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7/28/2019 GroupWise Basic Training Manual
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GroupWise 6Basic Training
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Introduction to GroupWise 6.0............................................................................................1
Overview..........................................................................................................................1
Summary..........................................................................................................................1
Whats Next?...................................................................................................................1
Other Information...........................................................................................................1
.....................................................................................................................................1
Pandora Rose Cowart...................................................................................................1
Starting GroupWise.............................................................................................................2
Introduction to GroupWise Email.......................................................................................2
Read Email......................................................................................................................2
Open the Mail..............................................................................................................2
Reply to Sender............................................................................................................3
Delete the Message......................................................................................................3
Forward the Message...................................................................................................4
Forward ........................................................................................................................... .4
Forward as Attachment......................................................................................................4
Attachments.................................................................................................................5
View Attachments................................................................................................... ..........5
Open the Attachment.........................................................................................................5
Save the Attachment..........................................................................................................5
Creating a New Folder....................................................................................................6
Send New Mail................................................................................................................7
Addressing the Message..............................................................................................7
Type the full Email Address.............................................................................................. 7
Auto Complete...................................................................................................................7
Address Book....................................................................................................................8
Customizing Auto Complete..............................................................................................8
Finish your message.....................................................................................................9
Attaching a file.............................................................................................................9
Sent Mail.........................................................................................................................9
Deleting Sent Mail.......................................................................................................9
Signature.......................................................................................................................10
Adding a Signature to an Email Message..................................................................10
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Checking your signature............................................................................................10
Email Rules...................................................................................................................11
Moving Mail to a Folder............................................................................................11
Vacation Rule............................................................................................................13
Introduction to GroupWise Calendar.................................................................................15
Calendar Views ............................................................................................................15
By Day.......................................................................................................................15
By Week....................................................................................................................17
By Month...................................................................................................................18
By Year......................................................................................................................18
By Multi-User............................................................................................................19
Creating and Modifying Appointments.........................................................................20Posted Appointments.................................................................................................20
Start Time/End Time: .................................................................................................. ...21
Duration:..........................................................................................................................21
Start Date:........................................................................................................................22
Auto-Date:...................................................................................................................... .22
Alarms:............................................................................................................................24
Privacy:............................................................................................................................24
Status/Show Appointment As:.....................................................................................25Modifying Posted Appointments:....................................................................................25
Appointments/Meetings.............................................................................................26
Busy Search..................................................................................................................... 27
Receiving Appointments................................................................................................28
Accepting Appointments...........................................................................................28
Declining Appointments............................................................................................29
Delegating Appointments..........................................................................................29
Proxy Rights..................................................................................................................30
Accessing Anothers Account...................................................................................30
Calendar Rules..............................................................................................................31
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Introduction to GroupWise 6.0GroupWise is an integrated email and calendaring program that you can use to organize your
messages and time.
Section One
Starting
Reading Mail
Sending
Creating New Folders
Section Two
Calendar
Views
Appointments
Create and Modify
Accept and Decline
Section Three
Advanced Features
Proxy
Multiple Calendars
Rules
Email & Calendars
OverviewThis workshop will provide you with the features necessary to begin using GroupWise
SummaryGroupWise will allow you to keep track of your email messages and calendar items in onelocation.
Whats Next?Look for specialized GroupWise training dealing with PDAs, remote use and web-based
email.
Other Informationhttp://netg.ufl.edu/ is a computer based training website available to UF employees with a
GatorLink account. It offers in-depth training for GroupWise.
Novell has an online tutorial available at: http://www.novell.com/documentation/lg/gw6/
1
Randy Graff Pandora Rose CowartTraining Coordinator Senior Computer Support Specialist
rgraff@ufl.edu prcowart@vpha.ufl.edu
I n f o r m a t i o n T e c h n o l o g y C e n t e r
http://itctraining.health.ufl.edu/gw
Health Science Center Tel: (352) 392-3900
PO Box 100152 Fax: (352) 392-0101
Gainesville, FL 32610-0152 http://itctraining.health.ufl.edu
http://netg.ufl.edu/http://www.novell.com/documentation/lg/gw6/http://netg.ufl.edu/http://www.novell.com/documentation/lg/gw6/7/28/2019 GroupWise Basic Training Manual
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Starting GroupWiseTo start GroupWise, double-click on the shortcut onyour desktop, or open it from yourStart menu.
