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8GroupWise 8 WebAccess Client User GuideGroupWise 8 WebAccess Client Help
B GroupWise Frequently Asked Questions109
C Using Shortcut Keys111
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Contents9
novdocx (en) 11 July 2008
10GroupWise 8 WebAccess Client User GuideGroupWise 8 WebAccess Client Help
About This Guide
This Novell® GroupWise 8 WebAccess Client User Guide explains how to use the GroupWise®
WebAccess client. It is divided into the following sections:
Chapter 1, “Getting Started,” on page 13
Chapter 2, “Getting Organized,” on page 23
Chapter 3, “E-Mail,” on page 31
Chapter 4, “Calendar,” on page 51
Chapter 5, “Tasks and the Tasklist,” on page 65
Chapter 6, “Contacts and Address Books,” on page 71
Chapter 7, “Finding Items,” on page 85
Chapter 8, “Rules,” on page 89
Chapter 9, “Mailbox/Calendar Access for Proxies,” on page 95
Chapter 11, “Document Management,” on page 101
novdocx (en) 11 July 2008
Chapter 12, “Maintaining GroupWise,” on page 103
Appendix A, “What’s New In GroupWise 8 WebAccess,” on page 107
Appendix B, “GroupWise Frequently Asked Questions,” on page 109
Appendix C, “Using Shortcut Keys,” on page 111
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 8 WebAccess Client User Guide, visit the Novell
GroupWise 8 documentation Web site (http://www.novell.com/documentation/gw8).
Additional Documentation
For additional GroupWise documentation, see the following guides at the Novell GroupWise 8
documentation Web site (http://www.novell.com/documentation/gw8):
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.
novdocx (en) 11 July 2008
12GroupWise 8 WebAccess Client User Guide
1
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
WebAccess client to help you start using GroupWise quickly and easily.
Section 1.1, “Prerequisites,” on page 13
Section 1.2, “Starting GroupWise WebAccess,” on page 13
Section 1.3, “Understanding Timing Out from GroupWise WebAccess,” on page 14
Section 1.4, “Changing Your Password,” on page 14
Section 1.5, “Getting to Know the GroupWise WebAccess Interface,” on page 15
Section 1.6, “Exploring the Folder List,” on page 16
Section 1.7, “Understanding GroupWise Item Types,” on page 19
Section 1.8, “Identifying the Icons Appearing Next to Items,” on page 20
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1
1.1 Prerequisites
If you use the Mozilla* Firefox* browser, GroupWise WebAccess 8 works best with version 2.0 or
later.
1.2 Starting GroupWise WebAccess
You start GroupWise WebAccess as you would any other home page on the Internet. Use your Web
browser to go to the URL your administrator gives you, such as http://server/gw/webacc, or an IP
address such as 155.155.11.22.
Figure 1-1 WebAccess Login Page
To log in to WebAccess:
1 On the GroupWise WebAccess login page, enter your username and password.
Getting Started
13
2 Select your connection speed:
High (Broadband), which has all the features that are available in GroupWise WebAccess.
Use this default setting if you have a high-speed Internet connection.
Low (Dial-up), which looks the same as the default high-speed interface but does not auto-
update your message list and calendar. It also does not support name completion.
3 (Conditional) If you’re using a mobile device, select Use the basic interface.
The basic interface has limited functionality and graphics. It is designed to perform the most
basic tasks in GroupWise WebAccess. To close the basic interface, close all Web browsers and
launch WebAccess again, making sure to deselect Use the basic interface.
4 (Optional) If you use the same browser to log in to GroupWise WebAccess every time, select
Remember My Settings to save your preferences.
5 Click Login.
Your GroupWise mailbox opens.
1.3 Understanding Timing Out from GroupWise
WebAccess
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Specific actions, such as opening or sending an item, generate a call to the Web server. Other
actions, such as scrolling through items in the Item List, composing a message without sending it, or
reading Help topics, do not generate a call to the Web server. If, for a period of time, you leave
GroupWise WebAccess alone or perform actions that do not generate a call, WebAccess logs you
out. Doing so provides security for your e-mail and ensures that the Web server and GroupWise
WebAccess run efficiently.
The timeout period is determined by your GroupWise system administrator. If you try to perform an
action after you have been logged out, you are prompted to log in again.
To ensure that you have the latest information in your Mailbox and to prevent frequent timeouts,
click Update.
NOTE: You must authenticate correctly to be returned to your work after a timeout. If you haven’t
logged in correctly, the message you were composing might appear to be lost. Use the keyboard to
return to your saved message window (for example, Alt+Left-arrow key in Windows*).
1.4 Changing Your Password
In order to access your GroupWise mailbox from WebAccess, your mailbox must have a password.
Your GroupWise administrator might have assigned the password when he or she set up your
GroupWise account. If you have access to the GroupWise Windows client, you can set your initial
mailbox password yourself, as described in “Assigning a Password to Your Mailbox” in “Getting
Started” in the GroupWise 8 Windows Client User Guide.
To change your mailbox password in WebAccess:
1 Click Options > Password.
2 Type your new password twice for confirmation.
3 click Save, then click Close.
14GroupWise 8 WebAccess Client User Guide
Depending on the security level that your GroupWise administrator has established for your post
office, you might need to know more about passwords. For more information, see Section 12.1,
“Managing Mailbox Passwords,” on page 103.
1.5 Getting to Know the GroupWise WebAccess
Interface
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, open folders, and much more.
Section 1.5.1, “Understanding the Nav Bar,” on page 15
Section 1.5.2, “Understanding the Toolbar,” on page 15
1.5.1 Understanding the Nav Bar
The Nav Bar is located at the top of the WebAccess page. It is designed for quick access to the
folders you use the most. By default the Nav Bar contains the Mailbox, Calendar, Contacts, and
Documents folders.
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Figure 1-2 The GroupWise WebAccess Nav Bar
1.5.2 Understanding the Toolbar
Use the toolbar to access many of the features and options found in WebAccess. 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.
There are two different toolbars you can display:
Main: The Main Toolbar contains most of your commonly used functions, such as New
Appointment and New Mail. The Main Toolbar is located at the top of the main page.
Item Context: The Item Context toolbar contains context-sensitive buttons that relate to the
item that is displayed. The Item Context toolbar is located at the top of the page.
Getting Started15
Figure 1-3 The GroupWise WebAccess Main Toolbar
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1.6 Exploring the Folder List
The Folder List at the left of the Main Window lets you organize your GroupWise items by creating
folders to store your items in. The Mailbox folder is the default folder that is opened when you first
log in. For information about the different GroupWise folders, see Section 2.2, “Using Folders to
Organize Your Mailbox,” on page 24.
The following folders are displayed in the Folder List:
Section 1.6.1, “Home Folder,” on page 17
Section 1.6.2, “Mailbox Folder,” on page 17
Section 1.6.3, “Unopened Items,” on page 17
Section 1.6.4, “Sent Items Folder,” on page 17
Section 1.6.5, “Calendar Folder,” on page 17
Section 1.6.6, “Contacts Folder,” on page 17
Section 1.6.7, “Tasklist Folder,” on page 17
Section 1.6.8, “Work in Progress Folder,” on page 17
Section 1.6.9, “Cabinet Folder,” on page 18
Section 1.6.10, “Junk Mail Folder,” on page 18
Section 1.6.11, “Trash Folder,” on page 18
Section 1.6.12, “Shared Folders,” on page 18
Section 1.6.13, “GroupWise Feeds Folder,” on page 18
16GroupWise 8 WebAccess Client User Guide
1.6.1 Home Folder
Your Home folder (indicated by your name) represents your GroupWise database. All folders in
your Folder List are subfolders of your Home folder.
1.6.2 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. By default, scheduled
items and tasks are moved to the Calendar when you accept them.
Your received items are stored in your GroupWise Mailbox.
You can organize your messages by moving them into folders within your Cabinet, and you can
create new folders as necessary.
1.6.3 Unopened Items
The Unopened Items folder lists received items you have not yet opened. It is a query folder that
cannot be deleted.
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1.6.4 Sent Items Folder
The Sent Items folder displays all the items you have sent. By checking the properties of your
sent items, you can determine their status (Delivered, Opened, and so on).
1.6.5 Calendar Folder
The Calendar folder shows several calendar view options. It is basically a link that takes you to
the Calendar view. You can use the Folder List to choose which calendars to display. The selected
calendars are displayed in the calendar view.
1.6.6 Contacts Folder
The Contacts folder , by default, represents the Frequent Contacts address book in the Address
Book. 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.
1.6.7 Tasklist Folder
Use the Tasklist 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.
1.6.8 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. This is also where all Auto Save messages are automatically saved.
Getting Started17
1.6.9 Cabinet Folder
The Cabinet contains all of your personal folders. You can rearrange and nest folders by clicking
Manage Folders on the Toolbar.
1.6.10 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.
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 Section 3.6, “Handling Unwanted E-Mail
(Spam),” on page 49.
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1.6.11 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. The system administrator can
specify that your Trash is emptied automatically on a regular basis.
1.6.12 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 Manage Folders > Share Folder tab.
1.6.13 GroupWise Feeds Folder
When you subscribe to RSS feeds, the GroupWise Feeds folder is created. A list of subscribed feeds
is displayed under the GroupWise Feeds folder. You can create subfolders under the GroupWise
Feeds folder and move feeds to the subfolder. When you click the subfolder, the message list
displays a list of all the topics for all the feeds under the subfolder.
Although you cannot subscribe to new RSS feeds in WebAccess, you can view the feeds you
subscribed to and downloaded in the GroupWise Windows client.
18GroupWise 8 WebAccess Client User Guide
For additional information on RSS feeds, see Section 10, “RSS Feeds,” on page 99.
1.7 Understanding GroupWise Item Types
Every day you communicate in a variety of ways. To accommodate these needs, GroupWise delivers
your items by using a variety of item types. Each item type is explained below.
Section 1.7.1, “Mail,” on page 19
Section 1.7.2, “Appointment,” on page 19
Section 1.7.3, “Task,” on page 19
Section 1.7.4, “Note,” on page 19
Section 1.7.5, “Phone Message,” on page 19
1.7.1 Mail
A mail message is for basic correspondence, such as a memorandum or letter. See Section 3.3,
“Receiving E-Mail,” on page 44 and Section 3.1, “Sending E-Mail,” on page 31.
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1.7.2 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 4.3.2, “Scheduling Appointments,”
on page 56.
1.7.3 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 5.3.1, “Assigning a Task,” on page 66.
TIP: You can also create a Tasklist that is not associated with your Calendar. In this type of Tasklist,
any item type (mail, appointment, task, reminder note, phone message) can be used.
1.7.4 Note
A note is posted on a specific date on your own or another person’s Calendar. You can use notes to
remind yourself or others of deadlines, holidays, days off, and so forth. Posted notes are useful as
reminders for birthdays, vacations, paydays, and so forth. See Section 4.3.3, “Sending Reminder
Notes,” on page 59.
1.7.5 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 Section 3.1.11, “Sending Phone Messages,” on page 40.
Getting Started19
1.8 Identifying the Icons Appearing Next to Items
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 1-1 Icon Descriptions
IconDescription
One or more attachments are included with the item.
Draft item.
An item you have sent.
An item you have replied to.
An item you have forwarded.
An item you have delegated.
An item you have replied to and forwarded
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An item you have replied to and delegated.
An item you have forwarded and delegated.
An item you have replied to, forwarded, and delegated
A posted item.
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.
A reply is requested for this low, standard, or high priority item.
Unopened document reference.
Opened document reference.
Shared folder notification.
Shared address book notification.
20GroupWise 8 WebAccess Client User Guide
IconDescription
Unopened posted item (shared folder).
Opened posted item (shared folder).
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Getting Started21
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22GroupWise 8 WebAccess Client User Guide
2
Getting Organized
Section 2.1, “Using Categories to Organize Items,” on page 23
Section 2.2, “Using Folders to Organize Your Mailbox,” on page 24
Section 2.3, “Customizing Other GroupWise WebAccess Functionality,” on page 28
2.1 Using Categories to Organize Items
Categories are used to help define and prioritize items in your mailbox. Categories apply a color
pattern of your choice to the specified e-mail messages, so you can classify them at a glance. You
can assign more than one category to an item, but one category is always primary and displays that
color scheme. Categories also apply to calendar items and can be added to items there the same way
as mail items.
Section 2.1.1, “Assigning a Category,” on page 23
Section 2.1.2, “Adding a New Category,” on page 23
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2
Section 2.1.3, “Removing a Category from an Item,” on page 23
Section 2.1.4, “Renaming a Category,” on page 24
Section 2.1.5, “Deleting a Category,” on page 24
2.1.1 Assigning a Category
1 Select the message you want to add a category to.
2 Right-click and select Categories.
3 Select the category you want to use.
4 Click OK.
2.1.2 Adding a New Category
1 Click .
2 Fill in a name under New Category.
3 Click Add.
4 Select the category from the list and specify the text and background colors.
2.1.3 Removing a Category from an Item
1 Select the item you want to remove the category from.
2 Right-click and select Categories.
3 Deselect the box to the left of the category.
4 Click OK.
Getting Organized
23
2.1.4 Renaming a Category
1 Click .
2 Select the category you want to rename.
3 Click Rename.
4 Specify the new name, then click OK.
2.1.5 Deleting a Category
1 Click .
2 Select the category you want to remove.
3 Click Delete.
2.2 Using Folders to Organize Your Mailbox
Use folders to store and organize your items. For example, you can group all items related to a
particular task or subject together.
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Section 2.2.1, “Understanding Folders,” on page 24
Section 2.2.2, “Modifying the Folder List,” on page 25
Section 2.2.3, “Deleting Folders,” on page 25
Section 2.2.4, “Creating a Personal Folder,” on page 25
Section 2.2.5, “Renaming a Folder,” on page 25
Section 2.2.6, “Moving an Item to Another Folder,” on page 26
Section 2.2.7, “Understanding Find Results Folders,” on page 26
Section 2.2.8, “Using Shared Folders,” on page 26
2.2.1 Understanding Folders
The Folder List displays the folders that are relative to the folder you are currently in. The following
are context-sensitive Folder Lists:
Calendar: Displays a list of all calendars. From here you can select to display the contents of a
calendar in the main calendar. In addition, you can change the color of a calendar.
Contacts: Displays a list of all personal address books. By default, the main Contacts folder is
the Frequent Contacts address book.
