ days, the POP3 items will be deleted from the POP3 server the specified number of days after the item is downloaded.

If you select both Leave a copy of messages on the server and Remove from server after deleting from Trash, the POP3 items are deleted from the POP3 server when you manually empty them from the Trash. If GroupWise automatically empties your Trash, the items are not deleted from the POP3 server.

Connecting to a POP3 or IMAP4 Server Using SSL

You can connect to your POP3 or IMAP4 mail server using SSL, which is an Internet security protocol that helps maintain the confidentiality of your messages. In order for you to use this option, your mail server must support SSL.

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1 Click Accounts > Account Options.

2 Click the account, then click Properties.

3 Click the Advanced tab.

4 Select Use SSL, then specify the digital certificate you want to use.

This certificate enables GroupWise to use SSL to authenticate to the mail server you have chosen. (If no certificates are listed in the drop-down list, you need to use your Web browser to obtain a certificate from an independent Certificate Authority. For more information, see

Section 12.4, “Obtaining a Security Certificate from a Certificate Authority,” on page 294.)

5 Click OK, then click Close.

Importing POP3 and IMAP4 Accounts

Use the GroupWise E-Mail Importer Utility to import existing POP3 and IMAP4 accounts into GroupWise. In addition to importing messages from your existing POP3 and IMAP4 accounts, you save time by not retyping address book entries into the GroupWise address book.

1 Click File > Import POP3/IMAP.

Working with Items in Your Mailbox 73

The Installed E-Mail Clients list box displays the e-mail accounts installed on your machine.

2 Select the e-mail account you want to import into GroupWise, then click Next.

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3 Select the appropriate check boxes to import the account information into GroupWise.

You can choose e-mail messages, address books, account settings, or any combination of the three.

4 Click Next.

5 Click the folders that you want to import from your existing e-mail account into GroupWise.

When you import a folder, all messages and subdirectories in that folder are also imported.

6 Click Next.

7 Type a name for the new GroupWise folder to contain the imported messages and folders, use

the Up, Down, Right, and Left buttons to position the folder in the GroupWise Cabinet, then click Next.

8 Type a name for the new GroupWise address book to contain the imported addresses.

The name you type displays on a new tab in the GroupWise Address Book.

9 Click Next.

10 Click the accounts that you want to import into GroupWise, then click Next.

11 Accept the default name for the new account, then click Next.

Select the account folder in the list box, click Change Folder, type a new name, click OK, then click Next.

12 Review the summary information to ensure that it is correct, then click Next.

Click Back to change your import options.

13 Ensure that the e-mail account was successfully imported, then click Done.

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Storing Your POP3 Items on a Mail Server

1 Click Accounts > Account Options.

2 Click the POP3 account name.

3 Click Properties.

4 Click the Advanced tab.

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5 Click Leave a copy of messages on the server.

6 Click OK, then click Close.

Changing the Length of Time for POP3 and IMAP4 Server Timeouts

1 Click Accounts > Account Options.

2 Click the account name.

3 Click Properties.

4 Click the Advanced tab.

5 Type the number of minutes in the Minutes to wait for server to respond field.

6 Click OK, then click Close.

Subscribing and Unsubscribing to IMAP4 Folders

This feature is available if your IMAP4 server supports subscribing and unsubscribing to folders. When you unsubscribe to a folder, it no longer displays in your list of folders under the IMAP4

Working with Items in Your Mailbox 75

server, even though it is still in your IMAP4 account. This is especially useful if you are accessing an NNTP account through an IMAP4 folder.

1 Click Accounts > Account Options.

2 Click the IMAP4 account, then click Folders.

3 Click the All tab to see all the folders in this account.

Click the Subscribed tab to see the folders you are currently subscribed to.

4 If you want to list folders containing specific text in the folder name (instead of listing all of the

folders), type the text in the Search for Folders Containing text box, then click Search.

5 Click the folder name, then click Subscribe.

To unsubscribe to a folder, click the folder name, then click Unsubscribe.

6 Click Close.

Alphabetizing the Folders in an IMAP4 Account

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1 In the Full Folder List, right-click the IMAP4 account folder, then click Sort Folders.

This option is not available if the folders are already alphabetized. To access the Full Folder List, click the folder list header drop-down list (above the Folder List; it probably displays Online or Caching to indicate what mode of GroupWise you are running in), then click Full Folder List.

Downloading Voice Mail Attachments through an IMAP4 Account

If you are accessing a telephony server through this IMAP4 account, GroupWise can download the external file bodies for voice mail attachments.

