E-MAIL GroupWise is more than just an e-mail program. Using GroupWise, you can send mail messages, assign tasks, schedule appointments, participate in discussions, and manage your documents. To get the most out of GroupWise, you need to be familiar with all the features and capabilities available from the Main Window. Opening GroupWise To launch GroupWise email system, double-click the GroupWise Icon on your Devereux Application Folder

Views You can change the view of GW for personal preference. If you want QuickViewer on, either choose the Icon or go to View, QuickViewer. You can change the view so the email is viewable in the right side or bottom of the window. Read E-mail To read an item in your Mailbox, double-click the item you want to read. (Tip – to read an item you have sent, click once on the Sent Items Folder, right-click the item and click read.) Delete E-mail To delete an email, highlight the email. Right click the mouse while the arrow is over the highlighted area, and click on DELETE (red X) Or use the Trash Can Icon. This will put the email into the TRASH file. Trash is auto-emptied on a 7 day cycle. This means every day any deleted mail older than 7 days will be permanently removed. To retrieve the email from the trash file before the 7-day limit: Open the TRASH icon to the Left of the GroupWise mailbox window. Highlight the email and right click the mouse while the arrow is over the highlighted email and choose Undelete. It will be put back into the folder it was deleted from.

Sent Items: A copy of any outgoing email you send is automatically placed in your sent items folder, so it is not necessary to cc: yourself on an email. To see when an internal email has been delivered, opened or deleted by the recipient, open the Sent items folder, right-click on the email you wish to check, and choose Properties. A window will show when the email was received, opened or deleted. This only works for internal email.

Notify Notify is a program that works with GroupWise to alert you when you have new mail in your Mailbox, when your outgoing items are opened, or when you have an upcoming appointment. Notify runs minimized in the background while you run other programs. If Notify is running, the Notify Icon will appear in the Windows Taskbar . If you wish to turn it off, click on the icon it the taskbar and choose disable

Create New Mail On the main menu click on File, New, Mail or click the New Mail icon

To send an attachment with your email: Click on Attach

Browse to the directory where the file is located. Select your file by double-clicking the file. Click OK to go back to the body of the email

Once your message is ready to be sent, press Send.

Address Book

If the recipient is new or not in your address book, you will need to enter the ENTIRE address. (janedoe@msn.com) in the “To” box. If the recipient is already in your address book, you can begin by typing the recipient’s last name in the “To” box (it will auto search the Frequent contacts address book first)

or click on the address book icon Double-click the recipient’s name and press OK. This will take you back to the body of the email. Enter your message and click on the Send button.

Address Books in Groupwise Email You can create multiple address books for your personal use, and you can share these address books with other users. Open address books are represented by tabs in the main Address Book window. You can only display one address book at a time. Default address books: Novell Groupwise Address Book- all Devereux staff Frequent Contacts- addresses you have sent to and received from Your name- your personal address book. Create new contacts here.

Address books can store both internal (Devereux.org) or external e-mail addresses. Please note that you cannot make any modifications to the Novell GroupWise Address Book, which is Devereux’s main system address book.

To delete an address in one of your personal address books, highlight the name and click Remove To add a new address, choose the address book you want to use and click New A New Contact form will open. Select the entry type (person, resource, and organization) and press OK Fill in the information and press OK when done

Cleaning up the Frequent Contacts Address Book Have you ever wondered why when you send email to a group, for example FL All, and you receive a return email stating that person does not exist or that the email is being sent to a person who is no longer a part of that group due to moving to a different program or leaving Devereux? This happens because that group/person is still in your frequent contact list. 1. Open up GroupWise and Click on the Address Book button

2. In the Address Book, click on Frequent Contacts 3. Select the group or person’s name that is coming back “undeliverable” 4. Press the Delete button on your keyboard 5. The next time you send to that group/person it will pull from the Novell GroupWise Address Book, instead of the Frequent Contacts book, with the correct information

Setting up Rules For example, to auto-reply that you’ll be out of the office

Go to Tools, Rules, New

Give your rule a name – i.e. vacation, out of office

For a Vacation or Out of Office rule, you will want to send out an automatic reply you will be out of the office. The “action” that you want to add is a reply to the person sending the message, so Click Add Action, Select Reply Choose Reply to Sender and press OK **Note – Do NOT select Reply to All on auto-replies (your reply will be sent to the original sender and all recipients on the original email. Use Reply All cautiously at all time.

Enter your message for this new rule and press OK when done. Save your new rule. To activate the rule, place a checkmark in the box next to the name. To deactivate uncheck the box.

CREATE FOLDERS IN YOUR GROUPWISE MAILBOX First you want to select the “File” tab, then “New” and pick the “folder” option by single clicking on it.

When the “Create Personal Folder” box opens, select “Personal folder” and click “Next.”

Now type the name you want to call your folder in the “Name” field.

Now highlight the new folder and click the “Left” button.

Once you move the new folder to the left, you now can move it up or down to the location you want it.

Now click the “Next” button, and leave all the defaults and then click “Finish

Now your new folder is ready to use.

Now you want to move your email you want to file in your new folder. Highlight the email that you want to file in the folder.

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Click on the “Edit” tab and then choose “Move/Link to folders.” Or “Click N’ Drag” to the new folder

The Move/Link Selections to Folder box will appear, then click the box next to the folder you want to move the email to.

Then click the “Move” button and your email is filed in your new folder.

Archive e-mail First, make sure you have the Archive directory pointing to your M: drive. Go to Tools, Options. Environment, File Locations.

The file location box should have M:\gwise\archive\Okfxxxxx. If not, change the letter designation to M:\ When you archive an email, it puts the email into this directory where there is a lot of storage space, and is backed up. If your mailbox size is over 50%, you should use the Archive feature. If you don’t archive an your mailbox exceeds the limit, incoming mail will be held until room is created. You will receive a message if this happens. Archiving is a simple process. From the main GroupWise window, highlight one or more emails you want to archive. Right click the mouse while the arrow is in the highlighted area, and choose ARCHIVE. It’s done! To retrieve an email from archive and put it back into your main mailbox reverse the process: highlight the email, right click and choose Move to Archive- this will uncheck that choice and move the email back.

To view messages that have been placed in Archive: Go to File/Open Archive, which will open up your Archived emails. This will put your GroupWise mailbox on “hold” and bring up the archive mailbox.

Sample view of Archived emails: (it looks just like your regular email window) To close Archived emails and go back to “LIVE” email system, select File, Open Archive. Click on it and it will return to your current mailbox.