If you are required to put in a password, you will see
the login box. Be sure your username is correct andtype your password. ClickOKto proceed.
You will see the Tip of the Day and can view
more tips by clicking the Next Tip button or
you can clickClose to get to the main window.
You can prevent this screen from coming up
again by deselecting the Show tips at startupbox.
Introduction to GroupWise Email
Read EmailThe GroupWise main window is very
similar to The Windows Explorer. TheGroupWise structure appears on the left
and the contents of the selected item
(mailbox, calendar, etc.) appears on theright.
Open the Mail
Double clicking on a mail message willopen in it a new window.
After you open your message you can:
Reply to the sender
Reply to all
Delete the message
Forward the message
File the message or
Close the message
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Reply to Sender
You can reply to the person who sent the message or
reply to all (the sender and the recipients of the original email, including the CCrecipients). You can include the message received in your reply, by choosing
that option.
No matter which option you choose, when youreply a new window to compose your message
will open. The To: and Subject fields will be
filled in.
Type above the included message (if you chose that option) and then click the Sendbutton on the right-hand side of the window.
After your reply is sent, the original will still be open.
Delete the Message
While the message is open, you can delete it by clicking on the Delete button onthe right hand side of the window.
GroupWises delete and trash feature is very similar to the Windows delete and Recycle
Bin feature. Your deleted messages will remain in the trash until either you or the system
administrator empties the trash or until the GroupWise system auto-deletes the trash (thiswill usually occur after seven days).
You can undelete a message by right clicking on the message in the trash and choosing
UNDELETE. This will place the message where it was before it was deleted (folder,
mailbox, etc).
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Forward the Message
If you need to send an existing message to someoneelse, click on the Forward down arrow button and
choose eitherForward orForward As Attachment.
ForwardYou can include the forwarded message as part of your own message by clicking on the
down triangle just under the Forward button and choosing Forward.
The forwarded information will
be on the same screen whereyou will type your message.
This message window appears
very similarly to the replywindow, the Subject: and
Message: fields are already
filled in. However, here the To:field is blank.
Type in the body of your message and click the Send button on the right-hand side of the
screen.
To address the message you can type the email address use the Auto-Complete feature orthe GroupWise address book. For more on these features see theSend New Mailsection
starting on page 7.
Forward as AttachmentThis option allows you to send theoriginal message as an attachment to the
forwarded messageit keeps the original
message intact.You will have a blank Message to type
and the forwarded message will be
included at the bottom as an attached file.
The Subject field will already be filled in
with Fwd: and the original message
subject.
Type your message in the body of your email and click the Send button on the right hand
side of your screen.
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Attachments
Be aware that attachments often contain viruses that can damage files on your computer
and the network. To avoid thisproblem use caution: know who
sent the message, never open an
executable file, beware of doubleextensions (.jpg.exe) and use theGroupWise viewer. When in
doubt, email the person who sent
the message and verify theyintended to send the attachment.
When you receive a message withan attachment, you have a choice
to VIEW the attachment or to use
native software on you computer
to open the file.
View AttachmentsTo open an attachment, double click on it.Your client will probably be configured to
VIEW in GroupWises viewer. However, if
you are prompted to choose between openingthe file and viewing the file, choose view the
file. As some attachments may contain or be
viruses, this is a relatively safe way to viewattachments.
When you double click on the attachment to
open in the viewer, a new window will open.
Open the AttachmentIf you would like to open the attachment in its native software,you can right mouse click the item and choose Open.
Save the AttachmentYou can also save the attachment by right mouse clicking and
choosing Save As.
When you save the attachment, you will see the familiar Windows Save As window. Be
sure you know where you are saving the file so that you can find it later.
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Creating a New FolderIf you would like to save an email message
somewhere other than your mailbox, a good place tostore mail is in a folder in your Cabinet. To create a
folder right mouse click the cabinet (left window)
and choose New Folder.
The Personalfolder option will be selected and is an appropriateoption for storing messages.
The next step allows you to name your folder andgive it a description.
The folder will appear directly under where you left
mouse clicked; in this example, under the Cabinet.