1 Click Accounts > Account Options.

2 Click the IMAP4 account, then click Properties.

3 Click the Advanced tab.

4 Select Download external file bodies.

5 Click OK, then click Close.

3.6 Attaching Files

Use Attach File to send one or more files to other users. You can attach a file that exists on your hard disk, diskette, or network drive. The recipients can open the attached file, save it, view it, or print it. If you change the attached file after you have sent it, the recipients do not see the changes.

If you attach a file that is password-protected, the recipient cannot open or view the attachment without entering the password.

For information about attaching documents that are in a GroupWise Library, see “Attaching a

Document Reference to an Item” on page 77.

This section contains the following topics:

 Section 3.6.1, “Attaching a File to an Item,” on page 77

76 GroupWise 7 Windows Client User Guide

 Section 3.6.2, “Attaching a Document Reference to an Item,” on page 77

 Section 3.6.3, “Embedding an OLE Object in an Item,” on page 80

 Section 3.6.4, “Viewing Attached Files,” on page 80

 Section 3.6.5, “Opening Attached Files,” on page 81

3.6.1 Attaching a File to an Item

1 Open a new item.

2 Fill in the To , Subject, and Message fields.

3 Click the icon on the toolbar, then browse to and select the file or files you want to send.

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To remove an attached file, right-click the attachment, then click Delete.

4 Click OK.

5 Click Send on the toolbar.

Moving or deleting a file on a disk or network drive does not affect a file you have attached to an item and sent.

If you delete an attached file, it is not erased from disk or network drive; it is simply removed from the attachment list.

In addition, you can right-click a file in Windows, then click Send To > GroupWise Recipient. A new item is created with the attachment in the attachment window.

3.6.2 Attaching a Document Reference to an Item

If the file you want to attach is a document stored in GroupWise Library, you can attach a document reference. When a recipient opens the attachment, the document in the library opens if the recipient has rights to open or view the document and if the library is available.

If any recipients do not have sufficient document rights, or if they are not using an e-mail product that supports GroupWise Library, or if the library is unavailable, only a copy of the document opens.

Working with Items in Your Mailbox 77

If the recipient edits the copy, the changes do not affect the actual document in the library. For more information about document rights, see Section 13.5, “Sharing Documents,” on page 316.

Dragging and Dropping an Attachment from a Received Item

When you receive an item, you can drag any of its attachments into a folder or onto your desktop. A document reference attachment that you drag and drop becomes a shortcut to a document reference or to a copy of the document, depending on your rights to the document and the availability of the library.

Document Reference Attachments and Remote Mode

You might receive an item with a document reference attachment when you are running in Remote mode. When you open the attachment, the document opens your Remote Library, even if the document in your Remote Library is an older version than the attachment. If the document does not exist in your Remote Library, you are prompted to connect now or later to your Online Mailbox to retrieve the document.

You can also send items with document reference attachments from Remote mode. However, if the document does not exist in your Remote Library, any recipients who do not have sufficient rights to the document in the Master Library or who are not using an e-mail product that supports GroupWise Library do not receive a copy of the document.

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In addition, if the Master Library is unavailable, recipients do not receive a copy of the document. If any of these conditions exist, you need to attach an actual copy of the document in addition to the document reference.

To attach a document reference to an item,

1 Open a new item.

2 Fill in the To , Subject, and Message fields.

3 Right-click in the Attachments box, then click Attach Document Reference.

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4 The Select Document dialog box displays.

5 In the Library drop-down list, click the library that contains the document you want to attach.

6 In the Document # field, type the document number.

If you don’t know the number of the document, click Find to locate the document in the library. To attach a document displayed in the Find Results dialog box, click the document, then click OK.

7 In the Version drop-down list, click which version you want to attach. If you select Specific

Version, type the version number in the Version # field.

8 Click OK.

9 Click Send on the toolbar.

Working with Items in Your Mailbox 79

3.6.3 Embedding an OLE Object in an Item

In order for a recipient of an item to view or edit embedded OLE objects, the recipient must be using GroupWise for Windows. For example, a GroupWise for Macintosh* recipient cannot view embedded OLE objects.

1 Open and address an item.

2 Click File > Attachments > Attach Object.

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3 To embed an existing object, click Create from File, type the path and filename, then click OK.

Skip to Step 8.

To create a new object and embed it, follow Step 4 through Step 8.

4 Click Create New, then select a type of object.

5 Click OK to open the application.

6 Create the object you want to embed.

7 Click the application’s File menu, then click Exit.

This step might differ depending on the application.

8 Complete the item if necessary, then click Send on the toolbar.

If the recipients open the object and edit it, they must save it under a new filename. Otherwise, when they try to close the mail message, they receive an error.

