Novell GROUPWISE 8 WebAccess Client User Guide

Novell®

www.novell.com

WebAccess Client User Guide

novdocx (en) 11 July 2008

AUTHORIZED DOCUMENTATION

GroupWise

8

November 17, 2008

®

GroupWise 8 WebAccess Client User Guide

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novdocx (en) 11 July 2008

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novdocx (en) 11 July 2008

novdocx (en) 11 July 2008

4 GroupWise 8 WebAccess Client User Guide

Contents

About This Guide 11

1 Getting Started 13

1.1 Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

1.2 Starting GroupWise WebAccess . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

1.3 Understanding Timing Out from GroupWise WebAccess . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

1.4 Changing Your Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

1.5 Getting to Know the GroupWise WebAccess Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

1.5.1 Understanding the Nav Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

1.5.2 Understanding the Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

1.6 Exploring the Folder List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

1.6.1 Home Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

1.6.2 Mailbox Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

1.6.3 Unopened Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

1.6.4 Sent Items Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

1.6.5 Calendar Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

1.6.6 Contacts Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

1.6.7 Tasklist Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

1.6.8 Work in Progress Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

1.6.9 Cabinet Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

1.6.10 Junk Mail Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

1.6.11 Trash Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

1.6.12 Shared Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

1.6.13 GroupWise Feeds Folder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

1.7 Understanding GroupWise Item Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

1.7.1 Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

1.7.2 Appointment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

1.7.3 Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

1.7.4 Note . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

1.7.5 Phone Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

1.8 Identifying the Icons Appearing Next to Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

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2 Getting Organized 23

2.1 Using Categories to Organize Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

2.1.1 Assigning a Category. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

2.1.2 Adding a New Category. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

2.1.3 Removing a Category from an Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

2.1.4 Renaming a Category . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

2.1.5 Deleting a Category . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

2.2 Using Folders to Organize Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

2.2.1 Understanding Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

2.2.2 Modifying the Folder List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

2.2.3 Deleting Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

2.2.4 Creating a Personal Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

2.2.5 Renaming a Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

2.2.6 Moving an Item to Another Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

2.2.7 Understanding Find Results Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

2.2.8 Using Shared Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

2.3 Customizing Other GroupWise WebAccess Functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Contents 5

2.3.1 Setting the Default Compose View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

2.3.2 Changing Your Time Zone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

3E-Mail 31

3.1 Sending E-Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

3.1.1 Composing E-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

3.1.2 Formatting Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

3.1.3 Spell-Checking Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

3.1.4 Attaching Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

3.1.5 Adding a Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

3.1.6 Saving E-Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

3.1.7 Selecting the Default Compose View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

3.1.8 Addressing Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

3.1.9 Selecting Send Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

3.1.10 Posting a Note . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

3.1.11 Sending Phone Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

3.2 Managing Sent E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

3.2.1 Working with Sent Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

3.2.2 Retracting Sent E-Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

3.2.3 Resending E-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

3.2.4 Checking the Status of Sent E-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

3.2.5 Confirming Delivery of E-Mail You Send . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

3.2.6 Displaying Sent Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

3.3 Receiving E-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

3.3.1 Reading Received Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

3.3.2 Reading Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

3.3.3 Replying to E-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

3.3.4 Forwarding E-Mail to Other People . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

3.4 Managing Received E-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

3.4.1 Saving an Item to Disk. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

3.4.2 Saving Status Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

3.4.3 Deleting E-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

3.4.4 Viewing the Source of External Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

3.5 Printing E-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

3.6 Handling Unwanted E-Mail (Spam) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

3.6.1 Understanding Junk Mail Handling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

3.6.2 Blocking or Junking E-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

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4 Calendar 51

4.1 Understanding the Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

4.2 Managing Your Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

4.2.1 Viewing Your Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

4.2.2 Reading a Calendar Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

4.2.3 Creating a Personal Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

4.2.4 Using Shared Calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

4.3 Sending Calendar Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

4.3.1 Understanding the Calendar Item Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

4.3.2 Scheduling Appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

4.3.3 Sending Reminder Notes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

4.4 Receiving Calendar Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

4.4.1 Accepting or Declining Calendar Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

4.4.2 Delegating Calendar Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

4.4.3 Saving Calendar Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

4.4.4 Moving an Appointment to a Different Calender . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

4.5 Publishing Personal Calendars on the Internet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

6 GroupWise 8 WebAccess Client User GuideGroupWise 8 WebAccess Client Help

4.5.1 Publishing a Personal Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

4.5.2 Modifying a Published Calendar’s Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

4.5.3 Unpublishing a Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

4.5.4 Publishing Your Free/Busy Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

4.6 Printing a Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

5 Tasks and the Tasklist 65

5.1 Understanding Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

5.2 Understanding the Tasklist Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