You have the option to move the folder to the left,which would promote it to a level equal to the
Cabinet. This would be like taking a file folder outof a file cabinet and placing it next to the file cabinet.
The settings screenappears next. The
settings offered are
typically useful andyou can clickFinish.
Your new folder will then appear under your Cabinet with the
name you typed.
If you would like to move an email message into a folder, click
and hold the message (with your mouse) in the right windowand drag it to the folder.
To see the message you just dropped, click on the folder youdropped it into in the left window. Your message should appear
in the right window where you can double click it to open it.
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Send New MailTo create a new email message, click the mail icon in the
button bar at the top of the main window or press Ctrl-Mon the keyboard.
Addressing the Message
A new Mail To: window will open. You have a few options to address the email:
The full email address
Auto Complete
Address Book
Type the full Email AddressIf the person to whom you are writing, is not a
GroupWise user or is not in your address book, you
will have to type in their full email address.
Auto CompleteIf the recipient is a GroupWise user or is
in your address book, when you begin
typing their name their address will fill in,then press the Tab key to move to the next
field, or press the Enter key to addanother recipient.
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Address BookTo access the address book from the main window, click
on the address book icon.
Find the name that you are
looking for and double click on it.
You will see the name appear in
the right window with To: beforethe name and the name will gray
out in the Address Book.
Continue to double click othernames you want on the To: list.
To CC (carbon copy) or BC (blind
copy) anyone, find their name in
the list and click the CC or BCbutton as needed. Their names
will appear in the list with theappropriate prefix.
Customizing Auto CompleteIn the View menu you will find the Name Format option.
Here you can choose how your address books appear
(Fist Name, Last Name or Last Name, First Name),
and how your Auto Complete works. You can AutoComplete by first name or last name. You can
apply this option to any or all of your address books.
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Finish your message
Be sure to type a Subject: the
Message: and add a closing orsignature for your email.
Attaching a file
To include an attachment inyour message, click the Attachbutton on the bottom right of the
message window.
In the Attach File window
navigate to the location of the
file that you want to attach anddouble click the file.
Your attachment will then appear in the lower
window and your message is ready to send. If
you do not want to set any further options,press the Send button on the right hand side of
the window.
Sent MailThe first time you double click on something inyour SENT FOLDER, you will see the
following message.
If you want to open the item when youdouble click (the suggested option)
choose No, otherwise you will get the
properties each time you double click.
If you choose No to the previous question, you will see a copy of what you sent out. You
cannot change anything, only view it. If you choose Yes you will see the properties ofthat message.
Deleting Sent Mail
If you choose to delete a sent item, you will receive thisdialog box. If any of your recipients are GroupWise
Users and have not read your message yet, you can opt to
delete your message from their mailbox, your box andtheirs, or just your mailbox. If they are not in the
GroupWise system, the message will not be deleted.
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SignatureTo set a signature to be sent with each email message, choose Tools and then Options
from the main window.
From the Options window choose the Environment icon.
Click the last tab, Signature.
Click the Signature check box and type your closing, as you would like it to appear inyour email messages.
The option on the left, Prompt before
adding, gives you the option to declinewhich emails to add your signature to.
(Not Recommended) The Electronicbusiness card (vCard) option allows youto attach your business card (via third
party software or it can be generated from
the GroupWise address book), if you usethis feature your recipient can instantly
add your information to their GroupWise
address book.
Adding a Signature to an Email Message
Type your message normally, and when you Send yourmessage
If you chose Prompt before adding above, clickAdd to
add the signature or Dont Add to not add it to this
message. Cancel will return to the message unsent.
Checking your signature
Going to the Sent Items folder and opening the sent
message will show you what your signature lookslike.
Notice that email addresses and web pages will be
active linkswhen you click on them, a new mailwindow (or a web browser) will open.
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Email RulesYou can create rules to handle mail. Rules can range from being simple to very complex.
Here are a few examples to get you started.
Moving Mail to a Folder
From the Tools menu on themain window choose Rules.
ClickNew to add a new rule.
Start by giving the rule a
meaningful name.
Choose what type of item to apply this
rule to. Most often, this will be a NewItem.
Choose if the rule will apply when an
item is Received, Sent, Posted or Draft
and what type of item such as Mail orAppointment.
Click the Define Conditionsbutton.
