GroupWise 7 Email Quick Reference Log In to GroupWise You will log into GroupWise using the GroupWise client that should appear in the Internet Applications folder of your Applications window. If this icon does not appear on your dock, go to the Applications folder and access it from there. When the program opens, you will be prompted to enter a password. Enter your email password here.

GroupWise Window Once open, this is what the GroupWise window will look like: Title Bar

Menu Bar Tool Bar

Mailbox: This is your inbox as well as where appointments, tasks and reminder notes may go. Sent Items: Displays all sent items from Calendar and Mailbox

Calendar Folder: Displays your calendar

Contacts Folder:

Left Pane folders, with number of unread messages in parentheses

Represents the Frequent Contacts address book

Documents Folder:

Checklist: Use this folder to create a task list.

Work in Progress: For saving messages you have started and want to finish later.

Cabinet: Contains all your personal folders

Trash: All deleted mail messages, appointments, tasks, documents, and reminder notes are stored in the Trash folder. Items are accessible here until the Trash is emptied.

Right Pane – list of messages, in Mailbox, with From, Subject, and Date displayed Total number of messages in the active or selected folder

Reading Your Emails •

Double click on the message in the right pane of your mailbox.

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The message will open up in a new window. View Open Next Forward

Close Mail Window

Open Previous

Change Item Type

Save Message

Reply

HTML

Plain Text

Trash

Print Message

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You will see your email message in this window.

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The message itself comes through as an attachment.

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If there is an attachment, you will also see that here.

Deleting Your E-Mail From the main Mailbox window: •

Click on the message to select it.

Reset to Default

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Tap the Delete key on the keyboard

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With the message open, Click on the trash can button on the toolbar.

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Clicking on the drop down arrow next to the Trash icon gives you choices for deleting:

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Delete sends the message to the Trash folder.

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Delete and empty deletes the message immediately, without sending it to the Trash folder. It is permanently gone.

• This may not work here for messages that are being archived. Messages may have to stay in the trash for a defined period of time so that archiving can occur.

Printing Your E-Mail

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When in a mail message window, you will see a Print button on the tool bar of that window. Click on the Print button.

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The Printing Item window will open up.

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You can print email messages from this window.

• If there are attachments tied to the message, I suggest NOT printing them from here but rather opening them in their source program and then printing them from the source program.

Replying To and Forwarding E-Mails In the mail message window, the Reply button is at the top of the window.

Reply has several options:

Reply to Sender will send to the one sender of the email Reply to all (sender and recipients) will reply to all people in the email – both the sender and any other people who were sent the message. In the mail message window, the Forward button is also at the top of the window

Forward has 2 options: If you just click on the Forward button, it will forward the mail message as an email message. If you click on the pull down menu tab of the Forward button, you have the option to Forward the mail message as an attachment, which will create a blank email message, and the original message will become an attachment of the mail message.

Saving E-Mails and Attachment •

To save email messages or attachments Click on File, Save As.

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Choose which file you want to save. You will have more than one file if there was an attachment with the email.

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Save to Disk

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To save your message, choose which format you want to save the message in.

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Choose what you want to name the file in the Save file as: field.

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Click Save.

Creating a New Message • Click on the

button on the GroupWise toolbar or go to File menu, New Mail.

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The Mail To window will open up.

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Your name is automatically filled in the From field.

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To add a name to the To field, either type in the To field, use the Address book, or begin typing the name of the person you would like to email.

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Refer to the Address Book portion of the handout for more information on the Address Book.

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To add an attachment to your email, click on the icon. An Attach File window will open up. Find the file you want to send. Click Open. You will see your attachment at the bottom of your email message.

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Click

to send the message or click

on to save this message as a draft.

Address Book

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By clicking on the button, you have the ability to look at the different address books you have available to you in GroupWise.

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The Novell GroupWise Address Book is the address book imported into the system for you. It contains all users of the Waterford GroupWise email system.

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Frequent contacts is the address book that is built as you use GroupWise. These are the contacts that you have already sent emails to.

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Your personal Address Book is where you can store any additional names or groups that you create.

To use the Address Book, click on the New Message button. •

At the top of the Mail To box, click on the Address Book button.

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The Address Selector window opens up.

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Select the book you want to use with the drop down arrow in the Look in field at the top.

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Either scroll through the list to find the person/people you want to either OR click in the Look For Field.