Documents: Displays a list of your document libraries. By default, the main Documents folder
is your default document library.
Click + and - to expand and collapse folders.
For information about the individual folders you might have in your Folder List, see Section 1.6,
“Exploring the Folder List,” on page 16.
You can organize items in your folders by moving them. When you move an item into a folder, it is
taken from one location and placed in another.
24GroupWise 8 WebAccess Client User Guide
You can store unfinished items in a predefined folder called Work In Progress (see “Saving an
Unfinished E-Mail” on page 36). You can also make folders public by sharing them (see “Using
Shared Folders” on page 26). You can create rules to automatically sort items to different folders
(see Section 8.3, “Creating a Rule,” on page 90).
2.2.2 Modifying the Folder List
1 On the main WebAccess page, click Manage Folders on the toolbar.
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In the Manage Folders window, you can create, delete, and share folders.
2.2.3 Deleting Folders
1 Right-click the folder you want to delete, then click Delete Folder.
2 Click OK.
You cannot delete the Calendar, Mailbox, Sent Items, Tasklist, Contacts, Cabinet, Work In Progress,
or Trash folders. You can delete the Junk Mail folder only if Junk Mail Handling has been disabled.
2.2.4 Creating a Personal Folder
1 On the main WebAccess page, click Manage Folders on the toolbar.
2 Select the place in the Folder List where you want to add the folder. By default, a new folder is
added as the first folder in the Cabinet.
For example, to add a folder at the same level as the Mailbox folder, click the Down button next
to the Mailbox folder. To add a folder to the Mailbox folder, click the Right button next to the
Mailbox folder.
3 Type a name for your new folder in the Folder Name field.
4 Click Add Folder.
2.2.5 Renaming a Folder
In some cases you might want to rename a folder to more accurately reflect the contents of a folder
or to correct a spelling error. In WebAccess new folders can be created but names of existing folders
cannot be changed. You can change folder names in the GroupWise
®
Windows client.
Getting Organized25
For more information on managing folders, see Section 2.2.1, “Understanding Folders,” on page 24.
2.2.6 Moving an Item to Another Folder
1 Locate the item in the Item List.
2 Double-click the item to open it, then click the Move icon.
3 Click the folder where you want to move the item.
If you are moving the item to a folder in the Cabinet, you might need to click the plus sign (+)
next to the Cabinet to display the Cabinet folders.
2.2.7 Understanding Find Results Folders
A Find Results folder is a folder that displays the results of a query. When the folder is opened,
GroupWise examines the search criteria defined for the folder, searches for everything specified,
then displays everything it finds in the Item List. You can act on items in a Find Results folder the
same way you act on items in any folder, such as opening, forwarding, printing, copying, moving, or
deleting them, but the original item remains stored in the folder where the search found it. This
means that if you move or delete an item from a Find Results folder, the item is deleted from the
Item List, but not from the original location. The next time you open the Find Results folder, the
search is performed again and the item is once again displayed.
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Although you cannot create new Find Results folders in WebAccess, you can use folders you created
in the GroupWise Windows client. However, to ensure that you are viewing the most recent
information in the folder and not a cached copy, you should click Update before opening a Find
Results folder.
2.2.8 Using Shared Folders
A shared folder is like any other folder in your Cabinet, except other people have access to it and it
appears in their Cabinets. 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.Then, users
can post messages to the shared folder, drag existing items into the folder, and create discussion
threads. You cannot share system folders, which include the Mailbox, Unopened Items, Sent Items,
Calendar, Task List, Checklist, Cabinet, Work In Progress, Junk Mail, and Trash folders.
If you place a document in a shared folder, people with rights to the shared folder can read the
document, but they don’t automatically have rights to edit. Before they can edit the document, you
must give them Edit rights on the Share Folder tab.
You can share personal folders with other users. Recipients of the shared folder receive a
notification explaining that you have shared the folder with them. They can then accept the folder or
decline the folder.
“Sharing an Existing Folder with Other Users” on page 27
“Accepting a Shared Folder” on page 27
“Posting an Item to a Shared Folder” on page 27
“Deleting a Shared Folder” on page 28
26GroupWise 8 WebAccess Client User Guide
Sharing an Existing Folder with Other Users
1 On the main WebAccess page, click Manage Folders, then click the Share Folder tab.
2 Select the folder you want to share. Folders available for sharing are underlined.
3 In the Name box, start typing the name of a user.
or
Click Address Book to select the user in the Address Book window.
4 Select the access options you want for the user.
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5 Repeat Step 3 through Step 4 for each user you want to share the folder with.
6 Click Save.
Accepting a Shared Folder
1 Click the Shared Folder notification in your Mailbox.
2 Click Accept Folder.
3 The name of the folder is filled in by default. Make any desired changes to the name of the
folder.
4 Select the folder’s location.
5 Click Finish.
Posting an Item to a Shared Folder
1 In the Folder List, open the shared folder you want to post the item to.
2 At the top of the Item List, click Post to display a Message form.
3 Type a subject and message.
Getting Organized27
You can include Web site locations or addresses (URLs) in both the Subject and Message fields.
4 (Optional) Click Spell Check to spell check the message.
5 (Optional) Click Attach to attach files to the message. For this feature to work, your browser
must support attachments.
6 Click Post to add the message to the shared folder.
Deleting a Shared Folder
To delete a folder that is shared with you:
1 Right-click the folder.
2 Click Delete.
3 Click Ye s.
Deleting a folder that is shared with you just deletes the folder from your GroupWise Mailbox. All
other users are unaffected. However, if you are the one who shared the folder with others, then
deleting that folder removes it from all other users as well.
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2.3 Customizing Other GroupWise WebAccess
Functionality
This section discusses how to customize the look and feel of GroupWise.
Section 2.3.1, “Setting the Default Compose View,” on page 28
Section 2.3.2, “Changing Your Time Zone,” on page 28
2.3.1 Setting the Default Compose View
To change the view for all items:
1 On the main WebAccess page, click Options in the upper right corner.
2 Click the Compose tab.
3 In the Default Compose View box, select Plain Text or HTML.
4 Click Save, then click Close.
To change the view in one item:
1 Open an item.
2 Click the HTML orPlain Text icon.
2.3.2 Changing Your Time Zone
GroupWise WebAccess automatically adjusts the time for appointments sent between people in
different time zones. For example, if you are located in New York and schedule a conference call in
Los Angeles for 4:00 p.m. your time, the appointment received by the Los Angeles recipients shows
the conference call at 1:00 p.m. their time.
28GroupWise 8 WebAccess Client User Guide
By default, GroupWise WebAccess uses the time zone established for your GroupWise post office.
However, if you are using GroupWise WebAccess in a time zone other than your post office’s time
zone, you should change your time zone setting.
The GroupWise WebAccess time zone setting applies only to GroupWise WebAccess. If you have
access to the GroupWise Windows client, that client uses the time zone configured through the
Windows operating system, not the time zone you set in GroupWise WebAccess.
1 On the main WebAccess page, click Options in the upper right corner.
2 Click the Time Z one tab.
3 Select to use either your workstation’s time zone or select the time zone you want to use from
the drop-down menu.
4 Click Save, then click Close.
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Getting Organized29
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30GroupWise 8 WebAccess Client User Guide
3
E-Mail
An e-mail item is basically a text message sent to a recipient. In GroupWise®, an e-mail item can be
a message, appointment, task, reminder note, or a phone message note. You can write them in plain
text or HTML, and you can add attachments to them. All incoming items are delivered to your
Mailbox folder.
Section 3.1, “Sending E-Mail,” on page 31
Section 3.2, “Managing Sent E-mail,” on page 41
Section 3.3, “Receiving E-Mail,” on page 44
Section 3.4, “Managing Received E-Mail,” on page 48
Section 3.5, “Printing E-Mail,” on page 49
Section 3.6, “Handling Unwanted E-Mail (Spam),” on page 49
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3
3.1 Sending E-Mail
When you send an e-mail message from GroupWise WebAccess, you can send the message either as
text or HTML. Additionally, you can choose to attach a file, add a signature to the message, and
spell check the message before it is sent.
The address book and name completion help you to quickly and easily find the contacts you need
when sending an e-mail message.
Section 3.1.1, “Composing E-Mail,” on page 31
Section 3.1.2, “Formatting Messages,” on page 32
Section 3.1.3, “Spell-Checking Messages,” on page 33
Section 3.1.4, “Attaching Files,” on page 34
Section 3.1.5, “Adding a Signature,” on page 34
Section 3.1.6, “Saving E-Mail,” on page 35
Section 3.1.7, “Selecting the Default Compose View,” on page 36
Section 3.1.8, “Addressing Mail Messages,” on page 37
Section 3.1.9, “Selecting Send Options,” on page 38
Section 3.1.10, “Posting a Note,” on page 40
Section 3.1.11, “Sending Phone Messages,” on page 40
3.1.1 Composing E-Mail
1 Click New on the toolbar.
2 In the To box, type a username, then press Enter. As you begin to type, the system automatically
tries to match the name and complete it for you. Repeat for additional users. If necessary, type
usernames in the CC and BC boxes.
or
E-Mail
31
To select usernames from a list, click Address Book on the toolbar, search for and select each
user, click To, CC, or BC for each user, then click OK.
3 Type a subject.
4 Type a message.
You can specify many options, such as making this message a high priority, requesting a reply
from the recipients, and more, by clicking the Send Options tab.
When you use the Categories option, only the four default categories carry over to the recipient.
5 Include any attachments by clicking the Attachments tab on the toolbar.
6 Click Send on the toolbar.
3.1.2 Formatting Messages
When sending a message, you can select from several format options. You can select to send the
message as a text or HTML message, and you can change the fonts, colors, and layout of the
message.
“Changing the Font in HTML View” on page 32
“Formatting Bulleted and Numbered Lists” on page 33
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“Undoing the Last Text Action” on page 33
Changing the Font in HTML View
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.
1 In an open item you are composing, make sure the HTML toolbar is displayed.
Your administrator can turn off the HTML format option.
2 Use the HTML toolbar to change the font, add background colors, add images, and more.
You might need to resize the item view horizontally to see all the buttons on the HTML toolbar.
32GroupWise 8 WebAccess Client User Guide
Formatting Bulleted and Numbered Lists
You can easily include bulleted and numbered lists in messages.
1 In an open item you are composing in HTML view, 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.
3 Press Enter twice after the last item to turn off the list formatting.
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
Appendix C, “Using Shortcut Keys,” on page 111.)
3.1.3 Spell-Checking Messages
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Spell Checker lets you check for misspelled words in the messages you create. It checks for
misspelled words, duplicate words, and irregular capitalization in items you are creating.
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 use the compose options to set up Spell Checker to automatically spell check your messages
before you send them.
“Spell-Checking an Item with Spell Checker” on page 33
“Spell-Checking Items Automatically with Spell Checker” on page 33
“Selecting the Spell Checker Language” on page 34
Spell-Checking an Item with Spell Checker
1 Click the Subject or Message field.
2 Click Check Spelling.
WebAccess highlights any misspelled words.
3 Click any highlighted word.
4 Select one of the words Spell Checker suggests to replace the misspelled word.
or
Click Edit to make your own corrections.
5 Click Resume Editing when spell-checking is complete.
Spell-Checking Items Automatically with Spell Checker
You can spell-check items automatically every time you click Send.
1 On the main WebAccess page, click Options in the upper right corner.
2 Click the Compose tab.
E-Mail33
3 Select Check spelling before send.
4 Click Save, then click Close.
Selecting the Spell Checker Language
1 Click the Subject field or the Message field.
2 Click the drop-down menu next to Check Spelling.
3 Select the language to use.
3.1.4 Attaching Files
Use the Attachments tab to send one or more files to other users. You can attach files that exist on
your hard disk, diskette, or network drive to an item you are sending. 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.
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1 Open a new item.
2 Fill in the To , Subject, and Message fields.
3 Click the Attachments tab, then browse to and select the file or files you want to send.
4 Click Attach.
To remove an attached file, click the attachment, then click Remove.
5 Click Send on the toolbar.
Moving or deleting a file on a disk or network drive does not affect a file you 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.
3.1.5 Adding a Signature
Use Signatures to insert a signature or tag line at the end of items you send. For example, you can
have WebAccess automatically list your name, phone number, and e-mail address at the bottom of
every item you send.
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. When you resend an item, the global signature is not
automatically added to the message.
1 On the main WebAccess page, click Options in the upper right corner.
2 Click Compose.
3 Click Enable signature.
4 Type your signature text in the box.
34GroupWise 8 WebAccess Client User Guide
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5 Click Automatically Add Signature to have WebAccess automatically add your signature when
you send the item.
or
Click Prompt before adding signature to have WebAccess prompt you to add the signature
when you send the item.
6 Click Save, then click Close.
3.1.6 Saving E-Mail
“Understanding Auto-Save” on page 35
“Saving an Unfinished E-Mail” on page 36
Understanding Auto-Save
When you compose a new message in GroupWise WebAccess, items are automatically saved for
you. This prevents the loss of any messages you are authoring if WebAccess unexpectedly shuts
down. When you restart WebAccess, you have the option to recover these messages to finish
composing them.
If you stop using GroupWise WebAccess for 10 seconds (the default non-use value) and have unsent
messages or if you have been actively composing messages for 60 seconds (the default continuous
use value), WebAccess automatically saves your messages to your Work In Progress folder.
WebAccess adds two characters to the title of all auto-saved messages to distinguish them from
other items you might have manually saved to your Work In Progress folder.
Your administrator can disable the auto-save feature and change the non-use and continuous values.
When you start WebAccess, if there are auto-saved messages, the following window is displayed:
E-Mail35
Figure 3-1 Auto-Save Window
You have the following options to deal with auto-saved messages:
Open: Opens the auto-saved messages so that you can finish composing them.
Save: Saves the messages as a regular Work In Progress item so that you can finish composing the
messages later.
Delete: Deletes the auto-saved messages. The information in them is permanently lost.
Skip: Retains the saved messages on disk but does not recover them in WebAccess. The next time
you start WebAccess, the Auto-Save window reappears.
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Enabling or Disabling Auto-Save
By default, Auto-Save is enabled if you use a high-speed connection to access your GroupWise
system. It is disabled by default if you use a low connection speed. For more information on your
login options, see Section 1.2, “Starting GroupWise WebAccess,” on page 13.
