Novell GROUPWISE 7 WINDOWS CLIENT USER GUIDE

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

+ 359 hidden pages

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