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Start typing the name of the person. As you type, GroupWise will display

the closest match, until the name you want displays. Once you see the name you want: •

Click on the name to select it.

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Click on the To: button to include that name on the list of this message’s primary recipients.

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Click on the CC: button to include that name on the list of Carbon Copy recipients. All recipients can see the names of all CC: recipients.

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Click on the BC: button to include that name on the list of Blind Copy recipients. A Blind Copy recipient can only be seen by that recipient and the sender.

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Once you have built the list of addresses you are sending to, click OK.

The names you selected display in the appropriate fields in the Compose Mail: dialog box.

Creating An Email Group • An Email Group is a list of email addresses for people to whom you regularly send the same messages to. •

To create a group, click on the

button on the GroupWise toolbar.

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The Address Book dialog box opens. Go to your Frequent Contacts address book.

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Click on New, then Group. The New Group dialog box opens. (Depending on where you click the new button, one of these will appear.)

Type in a name for the group in the Name field at the top. Enter any comment you may want in the Comments area. Click on the Add button.

Select the address book you want to use in the Look In field at the top. Start typing the name of the person you are looking for in the Look For: field. As soon as you see the name you want in the Address List, double click on the name OR click on the name and click either the To, CC, or BC button at the top of the right pane. Continue until all group members have been selected. When completed, click OK. Your newly created group will show up in your Frequent Contacts address book. Once a group is created, it can be edited, added to, deleted from, or deleted entirely.

QuickView To be able to see your folders, your InBox, and preview a mail message, go to the View menu, and choose QuickView. When QuickView is turned on, a check mark will appear in front of QuickView.

Adding a Signature •

To add a signature to your email message, go to the Tools menu, and choose Options.

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Double-click on the Environment icon.

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Go to the Signature tab.

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Click on the New button.

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Enter in your Signature text.

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Click OK when completed.

Priority • You can call attention to your messages in the recipient’s inbox by setting the message priority. •

In the Mail To: window, click on the Send Options button.

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Click on High Priority. When this message appears in the recipient’s Inbox, the envelope icon will be red.

Return Notification •

If you want to receive a notification email that indicates the recipient opened your email message, you can set it to do that.

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Click on the Send Options button in the Mail To window. Then, click on the Status Tracking button on the left side of window.

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In the Return Notification section at the bottom of the window, you have a choice of receiving notification when the message is opened and/or when the message is deleted.

Check Delivery Status •

You can check to see if a message has been delivered and opened.

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Click on the Sent Items folder in the left pane of the GroupWise email window.

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In the right pane, double click on the message you want to open.

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At the top of the message you opened, click on the Properties button.

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Here, it will show you when the message was delivered and when it was opened.

Re-Send An Email •

Click on the Sent Items folder

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Double click on the message you want to re-send.

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Click on Actions, in the menu bar, then Resend.

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The message will display in the Mail To: dialog box.

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Make the necessary changes, and then click Send.

Sent Mail Statistics By looking at your Sent items folder, you can get a lot of information about the emails that you have sent.

From left to right, here is what you see in the Sent Items folder, right pane: •

Icons: these icons will tell you different things about the status of this email message.

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To: This tells you who the email message was sent from

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Subject: This is the subject of the sent email.

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Date: Date the email was sent

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Recipients: Number of people the email was sent to

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Opened: Number of recipients that opened the email

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Deleted: Number of recipients that deleted the email.

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Accepted: Pertains to appointments, tasks, or notes.

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Completed: Pertains to appointments, tasks, or notes.

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Replied: Number of replies to this email.

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Folder: Name the origin of item: Mailbox, Calendar, etc.

This is useful way to glance and see the status of the emails that you have sent and are waiting for a reply to.

Web Based Email GroupWise has a web based program also. It will show the same email messages that are visible in your folders in the client software. The Web-Based has different but limited functionality. The things mentioned in this handout may not completely apply to that program.

Sorting the Address Book Currently, the Novell GroupWise Address Book is imported in to read or sort by first name, then last name. Due to a limit in function for the Mac interface, you are not able to change this yourself HOWEVER, it fixable. If this is a change you would like in your address book, please let me know and I will make the change happen for you. •

To fix it, your email account needs to be logged in on a PC. There, the address books can be changed to sort last name first.

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From then on, when logging in to a Mac, the address book should be sorted last name first.

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To sort your address book by last name, first name (PC versions only), go to the Address Book. On the menu bar, choose Name Format.

Created on April 9, 2008 for the Waterford Graded School District