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8/13/2019 7 - GroupWise
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Coping with Information
Overload: Is your E-mail
an E-pile?
Tips and tricks to help organize, maintain
and control your email inbox
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Agenda
Introductions
Overview of GroupWise 7.0
Whats New Navigational Toolbar
GroupWise Cabinet and folders Adding Columns
Categories, Colors and Rules
Archiving emails Tips on writing a good email
Questions and review
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GroupWise 7.0 - Overview
Graphic thankfully used with permission (GW 6.5 training manual)
Proxy Access/
ArchiveNavigational Bar
(Colored Bar)Filter box and icon
View Button
Toolbar
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GroupWise 6.5 vs. 7.0
(5) 2006 Library Staff DayIs Your E-mail an E-pile?
Fixed gray background
Mutable background
Small icons
Larger icons
2 levels of
navigation
3 levels of
navigation
Category filter
symbol
Quick Filter
Customizable
tabs
6.5
7.0
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Navigational Toolbar Customizable Tabs
GW 7.0 has a cool new way to help you access and save emails to yourmost frequented folders shortcut tabs along the top of the toolbar
(6) 2006 Library Staff DayIs Your E-mail an E-pile?
To Create Tab
1. Right click anywhere along
colored toolbar
2. Select Customize Nav Bar
3. Customize Nav Bar
dialogue box appears
4. Navigate to the folder you
wish to add and place a
check mark next to it5. Click on OK
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Navigational Toolbar Customizable Tabs
GW 7.0 has a cool new way to help you access and save emails to yourmost frequented folders shortcut tabs along the top of your screen
(7) 2006 Library Staff DayIs Your E-mail an E-pile?
To Create Tab
1. Right click on colored
toolbar
2. Select Customize Nav Bar3. Customize Nav Bar
dialogue box appears
4. Navigate to the folder you
wish to add and place a
check mark next to it5. Click on OK
6. New tab created!
A shortcut to whatever folder
you selected is nowaccessible via the toolbar
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Navigational Toolbar Customizable Tabs II
(8) 2006 Library Staff DayIs Your E-mail an E-pile?
Cabinet tab not enough?
You can add more!
Right click to get
Customizable Nav Bar
Scroll through folder list
to find new folder (can
drill down as far as you
want)
Check folder and hit ok
New tab for Book-It now
created next to Cabinet
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Navigational Tabs What do they do?
Access
Quickly access and open
folders you use most often
1. Click on tab shortcut
2. GroupWise opens folder
to display messages
1.
2.
Navigational tabs can speed up you
searching as well. Instead of
navigating to the folder you are looking
for via the left pane, you can use ashortcut tab to navigate first to
higher level folder (e.g. Cabinet)
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Navigational Tabs Quick Save
Save
1. Highlight message you wish
to move
2. Drag message up to folder
shortcut in navigational
toolbar3. Drop! (Message disappears)
4. Message has now been
moved to new folder
without going through
cabinet navigation
1.
4.
3.Before
After
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GroupWise Cabinet Introduction
Used to sort and store messages
Looks similar to Windows Explorer
Currentlysaves until you delete may change in the future to auto-
delete in 45 days (like other City
departments)
Use naming conventions
Select name that is both descriptive
and short
Folder name should be easily
understood/ deciphered (especially
important for shared folders)
Length should be no more than twowords short is good!
Use consistent punctuation
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GroupWise Creating Folders
1. Right-Clickon the Cabinet2. SelectNew Folder
3. Youll now see the Create PersonalFolder Dialog Box (below)
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GroupWise Creating Folders II4. Enter the Nameof the Folderin the
next Windowclick Next
5. New folder is created (Default
is not alphabetical. Use Up/Down buttons to place)
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GroupWise Creating Folders III
6. Click Finishignore everything else. 7. The New Folder appears under theCabinet.
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Cabinet Adding Messages
1. Highlight message you wish
to move/save
2. Drag and drop email
message into folder
3. Email is transferred from Inbox to folder
3.
1.
2.
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GroupWise Using Columns
Email column headers are
similar to those found in
Windows Explorer
You can sort by column (nextstep), or add new columns that
better suit your needs. You can add columns to your
mailbox (Inbox) or folders
Sorting Columns
Clickthe Wedgeshapein any of the
column headers to Sort
Ascendingor Descending. NOTE:the Wedge Changes shapedependingon Ascendingor Descending.
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GroupWise Using Columns II
Not limited to Name, Date,Subject
Size
Category
Folder
Message Status
And many more
You can add columns to your
Inbox (above) or specific
folders (right)
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GroupWise Adding Columns
Benefits of additionalcolumns:
Can easily see data/information that helps youquickly scan emails
Only add columns you finduseful
Easy to add and delete
To add new columns (simple):
1. Right click anywhere alongthe grey toolbar
2. Select new column headerfrom list with cursor
3. New column appears
1.
3.
New columns are sortable!