1 On the main WebAccess page, click Options in the upper right corner.
2 Click the Compose tab.
3 Select Enable auto-save to enable Auto-Save.
or
Deselect Enable auto-save to disable Auto-Save.
4 Click Save, then click Close.
Saving an Unfinished E-Mail
1 In an open item, click the Save icon.
2 Click the folder you want to save the item to, then click OK.
The draft message is placed in the folder you chose in Step 2. The default folder for unfinished
messages is the Work In Progress folder .
3.1.7 Selecting the Default Compose View
When you are composing a message in GroupWise WebAccess, you can select to have the default
compose format in either plain text or HTML.
1 On the main WebAccess page, click Options in the upper right corner.
2 Click the Compose tab.
3 Select either Plain text or HTML in the Message Format section.
4 Click Save, then click OK.
36GroupWise 8 WebAccess Client User Guide
3.1.8 Addressing Mail Messages
A mail message has a primary recipient, a subject line, 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.
“Using the Address Book” on page 37
“CC (Carbon Copy)” on page 37
“BC (Blind Copy)” on page 37
“Adding Addresses to Mail Messages” on page 37
Using the Address Book
For information on using the Address Book, see Chapter 6, “Contacts and Address Books,” on
page 71.
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.
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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.
Adding Addresses to Mail Messages
1 Click New on the toolbar.
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.
or
To select usernames from a list, click Address Book on the toolbar, search for and select each
user, then click OK.
3 Type a subject.
4 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.
E-Mail37
If you want, you can change the font of the message text. For information, see “Changing the
Font in HTML View” on page 32.
5 Include any attachments by clicking the Attachments tab.
6 Click Send on the toolbar.
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3.1.9 Selecting Send Options
“Changing the Priority of Mail You Send” on page 38
“Changing the Security Setting (Classification) of All Items You Send” on page 38
“Changing the MIME Encoding of a Message” on page 39
Changing the Priority of Mail You Send
1 To change the priority of one item, open an item, then click the Send Options tab.
or
To change the priority of all items you send, click Options in the right corner of the main
WebAccess page, then click the Send Options tab.
2 Select High, Standard, or Low.
The small icon next to an item in the Mailbox is red when the priority is high, white when the
priority is standard, and gray when the priority is low.
3 Click Save, then click Close.
Changing the Security Setting (Classification) of All Items You Send
A classification is a security setting that lets the recipient know if the item is confidential, top secret,
and so forth. This information appears at the top of the item. A classification does not provide any
encryption or additional security. It is meant to alert the recipient to the relative sensitivity of the
item.
1 On the main WebAccess page, click Options in the upper right corner.
38GroupWise 8 WebAccess Client User Guide
2 Click the Send Options tab.
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3 Select a security setting from the Classification drop-down list.
4 Click Save, then click Close.
Changing the MIME Encoding of a Message
Many languages require different character encodings to display certain characters properly. In
GroupWise WebAccess, you can change the encoding for items that you send and receive.
“Changing the Encoding for All Items You Send” on page 39
“Changing the Encoding for One Item” on page 39
Changing the Encoding for All Items You Send
1 On the main WebAccess page, click Options in the upper right corner.
2 Click the Send Options tab.
3 Select your MIME encoding from the MIME Encoding drop-down list.
4 Click Save, then click Close.
Changing the Encoding for One Item
1 In the Mail Message window, click the Send Options tab.
2 Select your MIME encoding from the MIME Encoding drop-down list.
3 Click Send on the toolbar to send the message.
E-Mail39
3.1.10 Posting a Note
A discussion note is a message that is posted to your mailbox only. Discussion notes are a way of
creating personal notes for yourself.
1 On the main WebAccess page, click the arrow next to New, then click Posted Note.
2 Type a subject.
3 Type a message.
4 Include any attachments by clicking Attachments on the toolbar.
5 Click Post on the toolbar.
3.1.11 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.
1 On the main WebAccess page, click the arrow next to New, then click Phone.
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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.
or
To select usernames from a list, click Address Book on the toolbar, search for and select each
user, then click OK.
3 Type the name, company, and phone number of the caller.
4 Type the message in the Message field.
If you want, you can change the font of the message text. For information, see “Changing the
Font in HTML View” on page 32.
5 Click Send on the toolbar.
40GroupWise 8 WebAccess Client User Guide
3.2 Managing Sent E-mail
Section 3.2.1, “Working with Sent Items,” on page 41
Section 3.2.2, “Retracting Sent E-Mail,” on page 41
Section 3.2.3, “Resending E-Mail,” on page 41
Section 3.2.4, “Checking the Status of Sent E-Mail,” on page 42
Section 3.2.5, “Confirming Delivery of E-Mail You Send,” on page 43
Section 3.2.6, “Displaying Sent Items,” on page 44
3.2.1 Working with 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).
1 Click the Sent Items folder in the Folder List.
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.
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3.2.2 Retracting Sent E-Mail
Use Delete from All Mailboxes 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 on the Nav Bar.
2 Select the item you want to retract, then click Delete From All Mailboxes.
3 Click OK.
To see which recipients have opened your message, right-click the item, then click Properties. Email cannot be retracted if it has already been opened.
Items that have been sent out across the Internet to other e-mail systems cannot be retracted.
3.2.3 Resending E-Mail
Use Resend to send an item a second time, perhaps with corrections.
1 Click the Sent Items folder in the Folder List.
2 Right-click and select Resend.
3 Make any changes to the item, if necessary, then click Send on the toolbar.
4 Select Retract Original Item? if you want to retract 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 Sent Items folder, then click Properties. Mail and phone messages cannot be
retracted if they have already been opened.
E-Mail41
3.2.4 Checking the Status of Sent E-Mail
The Properties window 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.
The Properties window 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.
“Status Overview” on page 42
“Checking the Status of an Item” on page 42
“Saving the Status Information of an Item” on page 42
“Printing the Status Information of an Item” on page 42
Status Overview
There are two views for the properties:
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Basic Properties: Displays the Properties header and a list of recipients. The list of recipients
displays the recipient’s name, what actions the recipient has taken with the item, the date and
time of the 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.
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 also give you helpful status information. For more information, see
Section 1.8, “Identifying the Icons Appearing Next to Items,” on page 20.
To change to the Advanced Properties, click Advanced Properties.
Saving the Status Information of an Item
1 Right-click an item, then click Properties.
2 Click File > Save Page As.
WebAccess gives the item a temporary filename. You can change the filename and default
folder.
3 Click Save.
Printing the Status Information of an Item
1 Right-click an item, then click Properties.
2 Click to display a printer-friendly version of the status information.
3 Select print options and print the status page as you normally would in your Web browser.
42GroupWise 8 WebAccess Client User Guide
3.2.5 Confirming Delivery of E-Mail You Send
GroupWise WebAccess provides several ways to confirm that your item was delivered.
“Tracking Sent Items” on page 43
“Receiving Notification About Items You Send” on page 43
“Requesting a Reply for Items You Send” on page 43
Tracking Sent Items
You can check the status in the Properties window of any item you send. For information, see
“Checking the Status of Sent E-Mail” on page 42.
Receiving Notification About Items You Send
If the receiving e-mail system is capable of returning notifications, you can receive notification
when the recipient opens or deletes a message, declines an appointment, or completes a task.
1 To get a return receipt for one item, open an item view, then click the Send Options tab.
or
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To always receive notification for items you send, click Options in the right corner of the main
WebAccess page, then click the Send Options tab.
2 In the Return Notification section, specify the type of return receipt you want.
3 Click Save.
Requesting a Reply for Items You Send
You can inform the recipient of an item that you need a reply. GroupWise WebAccess 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.
1 To request a reply for one item, open an item view, then click the Send Options tab.
or
To request a reply for all items you send, click Options in the right corner of the main
WebAccess page, then click the Send Options tab.
2 Specify when you want to receive the reply.
E-Mail43
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 x Days, “Reply
Requested: By xx/xx/xx” appears at the top of the message.
3 Click Save.
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3.2.6 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).
1 Click the Sent Items folder in the folder list.
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.
3.3 Receiving E-Mail
GroupWise uses the mailbox to stores all the mail messages, appointments, and other items you
receive.
Section 3.3.1, “Reading Received Items,” on page 44
Section 3.3.2, “Reading Attachments,” on page 46
Section 3.3.3, “Replying to E-Mail,” on page 47
Section 3.3.4, “Forwarding E-Mail to Other People,” on page 48
3.3.1 Reading Received Items
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.
44GroupWise 8 WebAccess Client User Guide
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.
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 Section 1.8, “Identifying the Icons Appearing Next to Items,” on page 20 for
more information.
All unopened items in your Mailbox are bolded to help you easily identify which items and
documents you have not yet read.
“Reading Items” on page 45
“Setting the View for One Item” on page 45
“Marking an Item Read Later” on page 45
“Marking an Item Read” on page 46
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Reading Items
Messages are automatically displayed in the format in which they were sent. Messages display in
your browser’s default font and size.
To read a message:
1 Double-click the message in the Message list to view the message in a new window.
NOTE: For security reasons, images are not displayed by default in HTML messages. To view the
images, click GroupWise has prevented images on this page from displaying. Click here to display the images.
Setting the View for One Item
You can change the view for one item only if that item is composed in HTML.
1 Open an item.
2 Click either the Plain Text or HTML button on the toolbar.
Marking an Item Read Later
If you open an item to read it, and then decide you want to read the item later, you can mark the item
read later. Marking the item Read Later 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 Read Later at the top of the Item List.
If you have opened an item, marking it Read Later does not change the status of the item in
Properties. For example, if you have opened an item, then marked the item Read Later, the sender of
the item still sees the item status as Opened in the Properties window.
E-Mail45
Marking an Item Read
1 In the Mailbox, click the item in the Item List.
2 Click Mark Read at the top of the Item List.
Marking an item Read changes the status of the item in Properties. For example, if you have not
opened an item, but you marked the item Read, the sender of the item sees the item status as Opened
in the Properties window.
3.3.2 Reading Attachments
GroupWise WebAccess can send and receive attachments with items. When you receive an
attachment with an item, the list of attachments is under the subject.
“Viewing Attached Files” on page 46
“Saving Attached Files” on page 46
“Opening Attached Files” on page 46
“Printing Attached Files” on page 47
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Viewing Attached Files
When you view 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, View is not displayed.
1 Open the item containing the attachment.
2 Click View next to the attachment.
Saving Attached Files
When you have an attached file, GroupWise WebAccess allows you to save the file to another
location.
1 Open the item containing the attachment.
2 Click Save As next to the attachment.
3 Select a location to save the attachment.
Opening Attached Files
When you open an attached file, GroupWise WebAccess determines the correct application to open
the file in. You can accept the suggested application, or you can select the path and filename to
another application.
1 Open the item containing the attachment.
2 Click Open next to the attachment.
46GroupWise 8 WebAccess Client User Guide
Printing Attached Files
1 In an open message, click View or Open to see the contents of the attached file.
2 Click File > Print in your Web browser if you are viewing the file.
or
Use the native application to print the file if you opened it.
3.3.3 Replying to E-Mail
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 includes Re: preceding the original subject text. You can
modify the subject text if you want.
“Replying to an E-Mail” on page 47
“Modifying Your Compose Settings” on page 47
Replying to an E-Mail
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1 Open the item you want to reply to.
2 Click Reply on the toolbar to send the e-mail just to the sender.
or
Click Reply All on the toolbar to send the e-mail to the sender and all recipients.
3 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.
Modifying Your Compose Settings
1 On the main WebAccess page, click Options in the upper right corner.
2 Click the Compose tab.
3 Select Enable auto save if you want to enable the Auto Save feature.
4 Select the Spell Checking options you want, including:
Check spelling before send
Default language
5 Select the default Compose view you want, either Plain Text or HTML.
Your administrator can turn off the HTML format option.
6 Select the signature options you want.
7 Click Save, then click Close.
E-Mail47
3.3.4 Forwarding E-Mail to Other People
Use Forward to send items you receive 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.
1 Right-click the item you want to forward.
2 Click Forward on the toolbar.
3 Add the names of the users to whom you want to forward the item.
4 (Optional) Type a message.
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.
3.4 Managing Received E-Mail
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Section 3.4.1, “Saving an Item to Disk,” on page 48
Section 3.4.2, “Saving Status Information,” on page 48
Section 3.4.3, “Deleting E-Mail,” on page 49
Section 3.4.4, “Viewing the Source of External Messages,” on page 49
3.4.1 Saving an Item to Disk
Saved items remain in your Mailbox and Calendar as well as being copied to the location you
specify.
1 Open the item you want to save.
2 Click File > Save Page As.
3 Type a name for the file.
4 Select the location from the Save in folder drop-down menu
or
Select Browse for other folders to browse for a different location.
5 Click Save.
3.4.2 Saving Status Information
1 Right-click an item, then click Properties.
2 Click File > Save Page As.
GroupWise WebAccess gives the item a temporary filename. You can change the filename and
default folder.
3 Click Save.
48GroupWise 8 WebAccess Client User Guide
3.4.3 Deleting E-Mail
Use Delete to remove selected items from your Mailbox. You can also use Delete to retract items
you have sent. You can retract mail and phone messages if the recipients have not read them or if
they have not been sent to the Internet. You can retract appointments, reminder notes, and tasks at
any time.
If you receive junk mail that requires frequent manual deletion, you might want to set up Junk Mail
Handling. For more information, see “Handling Unwanted E-Mail (Spam)” on page 49.
1 On the main WebAccess page, select one or more items, then click Delete.
Deleted items are moved to your Trash and remain there until the Trash is emptied.
3.4.4 Viewing the Source of External Messages
When you receive or send messages to and from external systems, you can view the source for a
message. The source includes all the data that is contained in a message.
1 Open an item that you received from an external source.
2 Click View next to the Mime.822 attachment to open it.
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3.5 Printing E-Mail
When you print an item, the From, To, Date, Subject, CC, and attachment names are displayed at the
top of the page.
1 In an open item, click to open a printer-friendly view of the item.
IMPORTANT: Do not use File > Print in your Web browser. The graphical version of the
item displayed in WebAccess cannot be printed as it displays on the screen.
2 Click Print this page.
3 Select print options and print as you normally would from your Web browser.
3.6 Handling Unwanted E-Mail (Spam)
Use Junk Mail Handling to decide what to do with unwanted Internet e-mail, also known as spam,
that is sent to your GroupWise e-mail address.