Choose From from the
first drop down box.
In the text field (shown here
as Socrates) type in enoughinformation about your
bosss name to uniquely identify him or her.
Click the OKbutton to continue.
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Choose AddAction for the rule. In this example we are moving
email from the inbox to a new folder as it is received, so wellchoose Move to Folder.
You will get a window with the contents of the main GroupWisewindow, the left panel. Click on the to the left of the Cabinet to
open it.
Place a checkmark in the
box next to the folder you
want the email to moveinto.
This new rule will only affect new items.
To apply to rule to existing items:
Select the items you want to apply the rule to from your inbox (or select all)
Choose TOOLS, RULES
Highlight the rule you want to run
Choose Run
You will get a dialog box that says the rule has executed. You may not notice anything
until after you close the box.
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Vacation Rule
When you will be gone for an extended period of time, its a good idea to set up a
Vacation Rule. This example shows you how to set up a rule that will reply to allemails that you receive.
Be sure to give the rule ameaningful name.
Under the Conditions, choose To and then typeyour name. Then click the End button, choose
And.
In the second row, choose the Subject, Does Not Contain [*], and then type
Re: in the last blank. This helps to avoid being caught in an email loop.
As this is a Vacation rule, you
will want the Add Action toReply to the sender.
It is imperative that you reply ONLY to the
sender. Otherwise you would send your
vacation message to a group that sends you a message and you could get caught in a loop.
After clicking OKto the Reply to
Sender option, you can type inyour vacation message.
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You will want to add one more Action, to Stop Rule Processingthis will prevent any
other rules from applying themselves to these messages.
Remember to DEACTIVATE your Vacation Rule when you return to the office. You
deactivate it by clicking the checkmark next to the rule name. The next time you need it,
add the checkmark by clicking the box. You can also Delete the rule. Be sure if you re-use the message that you update the content.
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Introduction to GroupWise CalendarThe Calendar is the third option on left side of your GroupWise
screen. To open the calendar on the right side of the screen,simply click on the Calendar option.
The GroupWise calendars will always show the current date and
time with a black background and fluorescent green text. Whenviewing the current date in theDay view there is even a thin green
line along the current time.
To open a floating calendar window, separate from the GroupWise main screen, use the
Open Calendar button , the last button on the Toolbar. (Different floating calendars
views shown below.)
Aside from the free-floating windows, there are five stationary calendar views within the
main GroupWise window.
Calendar Views
By Day
The date being viewed isshown at the top left
corner, as well as
highlighted in the columnof monthly calendars.
The current time isdisplayed in the upper
right corner. The current
hour is also highlighted
in the column of time.
Reminder notes and Tasks
are both shown in this view.
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To move to another day click on the desired date from the small monthly calendars on the left side.
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By Week
The date being viewedis shown in the top right
corner, as well as
highlighted in the row ofweekdays.
The current hour is
highlighted in thecolumn of time.
Across the top of thiscalendar you can see the
buttons for Tasks,
Reminder Notes and
Appointments. Onlythe Appointments are
shown in this view. To
view the Notes or
Tasks, click on their
buttons.
The final button, Today, allows you to move to the current day.
The upper right hand corner of this calendar shows the direction arrows that allow you to
move between days.
1 2 3 4 5 6 7 8 91. Go back one day; this will physically move the current day back by one.
2. Allows you to pick a date; clicking on the month will give you a list of months,
clicking on the day will give you a list of days and clicking on the year will give
you a list a years.
3. Go forward one day; this will physically move the current day forward by one.
4. Add a day to this view; the current view shows five days, using this button will
increase the number of days shown.
5. Subtract a day to this view; this will subtract from the number of days shown inthis view.
6. Change the view by one week; this will change the view and physically move youback one week from the selected day.
7. Change the view by one day; the current view shows MTWHF, this button willshow SMTWH.
8. Change the view by one day; the current view shows MTWHF, this button will
show MTWHFS.
9. Change the view by one week; this will change the view and physically move you
back one week from the selected day.
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By Month
The buttons in the
Month view are very
similar to those listedalong the Week view.Here you can show
your Appointments,
Reminder Notes, Tasksand go to Today.
The directional datebuttons will allow you
to move to the previous
or next month.