5.3 Using Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

5.3.1 Assigning a Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

5.3.2 Tracking Task Completion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

5.4 Using the Tasklist Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

5.4.1 Moving an Item from Another Folder to the Tasklist Folder. . . . . . . . . . . . . . . . . . . . 68

5.4.2 Assigning a Due Date to a Tasklist Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

5.4.3 Reordering the Tasklist Folder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

6 Contacts and Address Books 71

6.1 Understanding Address Books. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

6.1.1 GroupWise Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

6.1.2 Frequent Contacts Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

6.1.3 Personal Address Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

6.2 Using the Address Books to Address Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

6.2.1 Using the Address Selector . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

6.2.2 Using the Contacts Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

6.2.3 Sending Mail from the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

6.3 Using the Contacts Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

6.3.1 Managing Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

6.3.2 Managing Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

6.3.3 Managing Resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

6.3.4 Managing Organizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

6.4 Working with Address Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

6.4.1 Opening an Address Book. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

6.4.2 Creating a Personal Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

6.4.3 Editing a Personal or Frequent Contacts Address Book . . . . . . . . . . . . . . . . . . . . . . 81

6.4.4 Deleting a Personal Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

6.4.5 Accepting a Shared Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

6.4.6 Viewing Contacts, Groups, Organizations, or Resources in the Address Book. . . . . 83

6.4.7 Searching for Address Book Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

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7 Finding Items 85

7.1 Understanding GroupWise Searches. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

7.2 Searching for a Word or Phrase Using Find . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

7.3 Searching with Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

7.4 Narrowing a Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

7.5 Viewing the Results of a Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

7.6 Finding Text in Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

8Rules 89

8.1 Understanding Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

8.2 Actions a Rule Can Perform. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Contents 7

8.3 Creating a Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

8.3.1 Creating a Basic Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

8.3.2 Creating a Vacation Rule or Auto Reply . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

8.3.3 Creating a Rule to Forward All Mail to Another Account . . . . . . . . . . . . . . . . . . . . . . 91

8.3.4 Limiting Items Affected by a Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

8.3.5 Using Rule Conditions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

8.4 Editing a Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

8.5 Deleting a Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

8.6 Enabling or Disabling a Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

9 Mailbox/Calendar Access for Proxies 95

9.1 Receiving Proxy Rights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

9.1.1 Adding and Removing Proxy Names and Rights in the Mailbox Owner’s Access List95

9.1.2 Adding and Removing Users in Your Proxy List . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

9.2 Accessing a Mailbox or Calendar as a Proxy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

10 RSS Feeds 99

10.1 Subscribing to RSS Feeds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

10.2 Reading RSS Feeds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

10.3 Deleting an Individual RSS Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

10.4 Deleting a Subscribed RSS Feed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

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11 Document Management 101

11.1 Searching for Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

11.2 Viewing a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

11.3 Opening a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

11.4 Saving a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

11.5 Viewing the Properties of a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

12 Maintaining GroupWise 103

12.1 Managing Mailbox Passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

12.1.1 Using LDAP Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

12.1.2 Changing Your LDAP Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

12.1.3 Remembering Your GroupWise or LDAP Password . . . . . . . . . . . . . . . . . . . . . . . . 103

12.1.4 Using Mailbox Passwords with Proxies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

12.2 Managing Trash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

12.2.1 Displaying Items in Your Trash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

12.2.2 Undeleting an Item in Your Trash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

12.2.3 Saving an Item In Your Trash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

12.2.4 Emptying the Trash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

12.3 Checking Your WebAccess Version . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

A What’s New In GroupWise 8 WebAccess 107

A.1 Improved Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

A.2 New Folder Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

A.3 E-Mail Improvements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

A.4 Calendar Improvements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

A.5 Tasklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

A.6 Contacts Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

8 GroupWise 8 WebAccess Client User GuideGroupWise 8 WebAccess Client Help

B GroupWise Frequently Asked Questions 109

C Using Shortcut Keys 111

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Contents 9

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10 GroupWise 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

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 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):

 Installation Guide

 Administration Guide

 Multi-System Administration Guide

About This Guide 11

 Interoperability Guide

 Troubleshooting Guide

 GroupWise Windows Client User Guide

 GroupWise Linux/Mac Client User Guide

 GroupWise Client Frequently Asked Questions (FAQ)

Documentation Conventions

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

A trademark symbol (

®

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

trademark.

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

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12 GroupWise 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.

14 GroupWise 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 Started 15

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

16 GroupWise 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 Started 17

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.

18 GroupWise 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 Started 19

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

Icon Description

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.

20 GroupWise 8 WebAccess Client User Guide

Icon Description

Unopened posted item (shared folder).

Opened posted item (shared folder).

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Getting Started 21

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22 GroupWise 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.

24 GroupWise 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 Organized 25

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

26 GroupWise 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 Organized 27

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 or Plain 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.

28 GroupWise 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 Organized 29

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30 GroupWise 8 WebAccess Client User Guide