Section 3.6.1, “Understanding Junk Mail Handling,” on page 49
Section 3.6.2, “Blocking or Junking E-Mail,” on page 50
3.6.1 Understanding Junk Mail Handling
Internet e-mail includes all e-mail where the sender’s address is in the form of name@example.com,
name@example.org, and so forth. Internal e-mail is e-mail where the sender is part of your
GroupWise system and the From field shows only the name of the sender, not an Internet address.
An Internet domain is the part of the e-mail address that comes after the @. For example, in the
address Henry@example.com, the Internet domain is example.com.
E-Mail49
For information about the Junk Mail folder, see “Junk Mail Folder” on page 18.
Your system administrator can turn off Junk Mail Handling so that it is not available.
3.6.2 Blocking or Junking E-Mail
If you want to block or junk internal e-mail, you can use rules. (For more information, see
Section 8.3, “Creating a Rule,” on page 90.) For example, you can create a Delete rule that moves
all items from a specific e-mail address or entire Internet domains to your Trash folder. Or you can
use the following procedure to create a Move to Folder rule that moves items with a specified
subject to your Junk Mail folder.
1 On the main WebAccess page, click Options in the upper right corner.
2 Click Rules.
3 Select Move to Folder from the drop-down menu of the Ty pe field, then click Create.
4 Type a name in the Rule name field, such as Junk Mail Rule.
5 Use Define Conditions to add specific information to your rule.
In the first condition field, select From.
In the second condition field, select Matches.
In the last condition field, type the name of the person or a specific Internet domain as it
displays in the From: field of a mail message. For example: msmith@corporate.com or
@corporate.com.
6 Select the Junk Mail folder as the destination folder.
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7 Click Save.
8 Verify that the check box is selected next to the rule you just created, then click Close.
50GroupWise 8 WebAccess Client User Guide
4
Calendar
You can view your schedule in a variety of views or formats, including day, week, and month. For
example, the month view lets you view a month schedule, and the tasks section allows you to see all
of your posted tasks arranged by their due dates. For more information about Tasks, see Chapter 5,
“Tasks and the Tasklist,” on page 65.
Section 4.1, “Understanding the Calendar,” on page 51
Section 4.2, “Managing Your Calendar,” on page 51
Section 4.3, “Sending Calendar Items,” on page 55
Section 4.4, “Receiving Calendar Items,” on page 60
Section 4.5, “Publishing Personal Calendars on the Internet,” on page 62
Section 4.6, “Printing a Calendar,” on page 63
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4
4.1 Understanding the Calendar
You can have multiple calendars that display in your calendar view. You can create a unique color
for each calendar, making it quickly identifiable in the calendar view. You can share each calendar or
all calendars with other users.
Many types of calendar views and printouts are available to let you choose the one that displays the
information you need. The view you selected for your last session is used as your default view the
next time you log in to GroupWise
You can open the Calendar from the Nav Bar or from the Calendar folder in the Main Window.
If you need to set how your work schedule displays the times that you are available for
appointments, use the GroupWise Windows client to set your work schedule. Then you can use the
WebAccess client to view your work schedule.
®
WebAccess.
4.2 Managing Your Calendar
Section 4.2.1, “Viewing Your Calendar,” on page 51
Section 4.2.2, “Reading a Calendar Entry,” on page 53
Section 4.2.3, “Creating a Personal Calendar,” on page 54
Section 4.2.4, “Using Shared Calendars,” on page 55
4.2.1 Viewing Your Calendar
There are several different ways to view your GroupWise calendar, including by day, week, and
month.
All unaccepted items in your Calendar are italicized to help you easily identify which items you
have not yet accepted.
“Opening the Calendar Folder or a Calendar View” on page 52
“Selecting Calendars to Display” on page 52
Calendar
51
“Viewing a Different Date in the Calendar” on page 52
“Viewing All Day Events in the Calendar” on page 53
“Navigating in the Calendar” on page 53
“Understanding Calendar Shading” on page 53
Opening the Calendar Folder or a Calendar View
The Calendar tab in the Nav Bar has a toolbar that provides access to several view options. The
view that is displayed when you exit your Calendar displays when you open the Calendar folder
again.
1 In the Nav Bar, click Calendar, then click the buttons on the Calendar toolbar to choose
different views.
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You can view the Calendar in various formats, including day, week, and month. To see another view,
click a different button on the Calendar toolbar.
Selecting Calendars to Display
GroupWise WebAccess has the ability to display multiple calendars in the main GroupWise
Calendar. You can select to view your main GroupWise Calendar, personal calendars, and shared
calendars.
1 In the Calendar view, select the calendar check box next to the calendars you want to display.
Viewing a Different Date in the Calendar
1 Click a date in the date picker calendar at the bottom left corner of the Calendar view.
Today’s date is in bold.
The arrows in the left corner move you back or ahead one month, and the arrows in the right corner
move you back or ahead one year in most languages.
52GroupWise 8 WebAccess Client User Guide
Viewing All Day Events in the Calendar
All day events are located at the top of the calendar in the All-Day-Events pane in the Day and Week
views.
Figure 4-1 All-Day-Events Pane
Navigating in the Calendar
Use the Calendar toolbar to navigate in your calendar.
1 To select a date to view, click a date in the Calendar at the bottom left corner of your calendar
view.
2 To return to today’s date, click .
3 To move forward or back one day, one week, or one month, depending upon what the calendar
display is set to, click .
4 To see a day view, click Day on the Calendar toolbar.
5 To see a week view, click We ek on the Calendar toolbar.
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6 To see a month view, click Month on the Calendar toolbar.
Understanding Calendar Shading
Appointments on your calendar appear in different shades, depending on how the appointment is
shown:
Busy. The appointment displays as gray.
Free. The appointment displays as white.
Out of the Office. The appointment displays as dark gray.
Tentative. The appointment displays as gray with white and gray stripes on the side.
To change an appointment’s Show Appointment As status:
1 Open the appointment, then click Busy, Free, Tentative, Out of the Office, or Tentat iv e from the
Show As drop-down menu.
4.2.2 Reading a Calendar Entry
1 In the Nav Bar, click Calendar.
2 Double-click the item you want to read.
In all Calendar views, you can rest your mouse pointer on most items and see more information such
as Subject, Time, Place, and To.
Calendar53
4.2.3 Creating a Personal Calendar
1 In a Calendar view, click the arrow next to New on the toolbar, then click Calendar.
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2 Type a name for the new calendar.
3 (Optional) Type a description for the calendar.
4 (Optional) Select a color for the calendar by clicking a colored square.
5 Click Save, then click Close.
Changing Calendar Color
Each calendar has a name and a color associated with it. While the name of the calendar can not be
edited in WebAccess the color of the calendar can be.
1 Right-click the calendar you want to edit.
2 Select Properties.
3 Select the color you want the calendar to be.
4 Click Save.
5 Click Close.
54GroupWise 8 WebAccess Client User Guide
4.2.4 Using Shared Calendars
A shared calendar is like any other calendar, but other people have access to it and it also appears in
their calendar lists. You can share existing personal calendars in your calendar list. You choose
whom to share the calendar with, and what rights to grant each user. Then, users can post calendar
entries to the shared calendar. You can’t share your main calendar.
“Sharing an Existing Calendar with Other Users” on page 55
“Posting a Calendar Entry to a Shared Calendar” on page 55
Sharing an Existing Calendar with Other Users
1 In the Folder List, right-click the calendar you want to share, then click Share.
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2 Select Shared with.
3 In the Name field, start typing the name of a user.
or
Click the Address Book button to select the user in the Address Book window.
4 When the user’s name appears in the field, click Add User to move the user into the Shared list.
5 Click the user’s name in the Shared list.
6 Select the access options you want for the user.
7 Repeat Step 3 through Step 6 for each user you want to share the folder with.
8 Click Save, then click Close.
Posting a Calendar Entry to a Shared Calendar
1 Right-click the shared calendar, then click Display this calendar only.
2 In the shared calendar, select a date, then click a time in the Appointments List.
3 (Optional) Type a subject and a place if necessary.
4 Make sure the correct calendar is selected from the Calendar drop-down menu.
5 For more options, such as the Start Date, Time, Show As, Duration, or the appointment
message, click More options.
6 Click Post on the toolbar.
4.3 Sending Calendar Items
Section 4.3.1, “Understanding the Calendar Item Icons,” on page 56
Calendar55
Section 4.3.2, “Scheduling Appointments,” on page 56
Section 4.3.3, “Sending Reminder Notes,” on page 59
4.3.1 Understanding the Calendar Item Icons
The icons that appear in your calendar give you additional information about items. For more
information, see Section 1.8, “Identifying the Icons Appearing Next to Items,” on page 20.
4.3.2 Scheduling Appointments
Use appointments to schedule blocks of time on a specific date or range of dates.
You can use Busy Search to check for a time when all the users and resources you want for an
appointment are available.
When you schedule an appointment and include yourself as a participant, GroupWise automatically
accepts the appointment for you.
“Scheduling an Appointment for Yourself” on page 56
“Scheduling an Appointment for Multiple People” on page 57
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“Checking Availability” on page 58
“Rescheduling an Appointment” on page 58
“Canceling an Appointment” on page 59
“Canceling a Recurring Appointment” on page 59
Scheduling an Appointment for Yourself
If you are not available for meetings, schedule a posted appointment for those times. When another
user includes you in an appointment and does a busy search, the user can see that you are not
available at those times, but can still schedule over your appointment.
Posted appointments are placed in your Calendar on the date you specify. They are not placed in
your Mailbox or in any other user's Mailbox. Similarly, all posted appointments are saved to your
main GroupWise Calendar. To move them to a personal calendar, drag and drop them to the personal
calendar after they are created.
1 On the toolbar, click the arrow next to New, then click Posted Appointment.
or
In your Calendar, select a date, then click a time in that day.
56GroupWise 8 WebAccess Client User Guide
2 (Optional) Type a subject and a place.
3 Specify the start date.
4 Specify a start time and duration. Duration can be in minutes, hours, or days.
5 Specify how you want the appointment to appear with the Show As drop-down menu.
Appointments can appear as Busy, Free, Out of the Office, or Tentative .
6 (Optional) Type a message.
7 Click Post on the toolbar.
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Scheduling an Appointment for Multiple People
1 On the toolbar, click the arrow next to New, then click Appointment.
2 In the To field, type a username, then press Enter. Repeat for additional users. Include any
resource IDs (such as conference rooms) in the To field. If necessary, type usernames in the CC
and BC fields.
or
To select usernames or resources from a list, click Address Book on the toolbar, search for each
user’s name, select each user, then click OK.
Your name is automatically added to the To field of the appointment. When you send the
appointment, it is automatically added to your calendar. If you do not want to be included in the
message, delete your name from the To field.
3 Type the location description in the Location field.
4 Specify the start date.
5 Specify a start time and duration. Duration can be in minutes, hours, or days.
6 Specify how you want the appointment to appear as from the Show As drop-down menu.
Appointments can appear as Busy, Free, Out of the Office, or Tentative .
7 Type a subject and message.
If you want, change the font of the message text. For information, see “Changing the Font in
HTML View” on page 32.
Calendar57
8 If you want to make sure the people and resources for the appointment are available, you can
do a busy search by clicking Busy Search on the toolbar. For more information, see “Checking
Availability” on page 58.
You can specify many options, such as making this appointment a high priority, requesting a
reply from recipients, and more, by clicking the Send Options tab.
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9 Click Send on the toolbar.
Checking Availability
Use Busy Search to find a time when all the people and resources you want to schedule for a
meeting are available.
1 In an appointment you are creating, specify usernames and resource IDs in the To field.
2 Specify the first possible day for the meeting in the Start Date field.
3 Specify the meeting's duration.
4 Click Busy Search on the toolbar.
The bottom of the Appointment window shows the available times.
5 Click one of the suggested times to select an available meeting time, then make sure the correct
starting time is specified.
6 To remove a user or resource from the To list after the search, click the list, click the username
or resource to remove, then click Delete.
This is useful if you want to include several conference rooms in the search to find one that is
available, then eliminate those you do not want.
7 Complete and send the appointment.
Rescheduling an Appointment
If you want to make changes to the people and resources for the appointment you can reschedule an
appointment.
1 Click the Sent Items folder in the Folder List.
2 Select the appointment you want to reschedule and open it.
3 In the Appointment window, click Resend on the toolbar.
58GroupWise 8 WebAccess Client User Guide
4 Select Retract Original Item? to delete your original appointment.
5 Make your changes, then click Send on the toolbar.
Canceling an Appointment
You can cancel an appointment if you scheduled it or if you have the necessary Proxy rights to the
scheduler's Mailbox.
1 In your calendar, right-click the appointment you want to cancel, then click Delete.
2 Select Delete From All Mailboxes to remove it from other users’ mailboxes. Leave this option
deselected if you only want to delete it from your own mailbox.
3 (Optional) Type a message explaining the cancellation.
4 Click OK.
Canceling a Recurring Appointment
You can cancel a recurring appointment if you scheduled it or if you have the necessary Proxy rights
to the scheduler's Mailbox. Recurring appointments cannot be scheduled from WebAccess only
deleted.
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1 In your calendar, right-click the recurring appointment you want to cancel, then click Delete.
2 Select Delete From All Mailboxes to remove form the mailboxes you have sent to. Leave
deselected if you only want to delete from just your mailbox.
3 (Optional) Type a message explaining the cancellation.
4 Click OK.
5 Click This Instance or All Instances.
4.3.3 Sending Reminder Notes
Reminder notes are like mail messages but they are scheduled for a particular day and appear on the
Calendar for that date. You can use reminder notes to show vacations, holidays, paydays, birthdays,
and so forth.
“Scheduling a Reminder Note for Yourself” on page 59
“Scheduling a Reminder Note for Other Users” on page 60
Scheduling a Reminder Note for Yourself
A reminder note to yourself is called a posted reminder note. Posted reminder notes are placed in
your Calendar on the date you specify. They are not placed in your Mailbox or in any other user's
Mailbox.
1 In the Day view of your Calendar, type the reminder note message in the Add a note field of the
Notes section.
or
1 On the toolbar, click the arrow next to New, then click Posted Note.
2 Select a date.
Calendar59
3 Type a subject and the reminder note message.
4 Click Post on the toolbar.
To access the information later, open your Calendar and select the date the information appears on.
Double-click the reminder note in the Reminder Notes List.