The day currently being
viewed is highlighted in
bright yellow.
By Year
The yearly calendar
view allows you to see
an entire year.
The directional arrows
will move back orforward by year.
Click on a date to make
it current, and thenswitch to another view
to see more details or
double click that dateto open a date veiw
window.
Tasks and Notes are
not available in this view.
Dates that have an appointment, task or note assigned to it will appear bold in this view.
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By Multi-User
If you have access toanother users calendar,
you can see both
calendars in this dailyview.
If you have permission
to, you may even addmeetings in this view.
Notice the buttons arethe same as in the
weekly view. If you do
not have rights to view
the other persons notesor tasks then the
window will appear
blank.
There is one new button, . This button opens yourMulti-User List.
If you have rights to someones calendar then you
can add them here by typing in their name (or
choosing them from the address book) and addingthem to this list.
The calendars that this person can view isPandora Cowart, IT Center Training Room and
Randy Graff.
The check marks indicate which calendars are
currently being viewed. It is possible to see one
or all of the calendars.
If you are not allowed to see someones calendar
GroupWise will warn you.
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Creating and Modifying AppointmentsThere are two basic kinds of activities to place on a calendar, ones where you are the only
person involved (Posted Appointments), and ones where other GroupWise users areincluded (Meetings.
Posted AppointmentsIn GroupWise postedmeans personal. When you create a posted appointment, you arecreating an appointment for just yourself. Examples of this would be doctors
appointments, lunches with friends, meetings with clients and conferences. This type of
appointment is not necessarily a private appointment (such as doctors appointments) butrather an activity that does not include anyone else on your GroupWise system.
The fastest way to place a posted appointment on your calendar (in Day orWeekview) isto find the appropriate day, click on the time slot the activity will begin, and type the title
of the activity. When you press enter, GroupWise will create a one hour posted
appointment, with an alarm. If you accidentally begin to create an appointment, you can
press escape to cancel.
Another way to create a new posted appointment
is by using the shortcut menu: right click on thecalendar, and choose New-> Posted Appointment. You can also use
the toolbar button Schedule New
Appointment-> Posted Appointment.
Either methods will
open a window likethis one.
The Subject: field
will appear in the
appointment box onthe calendar. The
Place: will appear, in
parenthesis, after the
Subject:.
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There are several options for the date and time of an appointment. Your screen will look
different depending on how your options aresetunderTools-> Options -> Date & Time.
The appointments are automatically set to one hour, because this option is set to 1 hour 0
minutes.
The appointment window will show a
start time and a duration, you can change
this setting to End date and timeinstead.
End date and time:
Duration:
Start Time/End Time:GroupWise places the time selected on the calender on when you opened this window in
the start time, but you can type in any time for the start time. If the number you type is
between 6:00 and 11:59, GroupWise will assume you are talking about AM, if thenumber is between 12:00 and 5:59, GroupWise will assume PM. The program will round
the number to the nearest 5-minute increment. If you click inside the time box and usethe plus (+) or minus (-) keys on the keyboard, the time will jump forward or backward in
half-hour increments.
Duration:You can type in any duration you want. If you put a number, GroupWise will assume 1-9are hours, and all other numbers are minutes. You can specify more exactly by using
letters to let GroupWise know what you are talking about. Use M for minutes, H for
hours and D for days. The plus and minus will also move time in half-hour incrementsfor the duration of this appointment.
Notice the little clocks to the right of the start time and Duration.Both of the buttons will open the window shown on the left.
The start time is designated by a green arrow on the left of this screen.
The end time by the red arrow on the right side.
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You can click and drag either of these arrows to change the start and end time.
Start Date:GroupWise places the date selected in the calendar when you opened this window in the
Start date, but you can type in any date. The program only recognizes the slash (/) as the
dividing character between month, day and year. The plus and minus sign on the
keyboard will move forward or back one day at a time.
Start date also has a little button next to it. If you click the
little calendar , you will see this window. From here youcan graphically pick out a date. There is a Today button, to
move to the current date. The arrows along the bottom will
help you move to different dates. The double arrows shift theyear and the single arrows shift the month. When you see the
date you want, simply click on it and press the OKbutton.
Auto-Date:
The Set Date window has an button, you can also access this option through theActions menu. Auto-Date is used to specify information for reoccurring appointments.