If you have copied an OLE object to the Clipboard, you can embed it in an open item by using Paste Special on the Edit menu.

3.6.4 Viewing Attached Files

When you click an attached file, the attachment is displayed in the message pane with a viewer. This is usually faster than opening the attachment; however, the attachment might not be formatted properly. If the attachment type is not supported, you receive an error.

1 Open the item containing the attachment.

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2 Click the attachment.

Right-click the attachment, then click View Attachment or View in New Window.

If you cannot see an icon representing the attachment in your view, click File > Attachments > View.

3.6.5 Opening Attached Files

When you open an attached file by double-clicking it, GroupWise determines the correct application to open the file in. You can accept the suggested application, or you can type the path and filename to another application.

1 Open the item containing the attachment.

2 Double-click the attachment.

Right-click the attachment, then click Open or Open With.

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If you cannot see an icon representing the attachment in your view, click File > Attachments > Open.

By default, GroupWise warns you if an attachment is larger than 1000 KB (1 MB). To eliminate the warning message, click To ol s > Options, double-click Environment, click the Default Actions tab, then deselect Warn if larger than. You can also adjust the attachment size at which the warning message is displayed.

3.7 Managing Sent Items

This section contains the following topics:

 Section 3.7.1, “Confirming Delivery of Items You Send,” on page 81

 Section 3.7.2, “Displaying Sent Items,” on page 82

 Section 3.7.3, “Resending Items,” on page 82

 Section 3.7.4, “Retracting Items You’ve Sent,” on page 83

 Section 3.7.5, “Checking the Status of Your Items,” on page 83

 Section 3.7.6, “Receiving Notification About Items You Send,” on page 84

 Section 3.7.7, “Requesting a Reply for Items You Send,” on page 85

 Section 3.7.8, “Changing the Subject of a Sent Item,” on page 85

3.7.1 Confirming Delivery of Items You Send

GroupWise provides several ways for you to confirm that your item was delivered.

Working with Items in Your Mailbox 81

Track an Item You Send

You can check the status in the Properties window of any item you send. For information, see

“Checking the Status of Your Items” on page 83.

Receive Notification When the Item is Opened or Deleted

You can receive notification when the recipient opens or deletes a message, declines an appointment, or completes a task. For information, see “Receiving Notification About Items You

Send” on page 84.

Request a Reply

You can inform the recipient of an item that you need a reply. GroupWise adds a sentence to the item stating that a reply is requested and changes the icon in the recipient’s Mailbox to a double arrow. For information, see “Requesting a Reply for Items You Send” on page 85.

3.7.2 Displaying Sent Items

You might want to display items you previously sent. For example, you can read a sent item, resend it with or without corrections, and in some cases, retract it (if it has not already been opened by the recipient).

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1 Click the Sent Items folder in the Nav Bar.

All sent items reside in this folder unless they are moved to a folder other than the Mailbox or Calendar. If a sent item is moved to another folder, it no longer displays in the Sent Items folder. To display sent items that have been moved to other folders, open those folders.

3.7.3 Resending Items

Use Resend to send an item a second time, perhaps with corrections.

1 Click the Sent Items folder in the Nav Bar.

2 Right-click the item you want to resend, then click Resend.

3 If the item was an auto-date item, click This Instance or All Instances.

4 Make any changes to the item, if necessary, then click Send on the toolbar.

5 Click Ye s to retract the original item.

Click No to leave the original item.

You can check the Properties of the original item to see if GroupWise was able to retract it. Rightclick the item in the Mailbox, then click Properties. Mail and phone messages cannot be retracted if they have already been opened.

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3.7.4 Retracting Items You’ve Sent

Use Delete to retract a sent item from the recipient’s Mailbox. You can retract a mail or phone message from those recipients who haven’t yet opened the item. You can retract an appointment, reminder note, or task at any time.

1 Click the Sent Items folder in the Nav Bar.

2 Right-click the item you want to retract, then click Delete.

3 Select the appropriate option.

4 If you have selected to retract this item from other recipients’ mailboxes, you can type a

comment to the recipients, explaining why the item was retracted.

5 Click OK.

To see which recipients have opened your message, right-click the item, then click Properties.

3.7.5 Checking the Status of Your Items

Properties lets you check the status of any item you’ve sent. For example, you can see when an item was delivered and when the recipient opened or deleted the item. If a recipient accepted or declined an appointment and included a comment, you’ll see the comment in the Properties window. You also see if a recipient marked a task Completed.

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Properties also shows information about items you receive. You can see who else received the item (except for blind copy recipients), the size and creation date of attached files, and more.