Scheduling a Reminder Note for Other Users
1 On the toolbar, click the arrow next to New, then click Note.
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.
or
To select usernames from a list, click Address on the toolbar, select each user’s name, doubleclick each user, then click OK.
3 In the Start Date field, select the date this reminder note should appear in the recipients'
Calendars.
You can specify many options, such as making this reminder note a high priority, requesting a
reply from recipients, and more, by clicking the Send Options tab.
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4 (Optional) Type a subject and the reminder note message.
5 Click Send on the toolbar.
4.4 Receiving Calendar Items
Section 4.4.1, “Accepting or Declining Calendar Items,” on page 60
Section 4.4.2, “Delegating Calendar Items,” on page 61
Section 4.4.3, “Saving Calendar Items,” on page 61
Section 4.4.4, “Moving an Appointment to a Different Calender,” on page 61
4.4.1 Accepting or Declining Calendar Items
When you receive an appointment, task, or reminder note, you might not be able to accept it. In
GroupWise, you can let the sender know if you accept or decline, specify a level of acceptance or
availability, and add additional comments. You can also delegate the item to another user. The
sender can find your response by checking the item's properties.
If you decline an appointment after its start time, the sender sees the appointment as deleted rather
than declined in the appointment’s properties.
1 Open the appointment, task, or reminder note.
2 Click Accept or Decline on the toolbar.
3 (Optional) Type a message in the Comments to Sender field.
By default, the sender can view your comment by viewing the item properties in the Sent Items
folder. However, for a more noticeable indication when someone declines an item, the sender
has the option under Options > Send Options to set Return Notification When Declined to Mail Receipt, Notify, or both.
4 (Optional) Select the calendar you would like to have the message displayed in.
60GroupWise 8 WebAccess Client User Guide
5 Click Accept (or Decline) to close the window
6 If the calendar item is set as a recurring event, you are prompted to accept/decline all events or
just the one.
4.4.2 Delegating Calendar Items
Use Delegate to reassign a scheduled item to someone else. The sender can determine who you
delegated the item to by looking at the item’s properties.
1 Double-click an appointment, task, or note to open it.
2 Click Delegate to open a Delegate form.
3 In the To field, type a username, then press Enter.
or
To select a username from a list, click Address Book on the toolbar, search for and select each
user’s name, click To, then click OK.
4 Type any additional comments to the recipient.
5 Click Send on the toolbar.
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4.4.3 Saving Calendar Items
Saved items remain in your Calendar as well as being copied to the location you specify. Items are
saved in HTML format with a .html extension so that they can also be opened in your Web
browser. Attachments are saved in their original format.
1 Open the item you want to save, then click File > Save Page As.
2 Type a name for the file in the Name field.
3 Select the location from the Save in folder drop-down menu.
or
Select Browse for other folders for a different location.
4 Click Save.
4.4.4 Moving an Appointment to a Different Calender
Items on the calendar can be moved to other Calenders.
1 Select the calender item to move.
2 Click and drag the item to the new calendar.
The icon with the item changes from red to green when in an acceptable location.
3 Release the mouse button.
Calendar61
4.5 Publishing Personal Calendars on the
Internet
You can select to publish personal calendars or your free/busy schedule to the Internet. When you
publish a personal calendar to the Internet, that calendar can then be viewed by anyone on the
Internet. When you publish your personal calendar, it is published to your system’s Calendar
Publishing Host. For additional information about your Calendar Publishing Host, see your system
administrator.
The ability to publish your personal calendar can be enabled and disabled by your system
administrator. If your system administrator has disabled the ability to publish personal calendars,
this option is not displayed in the GroupWise client.
Section 4.5.1, “Publishing a Personal Calendar,” on page 62
Section 4.5.2, “Modifying a Published Calendar’s Settings,” on page 62
Section 4.5.3, “Unpublishing a Calendar,” on page 63
Section 4.5.4, “Publishing Your Free/Busy Schedule,” on page 63
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4.5.1 Publishing a Personal Calendar
You cannot publish the main GroupWise Calendar; you can only publish a personal or shared
calendar.
NOTE: Published calendars display as part of a Web address for identification. Special characters
like “!”, “@”, “#”, “{“, and the like should not be used as part of the calendar name, as it may cause
it to not be viewed properly in the Calendar Publishing Host.
1 In the Calendar Folder List, right-click the calendar you want to publish, then click Publish.
2 Select Publish.
3 Select the time period.
Select Entire calendar to send your entire calendar.
or
Select Previous to send part of your calendar. If you select Previous, you must specify a range
of days to send.
4 Select Private Items to include private items.
5 Select Include Attachments to include attachments.
6 To send someone a link to your published calendar, click Send Publish Link.
If you click Send Publish Link, a new e-mail message is opened with a link. Select who you
want to send the message to, then click Send.
7 Click Save, then click Close.
4.5.2 Modifying a Published Calendar’s Settings
1 In the Folder List, right-click the published calendar, then click Publish.
62GroupWise 8 WebAccess Client User Guide
2 Modify any publish options. For more information, see Step 3 through Step 6 of Section 4.5.1,
“Publishing a Personal Calendar,” on page 62.
3 Click Save, then click Close.
4.5.3 Unpublishing a Calendar
When you unpublish a calendar, the published calendar no longer displays in the list of published
calendars on the Calendar Publishing Host. Likewise, if anyone has subscribed to your calendar,
they no longer receive updates to your calendar and they might receive an error message.
1 In the Folder List, right-click the published calendar, then click Publish.
2 Deselect Publish, click Save, then click Close.
4.5.4 Publishing Your Free/Busy Schedule
Free/busy information in GroupWise can be published to allow access for other users. The free/busy
information can be accessed by other GroupWise users or any other users who can accept a .ifb
file type.
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1 On the main WebAccess page, click Options in the upper right corner.
2 Click the Calendar tab.
3 Select Publish my free/busy information.
4 Click Send Free/Busy Publish Location.
If you click Send Free/Busy Publish Location, a new e-mail message is opened with a link.
Select who you want to send the message to, then click Send.
5 Click Save, then click Close.
4.6 Printing a Calendar
Printing from WebAccess depends on the printing capabilities of your Web browser.
In the Month view, you can print different calendar items by selecting the item types in the upper
right corner.
1 Click Print View in the top right corner of a Calendar View to open a printer-friendly
version of the calendar.
IMPORTANT: Do not use File > Print in your Web browser. The graphical calendar
displayed in WebAccess cannot be printed as it displays on the screen.
2 Click Print this page to display a printable list of your appointments, notes, and tasks.
3 Select print options and print the calendar as you normally would in your Web browser.
Calendar63
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64GroupWise 8 WebAccess Client User Guide
5
Tasks and the Tasklist
A task is an item to be completed by a specified date and time. When you assign a task to a user, the
user can accept or decline the task, but until it is declined or completed, the task appears in the user’s
Tasklist and on the user’s Calendar each day.
The Tasklist folder contains any tasks that you post or accept, as well as any other item you place in
it as a reminder that the item needs to be acted upon.
To view more information about a task without having to open the item, mouse over the task in the
Day or Week Calendar view.
Section 5.1, “Understanding Tasks,” on page 65
Section 5.2, “Understanding the Tasklist Folder,” on page 65
Section 5.3, “Using Tasks,” on page 66
Section 5.4, “Using the Tasklist Folder,” on page 68
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5
5.1 Understanding Tasks
A task is an item that has a due date and requires a specific action. You can post a task for yourself or
accept a task from another person.
After it is accepted, a task appears on the Calendar on its start date and carries over to each
succeeding day. When the due date is past, the task displays in the Overdue section on the Calendar.
After you finish a task, you can mark it as complete. When you mark a task as complete, it no longer
carries over to the next day on your Calendar.
®
As the originator of an assigned task, you can have GroupWise
is marked as complete. A Completed status, including the date and time the task was marked as
complete, is placed in the Properties window for the task.
send you notification when the task
5.2 Understanding the Tasklist Folder
The Tasklist folder is a system folder that is used to keep track of GroupWise tasks and other items
that require action. Think of it as a master list of all your tasks.
When you post or accept a task, it automatically appears in the Tasklist folder. In addition, any item
type (mail, appointment, task, reminder note, phone message) can be placed in the Tasklist folder.
For example, you can place an e-mail in the Tasklist folder to remind yourself that you need to act on
it.
NOTE: The Tasklist replaces the Checklist folder in previous versions of GroupWise. For a
comparison of the Tasklist folder and the Checklist folder, see “Tasklist Folder” on page 17.
Items in the Tasklist folder do not always appear on the Calendar. Only items with a due date appear
on the Calendar. If you want an item in the Tasklist folder to appear on your Calendar, you must
assign that item a due date, as explained in Section 5.4.2, “Assigning a Due Date to a Tasklist Item,”
on page 69.
Tasks and the Tasklist
65
Figure 5-1 Mailbox Showing the Tasklist Folder
After you have placed an item in the Tasklist folder, you can:
Change its position in the Tasklist (“Reordering the Tasklist Folder” on page 69)
Assign it a due date (Section 5.4.2, “Assigning a Due Date to a Tasklist Item,” on page 69)
Mark it as complete (Section 5.3.2, “Tracking Task Completion,” on page 67)
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5.3 Using Tasks
A task is an item to be completed by a specified date and time. When you assign a task to a user, the
user can accept or decline the task, but until it is declined or completed, the task appears in the user’s
Tasklist folder and on the user’s Calendar each day.
Section 5.3.1, “Assigning a Task,” on page 66
Section 5.3.2, “Tracking Task Completion,” on page 67
5.3.1 Assigning a Task
When you create a task, you can assign it to yourself (a posted task) or assign it to multiple people.
“Assigning a Task to Other Users” on page 66
“Assigning a Task to Yourself” on page 67
Assigning a Task to Other Users
1 On the main WebAccess page, click the arrow next to New, then click Tas k.
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.
or
To select usernames from a list, click Address Book on the toolbar, search for and select each
user, then click OK.
3 Type the date you want the task to begin and the date you want the task to be completed. You
can type the same date in both fields.
or
Click to specify dates for your task.
66GroupWise 8 WebAccess Client User Guide
4 Type the subject.
5 (Optional) Type a priority for the task.
The task priority can consist of a character followed by a number, such as A1, C2, B, or 3.
6 Type a description of the task.
7 (Optional) Click the Send Options tab to specify other options, such as making this task a high
priority, requesting a reply from recipients, and more.
8 Click Send on the toolbar.
Assigning a Task to Yourself
1 In your Calendar, open the Day view, then select a date.
If you try to post a task to a date earlier than today, the task is posted to today’s date.
2 In the Tasks section, click the Add a task field.
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3 Type a subject.
4 Press Enter.
Your task is immediately posted to the date you selected. GroupWise uses the date you selected
as the starting and ending date for your task.
5 (Optional) To change the starting date, ending date, description or to add a priority to your task,
double-click the task in the Tasks section.
6 Click Post on the toolbar.
Posted tasks are placed in your Calendar and in your Tasklist folder. They are not placed in your
Mailbox, or in any other user’s Mailbox.
TIP: You can also create a Tasklist that is not associated with your Calendar. In this type of list, any
item type (mail, appointment, task, reminder note, phone message) can be used. For information, see
“Using the Tasklist Folder” on page 68.
5.3.2 Tracking Task Completion
When you finish a task, you can mark it as Complete. Tasks you mark as Complete are not carried
over to the next day on your Calendar. Completed tasks are distinguished by a check mark in your
Calendar. Overdue tasks display in the Overdue section of your tasklist.
Tasks and the Tasklist67
If you mark a task as complete, then realize you left some part of it incomplete, you can unmark it.
Unmarked tasks display on the current day in your Calendar.
“Marking an Item As Complete” on page 68
“Checking the Completion Status of a Task You Sent” on page 68
Marking an Item As Complete
1 Click Calendar on the Nav Bar.
Tasks can also be marked as complete in the Tasklist folder. See Section 5.3.2, “Tracking Task
Completion,” on page 67 for more information.
2 In your Ta sk s section, select the check box next to the task.
To unmark a task that has been marked as complete, deselect the marked check box next to the
task.
Checking the Completion Status of a Task You Sent
1 Click the Sent Items folder in the Nav Bar.
If you also assigned the task to yourself, you can find it in the Calendar or in the Tasklist folder.
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2 Right-click the task you want to check, then click Properties.
5.4 Using the Tasklist Folder
The Tasklist folder is a system folder used to keep track of GroupWise tasks and other items that
require action. Any item type (mail, appointment, task, reminder note, phone message) can be
placed in the Tasklist folder.
Section 5.4.1, “Moving an Item from Another Folder to the Tasklist Folder,” on page 68
Section 5.4.2, “Assigning a Due Date to a Tasklist Item,” on page 69
Section 5.4.3, “Reordering the Tasklist Folder,” on page 69
5.4.1 Moving an Item from Another Folder to the Tasklist Folder
A common way to place items in the Tasklist folder is to move those items from other folders. For
example, you might receive an appointment for a meeting where you are expected to give a brief
presentation. You can add that appointment to your Tasklist folder so it reminds you that you have a
presentation coming up.
1 Open the folder containing the item you want to make into a task, then open that item.
2 Click , then click Move to Folder.
3 Click the Tasklist folder.
You can move the task to the top or bottom of the list by using the arrows in the right corner of
your Tasklist page.
4 Open the newly moved item and click .
5 Select Activate Tasklist due date and select a due date.
6 Click Save.
68GroupWise 8 WebAccess Client User Guide
In the Calendar, the items display with a check box to the left of them. When you complete an item
in the Tasklist, you can mark it complete by selecting the check box.
5.4.2 Assigning a Due Date to a Tasklist Item
1 Open an item in the Tasklist folder.
2 Click .
3 Select Activate Tasklist due date, then select a date.
5.4.3 Reordering the Tasklist Folder
There are multiple ways to reorder the Tasklist folder:
“Moving Items Up or Down in the Tasklist” on page 69
“Moving an Item to the Top or Bottom of the Tasklist” on page 69
Moving Items Up or Down in the Tasklist
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1 Open the Tasklist folder.
2 Select the item you want to move.
3 (Conditional) To move the item up in the list, click the up-arrow located above the Folder List
until the item is in the desired position.
4 (Conditional) To move the item down in the list, click the down-arrow located above the Folder
List until the item is in the desired position.
Moving an Item to the Top or Bottom of the Tasklist
1 Open the Tasklist folder.
2 Select the item you want to move.
3 (Conditional) To move the item to the top of the list, click the Move to top arrow located above
the Folder List.