For example if you pick up the office mail every day at 4:00pm, you would not want to
create that appointment for every single day.
The first screen, Dates,shows the full year. As
you click on the dates,
they will stayhighlighted.
If you click on a date
you do not want, clickon it again and it will
unhighlight.
This screen works well
when there are just a
few dates, or your datesare not evenly spaced.
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The example tab allows you to tell GroupWise when and how often to repeat your
appointment.
You can set the Start and End dates to create a range of time for this appointment. Bydefault, the Start will show todays date, and the End will show one year minus one day
from todays date. You can type in your desired begin and stop dates or use the little
calendars to choose the day.
As with the Dates screen, you can pick the Months and Days of the Week. Doubleclicking on a month or on a date ordinal (1st, 2nd) will act as a select all.
The Days of the Week option is great if you have a reoccurring
appointment such as the first Monday of every month. But what if
you want to make an appointment that happens every two weeks,like a payday, or an appointment that always happens on the 15 th of
a month, no matter what day of the week it is? GroupWise allows you to change the
Days of the Weekoption to Days of theMonth orPeriodical.
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Alarms:By default when you create an appointment in GroupWise, it sets an alarm for five
minutes. Notice the little alarm clock on this appointment. To setor clear an alarm from your appointment, you can right click on
the appointment and choose the alarm option, or when you create the activity, choose
Alarm from the Actions menu on the PostedAppointment window.
Either method will open the
Alarm window. This iswhere you set how far in
advance you wish to be
notified. The maximumamount you can set is 99
hours and 59 minutes (4 days,
8 hours and 29 minutes).
You can launch a program when the alarm goes off, this is useful to perhaps remind youto print out a report before you go to that particular meeting. If you dont know the path
of the application, use the folder button to browse for your file.
If you want to turn off the alarm, click the Clearbutton.
You can change the default alarm time. From the main
GroupWise window, choose Tools->Options->Date Time
Options. The Alarm Options are on the right side of thescreen. From here you can turn off the Automatic Alarm and
change the Default alarm time.
Privacy:You can set an appointment to be private, such that others who have a right to look at
your calendar cannot see that appointment, unless you give that specific right. Notice thelittle lock on this appointment.
To make an activity private when you create or modify the appointment, like when youare in the Posted Appointment window, choose Mark Private from the Actions menu.
ToMarkPrivate from the calendar, click on the appointment and press the F8 key on thekeyboard, you will see a little padlock appear in the corner.
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Status/Show Appointment As:Did you notice the different levels of
shading on the four appointmentsshown on the Week view? The
colors are a graphical representation
of your status during thatappointment.
You can access this feature in the
Posted Appointment window, from
the Actions menu choose the ShowAppointment As option.
From the calendar you can choose
the same option from the right click
menu. Either way, your choices are:
Modifying Posted Appointments:To modify an appointment, you can right click on the appointment and choose Open, or
you can simply double click on the appointment. This will open the appointment screenyou saw when you created the appointment. You can modify any part of the appointmentexcept the Auto-Date.
You can move a date through the appointment window, or you can click and drag theappointment where you want it to go. (If you hold down the control key while you are
moving it, you can create a copy of that appointment).
To delete an appointment, right click and choose delete, or click once on the appointment
and press delete on the keyboard.
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Appointments/Meetings
An Appointments (Meetings) creation is very similar to a Posted Appointment.
You can create a new posted appointment by
using the shortcut menu: right click on thecalendar, and choose New->Appointment,or you can use the toolbar button ScheduleNew Appointment -> Meeting *.
Appointment and Meeting.* are the same.
This is a combination of an email message and a posted appointment window. It willperform the function of both. This will set an appointment and email the appointment to
everyone you invited.
To invite others to this appointment, treat it like an email message, click inside the To:box and type their names, or click on the Address book.
Everything discussed in the posted appointments applies to these Appointment/Meetings.
You can set it to repeat using Auto-Date, you can set this as a Private meeting, you can
even set the user status (Show Appointment As). The only difference is you can invite
others to this activity.