There are two views for the Properties:

Basic Properties: Displays the Properties header, and a list of recipients. The list of recipients displays the recipient’s name and user ID, what actions the recipient has taken with the item, date and time of last action, and any comments.

Advanced Properties: Displays the Properties header, recipients, Post Offices, files, and options for the item. The Advanced Properties page is helpful to system administrators when they need to track the item for troubleshooting purposes.

You can save and print status information for an item.

For information about a document, use the Activity Log in Properties. See Section 13.7, “Viewing

the History of a Document,” on page 323.

This section contains the following topics:

 “Checking the Status of an Item” on page 83

 “Saving the Status Information of an Item” on page 84

 “Printing the Status Information of an Item” on page 84

Checking the Status of an Item

1 Right-click an item in your Mailbox or Calendar, then click Properties.

The icons next to an item can give also you helpful status information. See “Icons Appearing Next

to Items in Your Mailbox, Sent Items Folder, and the Calendar” on page 29.

Working with Items in Your Mailbox 83

To change to the Advanced Properties, click the Style drop-down arrow, then click Advanced Properties.

Saving the Status Information of an Item

1 Right-click an item, then click Properties.

2 Click File > Save As.

GroupWise gives the item a temporary filename. You can change the filename and default folder to save the file.

3 Click Save.

Printing the Status Information of an Item

1 Right-click an item, then click Properties.

2 Right-click in the Properties window, then click Print.

3.7.6 Receiving Notification About Items You Send

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1 To receive notification for one item, open an item view, click the Send Options tab, then click

Status Tracking.

To always receive notification for items you send, click Too l s > Options, double-click Send, then click the tab for the item type.

2 In the Return Notification section, specify the type of return receipt you want.

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You are automatically subscribed to Notify in Options. If you have deselected to receive alarms and notifications, you cannot receive notifications with Notify. For more information, see

Section 7.5, “Running Notify,” on page 178.

If you are sending an item to an Internet address, you can click Enable delivery confirmation. If the receiver’s Internet e-mail system enables status tracking, you can receive status about the item you send.

3 Click OK.

3.7.7 Requesting a Reply for Items You Send

1 To request a reply for one item, open an item view, click the Send Options tab, then click

General.

To request a reply for all items you send, click To ol s > Options, then double-click Send.

2 Click Reply Requested, then specify when you want to receive the reply.

The recipient sees next to the message. If you select When convenient, “Reply Requested: When convenient” appears at the top of the message. If you select Within _ days, “Reply Requested: By xx/xx/xx” appears at the top of the message.

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3 Click OK.

3.7.8 Changing the Subject of a Sent Item

1 Open an item from your Mailbox or Calendar.

2 Click the Personalize tab.

3 Type a new subject in the My Subject field.

Working with Items in Your Mailbox 85

Figure 3-1 Sent Item Showing Personalize Tab

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This personalized subject displays in your Mailbox and/or Calendar and in the Mailbox and/or Calendar of anyone who proxies for you. If you change the subject of an item in a shared folder, other users of the shared folder see the original subject.

To see the original subject, open the item and look in the Subject field in the item header.

When you create a basic filter or perform a Find with a specific word in the Subject field, the filter/ Find results show items whose original subject or personalized subject contains this word. When you create an advanced filter or find, use the Subject field to search for the original subject, and use the My Subject field to search for the personalized subject.

When you create a rule that looks for a specific word in the Subject field, the rule only looks at the original subject.

3.8 Managing Received Items

GroupWise stores all the mail messages, appointments, and other items you receive in your Mailbox.

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Figure 3-2 Mailbox View

From your Mailbox, you can read items, reply to items, and forward items you’ve received. You can organize items by assigning them to categories or by creating a checklist. You can delegate tasks and appointments to other users. You can handle unwanted Internet e-mail with Junk Mail Handling. You can even change an item, such as a mail message, to another type of item, such as an appointment.

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This section contains the following topics:

 Section 3.8.1, “Reading Items You Receive,” on page 87

 Section 3.8.2, “Changing the Font of Items You Receive,” on page 89

 Section 3.8.3, “Replying to Items You Receive,” on page 90

 Section 3.8.4, “Forwarding Items to Other Users,” on page 92

 Section 3.8.5, “Printing Items,” on page 92

 Section 3.8.6, “Using Categories to Organize Items,” on page 93

 Section 3.8.7, “Changing the Subject of an Item You’ve Received,” on page 97

 Section 3.8.8, “Creating a Checklist,” on page 98

 Section 3.8.9, “Delegating Items,” on page 103

 Section 3.8.10, “Handling Unwanted Mail,” on page 104

 Section 3.8.11, “Changing Item Types,” on page 112

 Section 3.8.12, “Viewing and Composing Items in HTML,” on page 114

 Section 3.8.13, “Viewing the Source of External Messages,” on page 115

3.8.1 Reading Items You Receive

You can read items you receive in your Mailbox or Calendar. Your Mailbox displays a list of all of the items you have received from other users. Posted appointments, tasks, and reminder notes appear in your Calendar, not in your Mailbox.