4 (Conditional) To move the item to the bottom of the list, click the Move to bottom arrow located
above the Folder List.
Tasks and the Tasklist69
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70GroupWise 8 WebAccess Client User Guide
6
Contacts and Address Books
Use an address book like a contact management tool, phone directory, and information center for
your addressing needs. Address books can store names and addresses, e-mail addresses, phone
numbers, and much more. Contacts folders display address book information in convenient address
card format. Entries in an address book can be a contact, group, resource, or organization.
Section 6.1, “Understanding Address Books,” on page 71
Section 6.2, “Using the Address Books to Address Items,” on page 72
Section 6.3, “Using the Contacts Folder,” on page 74
Section 6.4, “Working with Address Books,” on page 80
6.1 Understanding Address Books
In the Windows, Linux, and Macintosh* versions of the GroupWise® client, users can share address
books with other users. In GroupWise WebAccess, you cannot share an address book with other
users, but you can receive shared address books. When you accept a shared address book, it appears
in your Address Book list along with your system address book, personal address book, and
Frequent Contacts address book.
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6
GroupWise uses the following types of address books:
Section 6.1.1, “GroupWise Address Book,” on page 71
Section 6.1.2, “Frequent Contacts Address Book,” on page 71
Section 6.1.3, “Personal Address Books,” on page 72
6.1.1 GroupWise Address Book
The GroupWise Address Book is the address book configured and maintained by the system
administrator. Use this address book to view information about everyone in your GroupWise system.
The GroupWise Address Book is marked with a icon.
Because the GroupWise Address Book is generally quite large, you might want to search for names
or use predefined Finds to find the name you are looking for, rather than scrolling through the entire
address book. For more information, see “Searching for Users, Resources, Organizations, and
Groups” on page 84 and “Using Filters to Narrow an Address Search” on page 84.
You can view information about contacts in the GroupWise Address Book, but you cannot edit this
information.
6.1.2 Frequent Contacts Address Book
Use the Frequent Contacts address book to access your most frequently used or most recently used
entries. When you use an address in a message, the entry is copied to the Frequent Contacts address
book if the book’s options are set to do so. Addresses added by the GroupWise Windows client also
appear in the GroupWise WebAccess Frequent Contacts address book.
Contacts and Address Books
71
The Frequent Contacts address book is marked with a icon.
Although the Frequent Contacts address book is created by GroupWise, it is considered a personal
address book because you can edit the information for contacts.
After an entry is placed in Frequent Contacts, it remains there until you delete it. The entry also
remains in its original address book.
6.1.3 Personal Address Books
You can create, edit, save, and rename multiple address books for your personal use. For information
on creating a personal address book, see Section 6.4.2, “Creating a Personal Address Book,” on
page 81.
Personal address books are marked with a icon.
You can add and delete names and address information for any contact (person, organization, or
resource) you want in your personal address books.
When you create multiple address books, you can include the same name and address in several
books.
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Personal address books list addresses according to your preferences. For example, you can include
Internet addresses or no address at all for the people you add to your personal address books. You
can also create personal groups. If you save a list of people as a group, you only need to type the
group name in the To box to send the entire group a message. See “Organizing Addresses in
Groups” on page 77.
6.2 Using the Address Books to Address Items
There are multiple ways to address an item in GroupWise:
Section 6.2.1, “Using the Address Selector,” on page 72
Section 6.2.2, “Using the Contacts Folder,” on page 73
Section 6.2.3, “Sending Mail from the Address Book,” on page 74
6.2.1 Using the Address Selector
When you are composing a new item and click Address Book on the item view toolbar, the Address
Selector displays. The Address Selector presents a simplified view of the Address Book, providing
you with the options you need to select a name or create a group.
“Understanding the Address Selector” on page 72
“Addressing an Item with the Address Selector” on page 73
Understanding the Address Selector
The Address Selector displays in places throughout GroupWise, such as when you are selecting
members of a group or entries for a filter or find. It might be slightly modified to show only contextappropriate options.
In the Address Selector, you view one address book at a time. To choose a different address book to
look at, click an address book in the Address Books drop-down list.
72GroupWise 8 WebAccess Client User Guide
Select the entries you want placed in To, CC, or BC fields of the item you are addressing. You can
filter the list of entries by groups, people, organization, and resources by using the Entry Type drop-
down list. You can also search the list by name, first name, last name, or a variety of other options by
using the drop-down lists.
You can resize the Address Selector by dragging a corner of the window. You can open a contact
entry to view details by clicking the contact’s name.
You can add contacts to the right pane and then create a group by clicking Save Group. If you click
the Save Group button, you can select which address book the group is saved to. Otherwise it is
saved to the address book displayed in the Address Selector.
To create a new contact, click New. Enter the contact information in the different tabbed pages, then
click OK. For more information, see Section 6.4.6, “Viewing Contacts, Groups, Organizations, or
Resources in the Address Book,” on page 83.
Addressing an Item with the Address Selector
Use the Address Selector to address items you are composing. For more information about the
Address Selector, see Section 6.2.1, “Using the Address Selector,” on page 72.
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1 In an item you are composing, click Address Book on the toolbar.
2 Select an address book from the Address Books drop-down list.
3 Search for the names you want as primary (To) recipients of your message.
4 Select each name you want to include.
5 Click To.
6 To address carbon copy recipients, select the names you want, then click CC.
7 To address blind copy recipients, select the names you want, then click BC.
8 Click Entry Type to show only contacts, groups, resources, or organizations.
9 Click the begins with drop-down list to select how you want to locate a recipient (by first name,
last name, or department), then select the recipient's name.
10 Click OK.
If you know the person’s name, begin typing it in the To field of the item view. Name Completion
searches the Frequent Contacts address book, the current address book, and the GroupWise Address
Book, if they are listed in the Name Completion Search Order. When Name Completion finds the
person you want to send a message to, you can stop typing.
6.2.2 Using the Contacts Folder
Use the Contacts folder to view, update, delete, and add information to the contacts in your address
book.
“Understanding the Contacts Folder” on page 73
“Using Frequent Contacts to Address an Item” on page 74
Understanding the Contacts Folder
The Contacts folder in the GroupWise Folder List, by default, represents the Frequent Contacts
address book in the Address Book.
Contacts and Address Books73
Any modification you make in the Contacts folder is also made in the corresponding address book
(Frequent Contacts or other address book).
The Folder List displays a list of all personal address books under the Contacts folder. You can
quickly select a different personal address book by clicking the address book in the Folder List.
Clicking QuickViewer on the toolbar allows you to quickly view and edit details for a contact, group,
resource, or organization.
For more information, see Section 6.3.1, “Managing Contacts,” on page 75, Section 6.3.2,
“Managing Groups,” on page 77, Section 6.3.3, “Managing Resources,” on page 78, and
Section 6.3.4, “Managing Organizations,” on page 80.
Using Frequent Contacts to Address an Item
Use the Frequent Contacts address book to access your most frequently used or most recently used
entries. When you use an address in a message, the entry is copied to the Frequent Contacts address
book.
After an entry is placed in Frequent Contacts, it remains there until you delete it. The entry also
remains in its original address book.
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1 Click Address Book in an item you are composing.
2 Select Frequent Contacts from the Address Book drop-down list.
3 Search for and select the users you want.
4 Click To, CC, or BC for the selected users.
5 Click OK.
The Frequent Contacts address book can be closed, but it cannot be deleted.
6.2.3 Sending Mail from the Address Book
Use Mail to send items from an address book. If you have opened the Address Book from the main
GroupWise WebAccess page, the Address Book is not connected to an item view. Mail lets you open
an item view from the Address Book.
1 On the main WebAccess page, click Address Book on the toolbar.
2 Select an address book from the drop-down list.
3 Search for and select the users you want.
4 Click To.
5 Click Mail.
6.3 Using the Contacts Folder
Section 6.3.1, “Managing Contacts,” on page 75
Section 6.3.2, “Managing Groups,” on page 77
Section 6.3.3, “Managing Resources,” on page 78
Section 6.3.4, “Managing Organizations,” on page 80
74GroupWise 8 WebAccess Client User Guide
6.3.1 Managing Contacts
Each contact in the Contacts folder is marked with . When you double-click a contact, the contact
item view displays.
“Adding a Contact” on page 75
“Modifying a Contact” on page 75
“Deleting a Contact” on page 76
“Changing the Display Name of a Contact” on page 76
“Viewing All Correspondence with a Contact” on page 76
“Journaling Interactions with Contacts” on page 76
Adding a Contact
You can add a contact to either the Frequent Contacts address book or a personal address book.
1 On the main WebAccess page, click Contacts on the Nav Bar.
2 Select the address book you want to add the contact to.
3 Click New on the toolbar, then select Contact.
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4 In the name fields, specify the contact’s First, Middle, and Last names.
5 In the Display Name field, specify the name you want to use for the contact.
Information in the Display Name field displays in the contact list.
6 Specify any other information you want to record about the contact.
Summary: Displays a summary of the information contained in the other pages.
Contact: Use this page to specify the contact’s name, multiple e-mail address, multiple phone
numbers, and multiple instant messaging IDs.
Details: Use this page to specify the contact’s profession, department, assistant, birthday,
anniversary, spouse, children, hobbies, and any Internet addresses associated with the contact.
To specify an Internet Address for the contacts office, personal, or Free/Busy information,
specify the address in the appropriate fields.
Address: Use this page to specify the contact’s office, home, and any other addresses.
Notes: Use this page to view information about your interaction with this contact that you
entered in the GroupWise Windows client. This page can function like a contact journal.
History: Displays all the items you have sent to or received from this contact.
7 Click Save & Close.
Modifying a Contact
You can modify a contact’s information in either the Frequent Contacts address book or a personal
address book. In order to modify a contact from your corporate address book, you must first copy
the contact to either your Frequent Contacts address book or a personal address book.
1 Click the Contacts tab on the Nav Bar.
2 Select the address book you want to modify the contact in.
3 In the contact list, double-click the contact to modify.
Contacts and Address Books75
4 Make any needed modifications to the contact.
For information about the contact details you can enter on each tab, see “Adding a Contact” on
page 75.
5 Click Save & Close.
Deleting a Contact
You can delete a contact in either the Frequent Contacts address book or a personal address book.
You cannot delete a contact from your corporate address book.
1 Click the Contacts tab on the Nav Bar.
2 Select the address book you want to delete the contact in.
3 In the contact list, click the contact, then click Delete.
Changing the Display Name of a Contact
The display name is the name that displays when you begin typing in the To (or BC or CC) field of a
message. When you begin typing a name, for example “Ta,” Name Completion fills in the rest of the
name with a name from the address book, for example “Tabitha Hu.” However, if there are two
Tabitha Hus in the address book, one in Accounting and one in Facilities, it might be difficult for
you to know which name Name Completion has filled in, unless you take the time to look at more
properties.
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You can change the display name so that it’s easy to know which name Name Completion has filled
in. For example, if you only correspond with Tabitha Hu in Accounting, you could change the
display name to Tabitha--Accounting.
1 Click the Contacts tab on the Nav Bar.
2 Click the address book you want to modify the contact in.
3 Double-click a contact.
4 Type a new name in the Display field.
5 Click OK.
Viewing All Correspondence with a Contact
1 Click the Contacts tab on the Nav Bar.
2 Click the address book you want to use.
3 Double-click a contact.
All items you have received from or sent to this contact display in the History tab.
4 Click the History tab.
Journaling Interactions with Contacts
Like a journal, the notes feature has the ability to log your various interactions with your contacts.
1 Click the Contacts tab on the Nav Bar.
2 Click the address book you want to use.
76GroupWise 8 WebAccess Client User Guide
3 Double-click a contact.
4 Click the Notes tab.
6.3.2 Managing Groups
Each group in the Contacts folder is marked with . When you double-click a group, the group item
view displays.
“Organizing Addresses in Groups” on page 77
“Creating and Saving a Personal Group” on page 77
“Adding Contacts to a Group” on page 77
“Deleting a Contact from a Group” on page 78
“Addressing Items to a Group” on page 78
“Viewing Group Information” on page 78
Organizing Addresses in Groups
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A group is a list of users or resources you can send messages to. Use groups to send a message to
several users or resources by typing the group name in the To , BC, or CC fields. There are two types
of groups: public and personal.
A public group is a list of users created by the system administrator, and it is available for use by
each GroupWise user. For example, there might be a public group for the Accounting Department.
Each employee in Accounting is included in the group. Public groups are listed in the system
address book.
A personal group is a group created by you. For example, if you often send an appointment to your
work group, you can include each co-worker’s address or name and a meeting place (a resource) in a
personal group.
Creating and Saving a Personal Group
1 On the main WebAccess page, click Address Book on the toolbar.
2 Click the personal address book you want to add the group to.
3 Search for and select each user, click To, CC, or BC for each user, then click Save Group.
4 Type a name for the group.
5 (Optional) Type any comments, such as a description for the group.
6 Click Save to save the group in the personal address book.
Adding Contacts to a Group
If you are adding contacts to a group, such as a corporate distribution list, you must have the proper
rights granted to you by the system administrator.
1 On the main WebAccess page, click Address Book on the toolbar.
or
In an item you are composing, click Address Book on the toolbar.
2 Select the address book where the group is located, then search for the group.
Contacts and Address Books77
3 Click the group name, then click Modify.
Groups are marked with .
4 To add a contact, select the address book the contact is in, search for and select the contact, then
click To, CC, or BC.
5 Click Save Group.
Deleting a Contact from a Group
1 On the main WebAccess page, click Address Book on the toolbar.
2 Select the address book where the group is located, then search for the group.
3 Click the group name, then click Modify.
4 Click the red X next to the contact’s name in the group list.
5 Click Save Group.
Addressing Items to a Group
1 In an item view, click Address Book on the toolbar.
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2 Select the address book where the group is located, then search for the group.
3 Select a group, then click To, CC, or BC.
4 (Optional) To show all the members of the group, click the group name.
5 Click OK to return to the item view.
Viewing Group Information
1 On the main WebAccess page, click Address Book on the toolbar, select the address book where
the group is located, then search for the group.
or
Click Address Book on the toolbar in an item you are composing.
or
Click the Contacts tab in the Nav Bar.