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Busy SearchOne of the most powerful features in GroupWise is its Busy Search. As longas everyone is truly keeping his or her calendars up-to-date, this can show when
everyone is available. The Busy? button on the far bottom-right of the create
appointment screen will open this window:
The Individual Sechedules screen shows everyones calendar separately. You can
switch to the Available Times tab to see everyones schedule overlapping. On thatscreen you can temporarily exclude people from the list by clicking the check next to
their name.
There is a key along the bottom of both screens
to show if the person has an appointment that
is Out of the Office, Busy, or Tentative.
Appointments marked Free will not appear
here at all. You will not be able to see whatthe actual appointment is, only that that person
is occupied during that time slot.
The AutoSelect button will go through
everyones calendar and find a time where allthe invitees are free.
To remove someone from the list, click on his
or her name and press delete.
To add someone, or change the AutoSelectfeatures, click on the Invite To Meetingbutton, at the top right corner of the window.
From this Invite to Meeting window, you
can add more people to your appointment.Those who are CCed and BCCed will
show up as separate folders on the
Available Times tab shown above.
From this screen you can also change the Start date: and the Number of days tosearch:.
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Receiving AppointmentsWhen you receive an appointment from someone else, it will arrive in your Mailbox, just
like an email. You will be able to tell its an appointment by the icon, instead of an
envelope you will see a little calendar . At the same time it arrives in your Mailbox,
GroupWise will put a placeholder on your calendar, it will look just like a regular
appointment but the text will be italicized.
When you open the appointment you will see a screen similar to this one:
This looks like thesetup screen, except for
a few minor changes.
The time and datebuttons are grayed out
and the buttons along
the right side of thewindow are different.
The toolbar shows three
new buttons .
These buttons are
Accept, Decline and
Delegate.
Accepting AppointmentsWhen you click on the Accept button,
GroupWise will open this window:
If you click the drop down arrow
below the Accept button, you can skip this stepby choosing to Accept as whichever option
you choose.
If you decide to accept an appointment but you have a conflict, GroupWise will warn youbefore it places the appointment on your calendar.
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Declining Appointments
When you click on the Decline button,
GroupWise will open this window:
If you click the drop down arrow
below the Decline button, you can skip this stepby choosing to Decline. When you push thebutton you are actually choosing a Declinewith Options.
Delegating Appointments
The delegate option opens a create Appointment/Meeting window, including all the
information from the original meeting. The only difference is the subject now says
-Delegated
Fill in the To: box with the people you are delegating this appointment to.
You can adjust the dates and times on this screen, though it is not recommended.
No matter which choice you choose, Accept, Decline or Delegate, GroupWise will
remove this appointment from your inbox.
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Proxy RightsTo allow others to view your emails, calendars and such you need to grant them
Proxy Rights. From the main window of GroupWise, choose Tools ->
Options -> Security.
Choose the third tab Proxy Access.Type in the person you want to grant
access to, or use the address book to
find their GroupWise Name.
Once you find the person, click on the
Add User button and their name will
appear on the Access list. (Noticethere is an All User Access that
allows you to give rights to every
user, this is useful for Facilities, likeconference rooms).
Choose the person on the list and clickthe rights you wish this person to
have. Read means they can only look.
Write means they can add and remove
items from your account.
Accessing Anothers Account
If you have Proxy rights to someone elses account you can switch into their account. On
the main GroupWise window, there is a little person button in the bottom-left handcorner.
If the persons name in not in this list, choose the last option . It will
open this window:
From here type in the name or choose
from the address book and click OK.
If you dont have rights, GroupWise
will tell give you an error messagestating such. If you do have rights that
person will be added to the list and youwill be in that persons account. Clickon the little person and choose your
name to go back to your account.
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Calendar RulesJust like with email you can
create rules to affect yourappointments.
From the Tools menu, chooseRules. Double click on a rule
to edit it, or click the Newbutton to create a new rule.
Remember to
click the
Appointment
check box to
affect your
calendar
appointments.
The most important part of creating a rule that will affect your calendar is this option:
A conflict will occur when you have two appointments scheduled at the same time. This
rule feature gives you the ability to reject items automatically that have conflicts, oraccept items automatically when you have nothing scheduled. Think your logic through
thoroughly before you set up the rule.
When you add an action with the Add Actionbutton, your options for accept and reject
are the same as they are anywhere. For example, you can set up a rule that accepts
everything from your boss as a tentative appointment.
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