You can open and read all types of new items in your Mailbox. However, you might want to read tasks and reminder notes in your Calendar so you can view new messages while looking at your schedule.

Working with Items in Your Mailbox 87

Phone and mail messages stay in your Mailbox until you delete them. Appointments, reminder notes, and tasks stay in your Mailbox until you accept, decline, or delete them. When you accept an appointment, reminder note, or task, it is moved to your Calendar.

All Mailbox items are marked with an icon.The icons change depending on whether or not the item has been opened. See “Icons Appearing Next to Items in Your Mailbox, Sent Items Folder, and the

Calendar” on page 29 for more information.

In addition, all unopened items in your Mailbox are bolded to help you easily identify which items and documents you have not yet read. This is especially useful for collapsed discussion threads because it saves you the time of expanding each thread to check if there are newly posted items.

This section contains the following topics:

 “Reading Items in Your Mailbox” on page 88

 “Reading HTML Items” on page 88

 “Reading Items in the QuickViewer” on page 88

 “Marking an Item Unread” on page 89

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Reading Items in Your Mailbox

1 Double-click the item you want to read.

Reading HTML Items

For information about reading items that were composed in HTML, see “Viewing and Composing

Items in HTML” on page 114.

Reading Items in the QuickViewer

Use QuickViewer to scan the contents of your items. QuickViewer saves time because you don’t need to open each item; you simply click an item or press the Down-arrow to read your items. If you click a document reference, the document displays in the QuickViewer. You can display an item’s attachment by clicking the attachment in the drop-down list on the QuickViewer toolbar. OLE attachments, however, do not display in the QuickViewer.

When you read an item in the QuickViewer, the icon changes to the opened status. For example, the closed envelope representing a mail message changes to an opened envelope.

You can specify that some folders show QuickViewer every time you open them, while others never show QuickViewer.

1 Click on the Nav Bar.

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2 Size the QuickViewer by dragging a corner of the window or by dragging the horizontal

dividing line up or down.

If you size and close the QuickViewer, it is the same size when you open it again. Size it by dragging a corner of the window, not by clicking the maximize button.

3 In the Mailbox, click each item that you want to read.

To view an attachment, click the drop-down list on the QuickViewer header, then click the attachment. You cannot open OLE attachments in the QuickViewer.

Right-click the QuickViewer window to choose other options.

4 To change how information displays in the header, right-click the header and choose options.

For more information, see Section 14.6, “Customizing Headers,” on page 371.

5 To close the QuickViewer, click on the toolbar.

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Marking an Item Unread

If you open an item to read it, and then decide you want to read the item later, you can mark the item unread. Marking the item unread changes the item to bold and changes the item’s icon to unopened so you know you still need to read the item.

1 In the Mailbox, click the item in the Item List.

2 Click Actions > Read Later.

Marking an item you have opened unread does not change the status of the item in Properties. For example, if you have opened an item, then marked the item unread, the sender of the item still sees the item status as Opened in the Properties window.

3.8.2 Changing the Font of Items You Receive

This information applies to reading an item in an item view or in the QuickViewer.

This font change is only in effect while you read the item. If you close the item and re-open it, the font returns to the Windows system default font or the font that the sender composed the item in.

Working with Items in Your Mailbox 89

The Windows system default font affects every program on your desktop. To change the Windows system default font, open the Control Panel and change Display Properties.

You cannot change the font in the QuickViewer if the item was composed in HTML view.

1 Select the text you want to change.

2 Click Edit > Font.

Right-click the window, then click Font > Font.

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3 Click a font and a font style.

4 Click a size.

5 Click any other options you want to change, then click OK.

To change the default Read view font style and size, click Too ls > Options, then double-click Environment. Click the Views tab, then select the default Read view as Plain Text. Select a font style and a font size. Select if you want to force the font style and font size, then click OK.

3.8.3 Replying to Items You Receive

Use Reply to respond to an item. You can reply to everyone who received the original item or to the sender only, without creating and addressing a new message. You can also include a copy of the original message in your reply. Your reply will include Re: preceding the original subject text. You can modify the subject text if you want.