2 Click the group name.
6.3.3 Managing Resources
Resources are items that can be scheduled for meetings or other uses. Resources can include rooms,
computer projectors, cars, and more. The system administrator defines a resource by giving it an
identifying name and assigning it to a user. Resources can be included in a busy search, just as users
can. Resource IDs are entered in the To box. A user assigned to manage a resource is the owner of
that resource.
The owner of a resource is responsible for accepting and declining appointments for the resource. In
order to do so, the owner must have full proxy rights to the resource. As a resource owner, you can
select to receive notification of appointments for the resource.
“Accepting and Declining Resource Requests” on page 79
“Adding a Personal Resource” on page 79
78GroupWise 8 WebAccess Client User Guide
“Modifying a Personal Resource” on page 79
“Deleting a Personal Resource” on page 79
Each resource in the Contacts folder is marked with . When you click a resource, the resource item
view displays.
Accepting and Declining Resource Requests
You can accept or decline requests for a resource only if you are the owner and have been granted
Read and Write rights.
1 On the main WebAccess page, click Proxy in the toolbar.
2 Click the resource you own.
If the resource you own isn’t listed, type the name of the resource you own, then click Login.
3 Click the item you need to accept or decline.
4 Click Accept or Decline on the toolbar.
Adding a Personal Resource
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You can add a personal resource to either the Frequent Contacts address book or a personal address
book.
1 On the main WebAccess page, click Address Book on the toolbar.
2 Select the personal address book you want to add the resource to.
3 Select Resource from the New drop-down list.
4 In the Name field, specify the name for the resource.
5 Specify any other information you want to record for the resource.
6 In the Comments field, specify any comments you might have for the resource.
For example, you might want to specify how big a conference room is or what type of
equipment is in the room.
7 Click Save & Close.
Modifying a Personal Resource
1 On the main WebAccess page, click Contacts on the toolbar, then select the resource.
2 Search for the resource you want to modify.
Resources are marked with .
3 Double-click the resource.
4 Modify any information as needed.
5 Click Save.
Deleting a Personal Resource
1 On the main WebAccess page, click Contacts on the toolbar.
2 Select the address book where the resource is located, then search for the resource.
3 Select the group, then click Delete.
Contacts and Address Books79
6.3.4 Managing Organizations
Each organization in the Contacts folder is marked with the Organization icon. When you click
an organization, the organization item view displays.
“Adding a Personal Organization” on page 80
“Modifying a Personal Organization” on page 80
“Deleting a Personal Organization” on page 80
Adding a Personal Organization
You can add an organization to your Frequent Contacts address book or a personal address book.
1 On the main WebAccess page, click Contacts on the toolbar.
2 Click the personal address book you want to add the organization to.
3 Select Organization in the New drop-down list.
4 In the Organization field, specify the name of the organization.
5 Specify any other information you want to record for the organization.
6 Click Save & Close.
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Modifying a Personal Organization
1 On the main WebAccess page, click Contacts on the toolbar, then select the address book
where the organization is located.
or
Click Address Book on the toolbar in an item you are composing.
2 Search for the organization.
Organizations are marked by the icon.
3 Double-click the organization
4 Modify any information as needed.
5 Click Save & Close.
Deleting a Personal Organization
1 On the main WebAccess page, click Contacts on the toolbar, then select the address book
where the organization is located.
or
Click Address Book on the toolbar in an item you are composing.
2 Select the organization, then click Delete.
Organizations are marked by the icon.
6.4 Working with Address Books
Section 6.4.1, “Opening an Address Book,” on page 81
Section 6.4.2, “Creating a Personal Address Book,” on page 81
80GroupWise 8 WebAccess Client User Guide
Section 6.4.3, “Editing a Personal or Frequent Contacts Address Book,” on page 81
Section 6.4.4, “Deleting a Personal Address Book,” on page 82
Section 6.4.5, “Accepting a Shared Address Book,” on page 83
Section 6.4.6, “Viewing Contacts, Groups, Organizations, or Resources in the Address Book,”
on page 83
Section 6.4.7, “Searching for Address Book Entries,” on page 83
6.4.1 Opening an Address Book
To open an address book, click Address Book on the main WebAccess toolbar. The Address Book
opens, displaying a drop-down menu that lists the GroupWise Address Book, Frequent Contacts
address book, and any personal address books you have created.
You can use the drop-down menu to select the address books in this view. The left pane lists the
matching search entries in the selected address book.
Using the Address Book, you can open contacts to view details, select names to send an item to,
create and modify groups, and create and delete contacts.
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The Address Book also provides you with advanced options, such as creating and modifying
personal address books and changing your Name Completion search order.
6.4.2 Creating a Personal Address Book
1 On the main WebAccess page, click Address Book on the toolbar.
2 Click Address Book Options.
3 Click Create to display the Create Address Book form.
4 Type a name for the new book and a description (optional), then click OK.
5 Click Close to return to the Address Book.
6.4.3 Editing a Personal or Frequent Contacts Address Book
In a personal address book, including the Frequent Contacts address book, you can add or delete
entries, edit existing information, copy names from one book to another, or rename a book.
“Copying a Personal Address Book” on page 82
“Copying Entries to Another Personal Address Books” on page 82
Contacts and Address Books81
“Renaming a Personal Address Book” on page 82
“Deleting Entries from a Personal Address Book” on page 82
Copying a Personal Address Book
1 On the main WebAccess page, click Address Book on the toolbar.
2 Click Address Book Options.
3 Click Save As next to the personal address book you want to copy.
4 Type a name for the address book, then click OK.
Copying Entries to Another Personal Address Books
You cannot copy names to the GroupWise Address Book.
1 On the main WebAccess page, click Contacts on the toolbar.
2 Click an address book, then search for the entries you want to copy.
3 Select each entry you want to copy.
4 Click Copy.
5 Select the address book you want to copy the names to, then click OK.
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Renaming a Personal Address Book
1 On the main WebAccess page, click Address Book on the toolbar.
2 Click Address Book Options.
3 Click the personal address book you want to rename.
You cannot rename the Frequent Contacts address book.
4 Type the new name, then click OK.
Deleting Entries from a Personal Address Book
1 On the main WebAccess page, click Contacts on the toolbar.
2 Click an address book, then search for the names you want to delete.
3 Select each name you want to delete.
4 Click Delete.
6.4.4 Deleting a Personal Address Book
1 On the main WebAccess page, click Address Book on the toolbar.
2 Click Address Book Options.
3 Click Delete next to the name of the address book that you want to delete.
4 Click Close.
After it is deleted, a personal address book cannot be recovered.
82GroupWise 8 WebAccess Client User Guide
6.4.5 Accepting a Shared Address Book
In the Windows, Linux, and Macintosh versions of the GroupWise client, users can share address
books with other users. In GroupWise WebAccess, you cannot share an address book with other
users, but you can receive shared address books. When you accept a shared address book, it appears
in your Address Book list along with the GroupWise Address Book, Frequent Contacts address
book, and personal address books.
1 Click the Mailbox icon in the Folder List.
2 Click the shared address book notification to open it, or right-click it > click Open.
3 Click Accept Address Book to add the address book to the Address Book list.
You can now use the shared address book to address items or look up user information, just as you
would in other address books.
6.4.6 Viewing Contacts, Groups, Organizations, or Resources
in the Address Book
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Use the predefined filters on the Vie w menu to display only groups, people, organizations, or
resources in an address book.
By default, address books display all entries. Although all groups, organizations, and resources are
marked by icons, finding specific entries in large address books can be difficult. A predefined filter
displays only the type of entry you are looking for.
To view groups, organizations, or resources in an address book:
1 On the main WebAccess page, click Address Book on the toolbar.
2 Click an address book.
3 Click Entry Type to filter the list by contacts, groups, resources, or organizations.
4 Select Number of names to display.
5 Click Search.
The Address Book uses the following icons to identify contacts, resources, groups, and
organizations:
Contacts
Resources
Groups
Organizations
6.4.7 Searching for Address Book Entries
You can specify search criteria by using the predefined filters. For example, you can use the begins
with filter to display only entries with last names that begin with “D.”
“Searching for Users, Resources, Organizations, and Groups” on page 84
Contacts and Address Books83
“Using Filters to Narrow an Address Search” on page 84
“Defining Name Completion Search Order” on page 84
Searching for Users, Resources, Organizations, and Groups
1 On the main WebAccess page, click Address Book on the toolbar.
or
Click Address Book on the toolbar in an item you are composing.
2 Select the address book you want to search.
3 In the search field, begin typing what you are searching for.
Name Completion completes the name.
Using Filters to Narrow an Address Search
1 On the main WebAccess page, click Address Book on the toolbar.
or
Click Address Book on the toolbar in an item you are composing.
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2 Select the address book you want to search.
3 Select whether you want to search for the name, last name, first name, or other option.
4 Select which predefined filter you want to use: begins with, equals, does not begin with, or not
equal.
For example, to list only users whose last name is Davis, select Last Name, select equals, then
type “Davis.”
5 Type the information you want to search for.
Name Completion completes the name.
Click Entry Type to filter the list by contacts, groups, resources, or organizations.
6 Click Search.
Defining Name Completion Search Order
1 On the main WebAccess page, click Options in the upper right corner.
2 Click the General tab.
3 In the Available books box, click or Ctrl+click the books you want Name Completion to search,
then click Add.
4 To change the search order of an address book, select the address book in the Selected Books
list, then click Move Down or Move Up.
5 To disable Name Completion, deselect the Enable Name Completion check box.
6 Click Save, then Close.
84GroupWise 8 WebAccess Client User Guide
7
Finding Items
GroupWise® WebAccess includes two features to help you search your e-mail, appointments, and
other GroupWise items.
The Search tool: The Search tool ( on the toolbar) enables you to specify a number of
criteria to help you locate the item you need.
The Find tool: The Find tool enables you to quickly search for an item within a folder.
Section 7.1, “Understanding GroupWise Searches,” on page 85
Section 7.2, “Searching for a Word or Phrase Using Find,” on page 86
Section 7.3, “Searching with Criteria,” on page 86
Section 7.4, “Narrowing a Search,” on page 86
Section 7.5, “Viewing the Results of a Search,” on page 87
Section 7.6, “Finding Text in Items,” on page 87
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7
7.1 Understanding GroupWise Searches
Like other search engines, the GroupWise search engine creates an index of whole words that are
contained in the items being searched. When you search with the Search tool, GroupWise compares
your search criteria and attempts to match them with the words in the search index. Because the
Search tool searches for whole words, Search does not locate partial words or punctuation.
The Find tool, on the other hand, recognizes consecutive characters, even if they are not whole
words, as long as the characters exist in exactly the same order you enter them in the Find search
box.
For example, if you are looking for an e-mail with “Project status meeting next Tuesday” as the
subject, you can search for any or all of the words in the subject in either the search tool or the Find
tool.
The following are among the successful search criteria to find that e-mail in each search tool:
ToolExampleFinds
Search (by subject)meeting tuesdayAll items with either “meeting” or
“tuesday” in the subject.
Findmeeting tuesdayAll items with the phrase “meeting
tuesday” together in exactly that order in
the subject.
Findmeeting *dayAll items with “meeting” followed
immediately by a day of the week in the
subject.
More information to help you make your searches successful can be found throughout this section.
For details about options, operators, and wildcards that can be used to compose a search query, see
Section 7.3, “Searching with Criteria,” on page 86.
Finding Items
85
7.2 Searching for a Word or Phrase Using Find
Find lets you display items that contain specific subjects, recipients, or words. Find will search all
files and folders looking for exact matches.
When you use Find, all items that do not match the criteria you select are hidden from view. Find
does not actually move or delete items; it displays certain items based on the criteria you specify.
When you clear the Find criteria, the hidden items are displayed.
1 Open the folder you want to search.
2 Type a word or phrase in the Find field.
The word or phrase can be any set of consecutive characters contained in the item you are
trying to find.
3 Choose the item you want from the filtered list of items.
To clear the find criteria, click the name of the folder in the folder list.
7.3 Searching with Criteria
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1 On the main WebAccess page, click Search on the toolbar.
2 To search for specific text, select Full Text or Subject, then type what you are looking for in the
field.
3 To search for a name, select From or To/ CC, then type the name in the field.
4 Select each item type you are looking for, then select each item source you are looking for.
5 In the Search in list box, click the folders and/or libraries you want to search in.
You might need to click the plus sign (+) next to your user folder to expand the folder structure.
All of your folders are searched by default. To speed up your search, select only the folders you
want to search.
6 Click Find.
7 Choose the item you want from the filtered list of items.
7.4 Narrowing a Search
You can use Search to narrow your search.
In the first field of the Search window, type the uncommon words you notice in the item. If you
search using common words, the results of your search are likely too large to be very helpful.
To increase the speed of your search, select the folders that probably contain the item you are
looking for.
If you cannot find the document or message, check your search criteria for misspelled words.
Also, check the syntax of your search to make sure you are telling Search to search for exactly
what you want.
86GroupWise 8 WebAccess Client User Guide
7.5 Viewing the Results of a Search
Although you cannot create new Find Results folders in WebAccess, you can use folders that you
created in the GroupWise Windows client. However, to ensure that you are viewing the most recent
information in the folder and not a cached copy, you should click Update before opening a Find
Results folder.
To see your search results at any time, select the folder.
7.6 Finding Text in Items
In an open item, click Ctrl+F to use your browser’s Find utility. If you need help, consult your
browser’s help, which is usually accessed by pressing F1.
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Finding Items87
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88GroupWise 8 WebAccess Client User Guide
8
Rules
You can automate many GroupWise® actions, such as replying when you’re out of the office,
deleting items, or sorting items into folders, by using rules to define a set of conditions and actions
to be performed when an item meets those conditions.
Section 8.1, “Understanding Rules,” on page 89
Section 8.2, “Actions a Rule Can Perform,” on page 89
Section 8.3, “Creating a Rule,” on page 90
Section 8.4, “Editing a Rule,” on page 93
Section 8.5, “Deleting a Rule,” on page 93
Section 8.6, “Enabling or Disabling a Rule,” on page 94
8.1 Understanding Rules
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8
When you create a rule, you must do the following:
Name the rule.
Select an event. The event is the trigger that starts the rule.
Select the types of items that will be affected by the rule.
Add an action. The action is what you want the rule to do when it is triggered.
Save the rule.
Make sure the rule is enabled.
Rules are stored in your GroupWise Mailbox at your post office. Because of this, rules you define in
other versions of the GroupWise client also appear in the Rules list and apply when you use
GroupWise WebAccess.