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GroupWise Adding/Deleting Columns
To add more columns:
1. Right click anywhere along thegrey toolbar
2. Select More columns
3. Youre now given a choice ofdozens of additional columns to
add to your Inbox or Folder4. Highlight new column and click
Add
5. Click OK
To delete columns:
1. Right click anywhere along thegrey toolbar
2. Select More columns
3. Highlight the column you wish toremove and select Remove
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Colors and Categories
Create eye-catching emails
through the use of color andcategories
To Access:1. Highlight message you wish
to color-code
2. Right click and select
Categories
3. Select a pre-set category, orcreate your own (next slide)
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Creating Categories
Categories you select (or create) arefully editable you can easily add orchange name or color
To Create New Category
1. Enter Category name
2. Click Add3. New Category will now be viewable
the next time you right click onhighlighted message
To Change Color
1. Highlight Category you wish tomodify
2. Select Edit Color
3. Choose color from available swatch
4. Click OK
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Why Categories?
Why Categories?
Quickly add eye-catching
color to emails you
want/need to see first
Can filter by categories Can create custom
categories and then
automaticallyhave emailscolored via Rules
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Rules Set up
To Set up a Rule
1. Tools -Rules
2. Click New
3. Namerule
3.
1.
2.
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Rules Set up II
To Set up a Rule
1. Tools -Rules
2. Click New
3. Namerule
4. Select Item Type1. Mail
2. Appointment, etc.
5. Define Conditions
1. From a specific person?2. About a specific topic?
3. With a specific word inheader?
4.
5.
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Rules Set up III
To Set up a Rule
1. Tools -Rules
2. Click New
3. Namerule
4. Select Item Type1. Mail
2. Appointment, etc.
5. Define Conditions
1. From a specific person?
2. About a specific topic?
3. With a specific word in
header?
6. Hit OK, then Run
6.
Youll know your rule is working, onceyou see the Rule Execution complete
message box.
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What to do with Rules
Why Rules are cool
Create a rule to
automatically color
specific emails when
they come into your
email box
Create a rule that will
automatically moveemails into a specific
folder
Note: This is where you set up your
out of office and vacation rules too!
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GroupWise - Archive
Archiveprotects items from being Accidentally Deleted.Depending on your job requirements, you may need to use the
Archivefeature to Save E-Mail Messagesto KeepRecordsofSubstantiveCity Business.
What to Archive
Old correspondence
Closed or obsolete projects
Emails related to completed
past events
Why Archive?
Tidies up your Inbox and folders
decreases amount of email Removes emails you arent
using/accessing on a regular basis
Might one day be the only way to
save emails longer than 45 days
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GroupWise How To Archive
1. Locate email (or folder) you wish
to Archive and highlight
2. Right click on message (or folder)
and select Move To Archive
3. Message (or folder) disappears
and is sent to your Archive
Helpful Hint
I send myself a recurring appointment atthe start of each year, reminding myself toarchive at the start of each month.
You can archive either from the main GroupWise mailbox (right pane) or from a folder(on left).
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GroupWise Opening Your Archive
There are two ways to openyour archive:
Method 1
1. Click on Onlineabove your
mailbox Name2. Select Archive
Method 2
Click on File and select OpenArchive
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GroupWise Navigating the Archive
You can always tell if youre in the
Archive as it will say
(Archive) Novell GroupWise Mailbox
To un-archive any message
1. Highlight message and right click2. Click on the checkedMove to Archive
3. This unchecks the box and moves the
message back to your Inbox
To return to mailbox, uncheck Open Archive
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GroupWise What Not to Keep
Rule of thumb: If someone else has it, you dont
have to keep it
Not all email needs to be saved
What can be deleted General City or Dept. all notices
Notices from IT
Requests for general information
Personal emails
Remember: Delete after you read!
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GroupWise Fine Print
City Employees Should Retain Electronic Records That ContainSubstantive City Policy- This is equally true for both paper and electronicrecords, regardless of the format (e.g. Word, e-mail, Excel.)
Most Records are Subject to Public Disclosure- Like most paper records,most electronic documents generated for a City purpose, are subject to the
State open records act (RCW 42.17.250). A useful rule of thumb is thatelectronic records, including e-mail messages, should be composed with thesame care given a comparable paper memorandum.
Scope of Requirement - For all routine/non-policy notes, messages, ortransmittal letters short-term retention in the employees mailbox issufficient. All policy correspondence and reports (either messages or
attached files) should be archived on individual hard drives or on the CityLight server.
Retention of Electronic Records from - http://sclweb/dpp/misc/EMailuse.htm
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Tips on writing good emails
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Emails and Printing
11,000 approximate number of City of Seattle
employees (regular, part-time and temp)
If everyone prints just one email a day
11,000 sheets x 5 = 55,000 sheets a week
55,000 x 52 weeks = 2,860,000 sheets a year Thats 5720 reams. This is more paper than the
Legislative Dept., Personnel, and the Dept. of
Neighborhoods combined.
Bottom-line: If everyone can print one less page
per day, the City will save nearly 3 million sheetsthats more than 1.5 Space Needles! (953 ft. to
be exact)
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GroupWise 7.0 - Recap
Introduction to the new GroupWise7.0 navigation bar and quick tabs
Introduction of GroupWise Cabinet How to create and organize emails
by project or topics
Organized similar to WindowsExplorer
How to add and sort columns
Introduction to GroupWise Archive Emails are saved longer than 45 days
Same file folder structure as In-box
Un-archive to reply or forward, butre-archive to save again
Introduction to categories andcolors
Short intro/demo on Rules
Overview of what to keep and notto keep
Confidence in finding old emails =less likelihood you print for fearyoull never find again
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Thank you!