This section contains the following topics:

 “Replying to an Item” on page 91

 “Replying to an Item in a Shared Folder” on page 91

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Replying to an Item

1 Open the item you want to reply to.

2 Click Reply on the toolbar.

3 Click Reply to sender.

Click Reply to all.

To include the message text in your reply, make sure Include message received from sender is selected.

4 Click OK.

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5 Type your message, then click Send on the toolbar.

If the original item included BC or CC recipients and you selected to reply to all, your reply is sent to the CC recipients but not to the BC recipients.

Replying to an Item in a Shared Folder

1 Open or select an item in the shared folder.

2 Click Reply on the toolbar.

3 Click a reply option.

You can reply to the original discussion topic, rather than to the item you are reading. Or, you can reply to any item you are reading, whether it’s an original discussion topic or someone else’s reply. In both cases, these replies are posted in the shared folder and not sent to individuals.

If you reply privately to the individual who wrote the item, your reply is not posted to the shared folder.

Working with Items in Your Mailbox 91

4 Click OK.

5 Type your reply, then click Post on the toolbar.

3.8.4 Forwarding Items to Other Users

Use Forward to send items you receive and document references to other users. When you forward an item, it is sent as an attachment to a mail message. The mail message includes your name and any additional comments you have made.

This section contains the following topics:

 “Forwarding an Item” on page 92

 “Forwarding Multiple Items” on page 92

Forwarding an Item

1 Open the item you want to forward.

2 Click Actions > Forward.

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Click Actions > Forward as Attachment.

3 Add the names of the users to whom you want to forward the item.

4 Type a message (optional).

5 Click Send on the toolbar.

If you can’t accept an appointment, task, or reminder note, you can delegate the item instead of forwarding it. Delegating places a Delegated status in the item’s Properties window, letting the sender know you have transferred responsibility for the item to another person.

Forwarding Multiple Items

1 Ctrl+click the items you want to forward in your Mailbox.

2 Click Actions > Forward as Attachment.

3 Add the names of the users to whom you want to forward the item.

4 Type a message (optional).

5 Click Send on the toolbar.

If you can’t accept an appointment, task, or reminder note, you can delegate the item instead of forwarding it. Delegating places a delegated status in the item’s Properties window, letting the sender know you have transferred responsibility for the item to another person.

3.8.5 Printing Items

When you print an item, the From, To, Date, Subject, CC, and attachment names are displayed at the top of the page.

1 In either the QuickViewer or in an open item, right-click the message, then click Print.

2 In the Name field, select the printer to use .

3 In the Items to print field, select the items to print, then click Print.

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To display a header on the page when printing an item:

1 Right-click a text item, then click Printer (Preview) Options.

2 In the Job Name field, add a %f to display the filename and a %p to display the path.

3 Click OK.

To change the printed font size on plain text items:

1 In either the QuickViewer or in an open item, right-click the message, then click Print.

2 In the Name field, select the printer to use .

3 In the Items to print field, select the items to print.

4 In the Message Font Size field, specify the size of the font to use.

The following font sizes are available:

Size Description

Normal Same size as the font that is displayed in the interface.

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Bigger Doubles the size of the font that is displayed in the interface.

Biggest Triples the size of the font that is displayed in the interface.

5 Click Print.

3.8.6 Using Categories to Organize Items

Categories provide you with a way to organize your items. You can assign a category to any item, including contacts. You create and add categories and can give each category an identifying color. The colors display in the Item List and in the Calendar.

Figure 3-3 Mailbox Showing Items With Categories

Working with Items in Your Mailbox 93

Figure 3-4 Calendar Showing Items With Categories

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You can assign more than one category to an item, and specify which category is the primary one. The color of the primary category is used to identify the item.

When you reply to an item that has been assigned a category, the same category is assigned to the reply message.

Four default categories (Follow-Up, Low Priority, Personal, and Urgent) are available for you to immediately assign to items. You can modify and delete them if you choose, as well as continue to create new categories.

You can filter on categories by using the Show menu next to the Filter icon. You can add a Category column heading and sort your Item List by category.

This section contains the following topics:

 “Assigning a Category to an Item” on page 94

 “Adding a Category” on page 96

 “Deleting a Category” on page 96

 “Renaming a Category” on page 96

 “Seeing All Items in a Certain Category” on page 97

Assigning a Category to an Item

To quickly assign a category to an item:

1 Right-click an item in your Mailbox or Calendar, then click the category.

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The 10 most recently used categories are available from this right-click menu. (If you have not yet used categories, they are displayed alphabetically.)

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To assign multiple categories to an item, assign a category to a new item you are composing, or assign a category that does not display on the right-click menu:

1 Right-click an item in your Mailbox or Calendar, click Categories, then click More.

Open an item in your Mailbox or Calendar, click the Personalize tab, then click Edit Categories.