You can edit any rules you create in GroupWise WebAccess. If you create rules using another
version of the GroupWise client, you can edit those rules if they do not contain more capabilities
than GroupWise WebAccess allows you to set. For example, the Windows version of the GroupWise
client lets you create rules to apply to items you are sending. Because the Rules feature in
GroupWise WebAccess does not include this capability, you cannot edit that rule.
8.2 Actions a Rule Can Perform
The following table shows the actions you can perform by setting up rules:
Table 8-1 Actions a Rule Can Perform
ActionResult
VacationSends an automatic reply to the sender of any new items. For example, if you need
to be out of the office for several days, your rule could send a reply indicating when
you’ll be back. Replies are sent only once per sender.
Rules
89
ActionResult
DeleteDeletes or declines any item when the rule conditions are met. For example, your
rule could decline any appointment scheduled for a certain day of the week if you
are always unavailable for meetings on that day.
ForwardForwards items to one or more users when the rule conditions are met. For
example, if you are on a core team, you can have a rule forward meeting minutes to
extended team members.
Move to FolderMoves items to a folder when the rule conditions are met. For example, you might
want all items with certain words in the Subject box moved to a common folder.
ReplySends a prepared reply to the sender when the rule conditions are met. For
example, if you need to be out of the office for several days, your rule could send a
reply to incoming items indicating when you’ll be back.
You can also use Define Conditions to prevent replies going to mail list servers and
other large groups.
8.3 Creating a Rule
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Rules can help you sort your messages, inform others that you’re on vacation, or forward your
messages to another e-mail account.
Section 8.3.1, “Creating a Basic Rule,” on page 90
Section 8.3.2, “Creating a Vacation Rule or Auto Reply,” on page 91
Section 8.3.3, “Creating a Rule to Forward All Mail to Another Account,” on page 91
Section 8.3.4, “Limiting Items Affected by a Rule,” on page 91
Section 8.3.5, “Using Rule Conditions,” on page 92
8.3.1 Creating a Basic Rule
1 On the main WebAccess page, click Options in the upper right corner.
2 Click Rules.
3 Select the type of rule you want to create.
4 Click Create to display the Create Rule form.
5 Type a name in the Rule name field.
6 If you want to further restrict the items affected by the rule, select the appropriate options in the
Define Optional Conditions section. For more information, see “Understanding Rule Fields” on
page 92.
7 Define the actions you want the rule perform.
90GroupWise 8 WebAccess Client User Guide
Some actions such as Move to Folder and Reply require you to fill in additional information.
8 Click Save.
For a rule to function, it must be enabled. See “Enabling or Disabling a Rule” on page 94.
8.3.2 Creating a Vacation Rule or Auto Reply
1 On the main WebAccess page, click Options in the upper right corner.
2 Click Rules.
3 Select Vacation from the drop-down menu of the Type field, then click Create.
4 Type a name in the Rule name field, such as Vacation Rule.
5 Type a subject, for example:
Janet is out of the office.
6 Type a message, for example:
I am out of the office from September 3-September 10. If you need assistance during this time,
please contact Martha Robbins at extension 1234.
7 Click Save, verify that the rule has a check mark next to it indicating that it is enabled, then
click Close.
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8.3.3 Creating a Rule to Forward All Mail to Another Account
1 On the main WebAccess page, click Options in the upper right corner.
2 Click Rules.
3 Select Forward from the drop-down menu of the Typ e field, then click Create.
4 Type a name in the Rule name field, such as Forward Rule.
5 Use Define Optional Conditions to add specific information to your rule.
In the first condition field, select To. This tells the rule to check the To: line in each
incoming item.
In the second condition field, select Matches. This tells the rule that the text in the
incoming item’s To: line must match the text you type in the next condition field.
In the last condition field, type your name as it displays in the To : field of a mail message.
For example: msmith@corporate.com.
6 Type the address that you want the items forwarded to in the To field.
7 Type a subject you want to use for forwarded items, for example Fwd:.
8 (Optional) Type a message for all forwarded items.
9 Click Save, verify that the rule has a check mark next to it indicating that it is enabled, then
click Close.
8.3.4 Limiting Items Affected by a Rule
Use Define Optional Condition options to further limit the items affected by a rule.
1 On the Rules page, click the first drop-down list, then click a field.
To learn about what the fields represent, see “Understanding Rule Fields” on page 92.
Rules91
2 Click the operator drop-down list, then click an operator.
To learn how to use operators, see “Using Rule Operators” on page 92.
3 Type the criteria for the rule.
If you type criteria, such as a person’s name or a subject, you can include wildcard characters
such as an asterisk (*) or a question mark (?). Text you type is not case-sensitive.
To learn more about wildcard characters and switches, see “Using Rule Wildcard Characters
and Switches” on page 93.
4 Click Save, verify that the rule has a check mark next to it indicating that it is enabled, then
click Close.
8.3.5 Using Rule Conditions
There are different conditions you can use in the Define Optional Condition section:
“Understanding Rule Fields” on page 92
“Using Rule Operators” on page 92
“Using Rule Wildcard Characters and Switches” on page 93
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Understanding Rule Fields
The following table explains the fields that are available to you when you’re creating a rule:
Table 8-2 Available Fields for Finds and Rules
Field Name This Field Refers to:Field Criteria Entry
FromThe name of a person in the From field of an item.Specify the From field.
MessageText appearing in the Message field of an item.Type part or all of the Message field.
SubjectText appearing in the Subject field of an item.Specify part or all of the Subject field.
ToA person’s name appearing in the To field of an
item.
Specify a To field name.
Using Rule Operators
The available operators include the following:
OperatorExampleResult Includes
ContainsFrom Contains BillItems where the From field contains “Bill,” such as
items from Bill Jones, Bill Smith, and so on.
Does Not ContainFrom Does Not Contain
Bill
Begins WithTo Begins With cliItems where the To field begins with “cli,” such as
MatchesSubject Matches
customer reports
92GroupWise 8 WebAccess Client User Guide
Items where the From field does not contain “Bill,”
such as items from Bill Jones, Bill Smith, and so on.
“Client Group” or “Clive Winters.”
Items where the Subject field reads “Customer
Reports.”
Using Rule Wildcard Characters and Switches
These wildcard characters and switches are available in the Define Optional Condition section only
when you’ve selected certain fields that require you to type additional text.
Table 8-3 Find and Rule Wildcard Characters and Switches
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Wildcard Characters
and Switches
AND, &, or a spaceAll items that meet two or more conditions. For example, mountain & goat,
OR or |All items that meet one of two or more conditions. For example, mountain goat
NOT or !All items containing one condition but not the other. For example, mountain ! goat
"All text found within quotation marks. For example, “mountain goats” finds all
?Matches any one character. For example, jo?n finds all items containing the word
*Matches zero or more characters. For example, mountain* finds all items
/NOCASE (default)Items containing a specific word, regardless of case. For example, /NOCASE
/WILDCARD (default) Items containing the search terms where * and ? are treated as wildcard
What the Find or Rule Will Match
mountain AND goat, and mountain goat all find items containing the words
“mountain” and “goat.”
and mountain OR goat both find items containing “mountain” or “goat” or both
words.
and mountain NOT goat both find items containing the word “mountain” but not
the word “goat.” Items that contain both are not included.
items containing the phrase “mountain goats.” This does not work with
documents or document references.
“john,” “joan,” “join,” and so on.
containing the words “mountain,” “mountains,” “mountainous,” and so on.
ZOO finds both “Zoo” and “zoo.”
characters. For example, /WILDCARD jo?n finds “john”, “joan”, and “join.”
8.4 Editing a Rule
1 On the main WebAccess page, click Options in the upper right corner.
2 Click Rules.
3 Click the name of the rule you want to edit.
4 Make changes to the rule.
5 Click Save.
8.5 Deleting a Rule
1 On the main WebAccess page, click Options in the upper right corner.
2 Click Rules.
3 Click Delete next to the name of the rule you want to delete.
Rules93
8.6 Enabling or Disabling a Rule
A rule must be enabled before it can be triggered. When you disable a rule, the rule cannot be
triggered. However, the rule is still listed in the Rules page so you can enable it when you need it
again.
1 On the main WebAccess page, click Options in the upper right corner.
2 Click Rules.
3 In the list of active rules, select a rule to activate it or deactivate it.
An enabled rule has a check mark in the box.
4 Click Save to save the changes.
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94GroupWise 8 WebAccess Client User Guide
9
Mailbox/Calendar Access for
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Proxies
Use Proxy to manage another user’s Mailbox and Calendar. Proxy lets you perform various actions,
such as reading, accepting, and declining items on behalf of another user, within the restrictions the
other user sets.
IMPORTANT: You can proxy for a user in a different post office or domain, as long as that person
is in the same GroupWise® system. You cannot proxy for a user in a different GroupWise system.
Section 9.1, “Receiving Proxy Rights,” on page 95
Section 9.2, “Accessing a Mailbox or Calendar as a Proxy,” on page 97
9.1 Receiving Proxy Rights
Two steps must be completed before you can act as someone’s proxy.
Section 9.1.1, “Adding and Removing Proxy Names and Rights in the Mailbox Owner’s
Access List,” on page 95
Section 9.1.2, “Adding and Removing Users in Your Proxy List,” on page 96
When these two steps are complete, you can open your Proxy List and click the name of the person
you’re proxying for whenever you need to manage his or her Mailbox or Calendar.
9
9.1.1 Adding and Removing Proxy Names and Rights in the
Mailbox Owner’s Access List
Before you can act as a proxy for someone, that person must give you proxy rights in his or her
Access List. As a mailbox owner, you can assign each user different rights to your calendaring and
messaging information. For example, if you want to let users view specific information about your
appointments when they do a busy search on your Calendar, give them Read access for
appointments.
1 On the main WebAccess page, click Options in the upper right corner.
2 Click Proxy Access.
3 To add a user to the list, click Add Entry.
4 Type a user in the Name field or use the Address Book to select a user.
Mailbox/Calendar Access for Proxies
95
5 Select the rights you want to give to the user.
Read: Read items you receive. Proxies cannot see your Contacts folder with this or any other
proxy right.
Write: Create and send items in your name, including applying your signature (if you have one
defined). Assign categories to items, change the subject of items, and perform tasklist options
on items.
Subscribe to my alarms: Receive the same alarms you receive. Receiving alarms is supported
only if the proxy is on the same post office you are.
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Subscribe to my notifications: Receive notification when you receive items. Receiving
notifications is supported only if the proxy is on the same post office you are.
Modify options/rules/folders Change the options in your Mailbox. The proxy can edit any of
your Options settings, including the access given to other users. If the proxy also has Mail
rights, he or she can create or modify folders.
Read items marked Private: Read the items you marked Private. If you don’t give a proxy
Private rights, all items marked Private in your Mailbox are hidden from that proxy.
6 Click Save.
7 Repeat Step 3 through Step 6 to add each user.
You can select All User Access in the Access List and assign rights to all users in the Address
Book. For example, if you want all users to have rights to read your mail, you would assign
Read rights to All User Access.
8 To delete a user from the Access List, click Delete User next to the user’s name.
9 Click Close.
9.1.2 Adding and Removing Users in Your Proxy List
Before you can act as a proxy for someone, that person must give you proxy rights in his or her
Proxy Access List in Options, and you must add that person’s name to your Proxy List. The amount
of access you have depends on the rights you have been given.
1 On the main WebAccess page, click Proxy on the toolbar.
2 To remove a user, select the name, then click Remove.
3 To add a user, type the name, then click Login.
96GroupWise 8 WebAccess Client User Guide
The user’s Mailbox is opened. The name of the person for whom you are acting as proxy is
displayed at the top of the Folder List.
4 To return to your own Mailbox, click Logout.
Removing a user from your Proxy List does not remove your rights to act as proxy for that user. The
user whose Mailbox you access must change your rights in his or her Proxy Access List.
9.2 Accessing a Mailbox or Calendar as a Proxy
Before you can act as a proxy for someone, that person must give you proxy rights in his or her
Proxy Access List in Options. The amount of access you have depends on the rights you have been
given.
1 If you haven’t already done so, add the username of the person to your Proxy List.
For more information, see “Adding and Removing Users in Your Proxy List” on page 96.
2 On the main WebAccess page or Calendar page, click Proxy on the toolbar.
3 Click the name of the person whose Mailbox you want to access.
4 When you have finished your work in the other person’s Mailbox, click Logout.
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Mailbox/Calendar Access for Proxies97
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98GroupWise 8 WebAccess Client User Guide
10
RSS Feeds
RSS is a Web format used to publish frequently updated content such as blog entries, news
headlines, or podcasts. An RSS document, which is often called a feed, Web feed, or channel,
contains either a summary of content from an associated Web site or the full text. RSS makes it
possible for people to keep up with their favorite Web sites in an automated manner that's easier than
checking them manually.
Section 10.1, “Subscribing to RSS Feeds,” on page 99
Section 10.2, “Reading RSS Feeds,” on page 99
Section 10.3, “Deleting an Individual RSS Entry,” on page 99
Section 10.4, “Deleting a Subscribed RSS Feed,” on page 99
10.1 Subscribing to RSS Feeds
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10
When you subscribe to RSS feeds in the GroupWise Windows client, the GroupWise Feeds folder is
created. A list of the feeds that you are currently subscribed to is displayed under the GroupWise
Feeds folder. You can create subfolders under the GroupWise Feeds folder and move feeds to the
subfolder. When you click the subfolder, the message list displays a list of all the topics for all the
feeds under the subfolder.
Although you cannot subscribe to new RSS feeds in WebAccess, you can view the feeds you
subscribed to and downloaded in the GroupWise Windows client.
10.2 Reading RSS Feeds
1 In the GroupWise Feeds folder in the Folder list, click the RSS feed you want to read.
2 Double-click the feed in the Message list to view the feed in a new window.
3 Click View next to the source attachment to see the original URL for the feed.
4 Click the URL to see the original feed.
10.3 Deleting an Individual RSS Entry
1 In the GroupWise Feeds folder in the Folder list, click the RSS feed entry you want to delete.
2 Click the Delete icon on the toolbar.
10.4 Deleting a Subscribed RSS Feed
1 In the GroupWise Feeds folder in the Folder list, click the RSS feed you want to delete.
2 Right-click the feed to delete, then click Delete Folder.
RSS Feeds
99
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100 GroupWise 8 WebAccess Client User Guide
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