Open a new item to compose, click the Send Options tab, then click Edit Categories.

2 Select the check box of the category you want to assign.

Type a new category name in the text box next to Add, then click Add.

If you assign one of the default categories (Follow-Up, Low Priority, Personal, and Urgent) to an item you are sending, the item arrives in the recipient’s Mailbox with that category assigned. If you assign a category that you created to an item you are sending, the item arrives in the recipient’s Mailbox with no category assigned.

3 To change the color of an existing category or assign a color to a new category, select the

category name, click Edit Color, click a color, then click OK.

4 To assign additional categories to this item, select the check boxes of those categories.

When you assign multiple categories to an item, the color of the primary category is the color that will show in the Item List. When you sort the Item List by category, items are sorted by

Working with Items in Your Mailbox 95

their primary category. By default, the first category you assign is the primary category. Or, to set the primary category for this item, select a category, then click Primary.

5 Click OK.

Adding a Category

1 Right-click an item, click Categories, then click More.

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2 Type the category name in the field at the bottom of the Categories dialog box.

3 Click Add.

The Add button becomes active when you begin typing a category name.

4 To assign a color to a category, select the category name in the list, click Edit Color, click a

color, then click OK.

5 To assign this category to the selected item, select the check box to the left of the category

name, then click OK.

Deleting a Category

1 Right-click an item in your Mailbox or Calendar, click Categories, then click More.

2 Select the category name, then click Delete.

3 Click Ye s, then click OK.

The category is removed from the list, and from all the items to which it was assigned.

Renaming a Category

1 Select the category name, then click Rename.

2 Type the new name, then click OK.

The category is renamed in the list, and for all the items to which it was assigned.

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Seeing All Items in a Certain Category

1 In the upper right corner of your Mailbox or Calendar view, click the Filter icon, click

Categories, then click the category name.

The 10 most recently used categories are available from the Show menu. (If you have not yet used categories, they are displayed alphabetically.)

All items that have been assigned this category are displayed.

To clear this selection, click the Filter icon, then click Clear Categories.

Figure 3-5 Main Window Showing the Categories Filter Menu

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3.8.7 Changing the Subject of an Item You’ve Received

1 Open an item from your Mailbox or Calendar.

2 Click the Personalize tab.

3 Type a new subject in the My Subject field.

Working with Items in Your Mailbox 97

Figure 3-6 Mail View Showing the Personalize Tab

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To see the original subject, open the item and look in the Subject field in the item header.

When you create a basic filter or perform a Find with a specific word in the Subject field, the filter/ Find results shows items whose original subject or personalized subject contains this word. When you create an advanced filter or find, use the Subject field to search for the original subject, and use the My Subject field to search for the personalized subject.

When you create a rule that looks for a specific word in the Subject field, the rule only looks at the original subject.

3.8.8 Creating a Checklist

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After you have moved an item to the Checklist folder, you can open it, click the Checklist tab, and assign it a due date. You can also mark it Completed and set its position in the list from the Checklist tab.

You can also make other folders work the way the Checklist folder does.

The Checklist folder is a system folder. It replaces the Task List folder. For a comparison of the Checklist folder and the Task List folder, see Checklist Folder under “Folder List” on page 23.

IMPORTANT: If you or your system administrator has set up auto-archiving of items in your Mailbox, checklist items are also archived based on the original date you received the item, not based on the due date you assign it.

This section contains the following topics:

 “Creating a Master Checklist in the Checklist Folder” on page 99

 “Creating a New Item in the Checklist Folder” on page 100

 “Moving an Item to the Checklist Folder” on page 101

 “Marking an Item to Display in the Checklist Folder” on page 101

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 “Creating a Checklist in a Folder Other Than the Checklist Folder” on page 101

 “Assigning a Due Date to an Item in the Checklist Folder” on page 102

 “Marking or Unmarking a Checklist Item Completed” on page 103

Creating a Master Checklist in the Checklist Folder

1 Drag items to the Checklist folder in the Full Folder List .

To access the Full Folder List, click the folder list header drop-down list (above the Folder List; it probably displays Online or Caching to indicate what mode of GroupWise you are running in), then click Full Folder List.

In the Checklist folder, the items display with a check box to the left of them. When you complete an item in the checklist, you can mark it complete by selecting the check box.

You can move items to the Checklist folder from a shared folder only if you are the owner of the shared folder.

2 To arrange the items in the order you want, drag them to the position you want.

3 To assign a due date and a numerical position (order) in the Checklist to an item, open the item

and add this information on the Checklist tab.

Working with Items in Your Mailbox 99

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You can also create a checklist area in another folder and drag items to the area. After items are in a checklist area of any folder, they will also display in the master Checklist folder, even though they are still located in the original folder.

Creating a New Item in the Checklist Folder

1 Click the Checklist folder.

2 If no items exist in the Checklist folder, click the down-arrow on the icon, then

click Posted Message.

Type a subject and message, click Post on the toolbar, then skip to Step 5.

If items already exist in the Checklist folder, follow Step 3 through Step 6 below.

3 Click the position in the checklist where you want to add a new item. For example, if you want

the item to be first in the checklist, click the first item.

4 Type the subject text, then press Enter.

The item you have created displays as a posted mail item in the position you selected, and the item that was originally in that position is moved down one position in the checklist.

5 To add additional information to this item, open it and type additional text on the Mail page.

100 GroupWise 7 Windows Client User Guide

Novell GROUPWISE 7 WINDOWS CLIENT USER GUIDE

Specifications and Main Features

Frequently Asked Questions

User Manual

GroupWise 7 Windows Client User Guide

About This Guide

Getting Started

1.1 Starting the GroupWise Client

1.1.1 Running the Setup Program

1.1.2 Starting GroupWise 7

1.2 Getting Acquainted with the Main GroupWise Window

1.2.1 Nav Bar

1.2.2 Toolbar

1.2.3 Panels

1.2.4 Folder and Item List Header

1.2.5 Folder List

1.3 Understanding the Home View

1.4 Understanding Your Mailbox

1.4.1 Bolded Items in Your Mailbox

1.4.2 Icons Appearing Next to Items in Your Mailbox, Sent Items Folder, and the Calendar

1.4.3 Viewing Options in Your Mailbox

1.5 Using Different GroupWise Modes (Online, Caching, and Remote)

1.5.1 Online Mode

1.5.2 Caching Mode

1.5.3 Remote Mode

1.6 Using Panels

1.6.1 Customizing Your Panels

1.6.2 Creating a New Panel

1.6.3 Resizing a Panel

1.7 Using the Nav Bar

1.7.1 Customizing the Nav Bar

1.8 Using the Toolbar

1.8.1 Customizing the Toolbar Display

1.9 Using Shortcut Keys

1.10 Learning More

1.10.1 Online Help

1.10.2 GroupWise 7 Documentation Web Page

1.10.3 End-User Training Web Page

1.10.4 GroupWise Cool Solutions Web Community

Logging In to GroupWise

2.1 Logging In

2.1.1 Logging In to Your Mailbox

2.1.2 Logging in to Your Mailbox from Another User’s Workstation

2.1.3 Logging in to Your Mailbox from a Shared Workstation

2.2 Assigning Passwords to Your Mailbox

2.2.1 LDAP Authentication

2.2.2 Adding, Changing, and Removing Your Password

2.2.3 Bypassing Your GroupWise or LDAP Password

2.2.4 Proxies and Mailbox Passwords

2.2.5 Mailbox Passwords and Remote Mode

2.2.6 Mailbox Passwords and Caching Mode

3.1 Understanding GroupWise Item Types

Working with Items in Your Mailbox

3.2 Sending and Receiving Items

3.2.1 Sending Mail Messages

3.2.2 Sending Phone Messages

3.2.3 Changing the Font of Items You Send

3.2.4 Formatting Bulleted and Numbered Lists

3.2.5 Adding a Signature or vCard to Items You Send

3.2.6 Spell-Checking Items You Send

3.2.7 Undoing the Last Text Action

3.2.8 Delaying Delivery of an Item

3.2.9 Using Custom Views

3.3 Using Routing Slip

3.3.1 Creating a Routed Item

3.3.2 Requiring a Password before Marking a Routed Item Completed

3.3.3 Completing a Routed Item

3.3.4 Addressing a Routed Item with an Address Book

3.4 Notifying Recipients About an Item You Have Sent

3.5 Downloading POP3 and IMAP4 Accounts to GroupWise

3.5.1 Adding POP3 and IMAP4 Accounts to GroupWise

3.5.2 Configuring POP3 and IMAP4 Accounts

3.5.3 Using POP3 and IMAP4 Accounts in Online Mode

3.5.4 Using POP3 and IMAP4 Accounts in Remote and Caching Modes

3.5.5 Storing Items on the IMAP4 or POP3 Server

3.5.6 Understanding IMAP4 Accounts

3.5.7 Using the GroupWise E-Mail Importer Utility

3.5.8 Using POP3 and IMAP4 in GroupWise

3.6 Attaching Files

3.6.1 Attaching a File to an Item